How we look after your information

Welcome Notes is run by Charlotte Neryd, a sole trader based in the United Kingdom, who is the data controller for the information described here. To ask anything about your information, use our Help & contact page.

You don't need an account, an app or a password, and we don't ask for your name, email or phone number.

• Counting visits. Each time a guide is opened we record that it was opened, when, and whether it came from a QR code or a link. We also count which pages of the guide are opened, which buttons are tapped (such as WhatsApp, Directions or Book), and which extras are requested. These records hold no information about you: no name, no IP address, no device details. Hosts see the totals so they know what their guests find useful.
• Technical logs. Like any website, our hosting provider briefly keeps standard technical logs, such as IP addresses, to keep the site running and secure. We don't use them to identify or follow guests.
• Weather. The guide shows the weather where the property is. We look it up from the property's location, not yours.
• Contacting your host or a place. If you tap WhatsApp, Call, Email, Book, Website or Directions, your phone opens that app or website, and what you send goes straight to the host or business, not to us. Their own privacy policy covers it.
• What's in the guide. The words, photographs and recommendations in a guide are written by your host, who is responsible for them.

• Your account: your email address and password (stored only in scrambled form by our sign-in provider; we can never see it).
• Your guide: everything you add to it, such as your property's details, practical information, recommendations, photographs and your contact details for guests. Contact details you add are shown to anyone with your guide's link, because that is their purpose.
• Enquiries: if you use our message form, your name, email, property name and message, so we can reply.
• On your own device: if you tick "Remember my email" when signing in, your email is kept in your browser so you don't have to type it again. Untick it to remove it.
• Payments: when billing starts, card payments will be handled by our payment provider. We will never see or store your full card number.

• To provide the service you signed up for: running your account and publishing your guide (performance of a contract).
• To reply to enquiries, keep the service secure and working, and show hosts anonymous visit totals (our legitimate interests, which we have weighed against your privacy).
• To keep records the law requires, such as invoices (legal obligation).

We don't use your information for advertising, and we never sell it.

We don't use advertising or tracking cookies, and there is no cookie banner because we don't need one. When a property owner signs in, their browser keeps a small sign-in record so they stay signed in; guests opening a guide don't get one.

We use a small number of trusted providers, who handle information only on our instructions:

• Supabase: our database, sign-in and photo storage.
• Vercel: hosts the website.
• Google Fonts: serves the fonts the pages are set in, so your browser connects to Google to fetch them.
• Open-Meteo and OpenStreetMap: weather, and finding a property on the map from the address its owner gives. Neither receives anything about guests.

Some of these providers may process information outside the UK. Where they do, we rely on the legal safeguards UK law requires, such as the UK International Data Transfer Agreement or an adequacy decision.

• Accounts and guides: for as long as your account is open.
• When you close your account: we delete your guide and account information within 30 days, apart from anything the law requires us to keep (such as invoices, for six years).
• Enquiries: for up to two years after our last conversation.
• Anonymous visit and tap totals: for as long as the guide they belong to exists.

You can ask us for a copy of your information, to correct it, to delete it, to restrict or object to how we use it, or to receive it in a format you can take elsewhere. Use our Help & contact page and we'll reply within one month.

If you're unhappy with how we've handled your information, please tell us first so we can put it right. You can also complain to the Information Commissioner's Office at ico.org.uk.

If we change how we use information, we'll update this page and the date at the top, and tell property owners by email if the change matters to them. See also our terms.