Privacy Policy
How Karibu handles hotel-staff account data and guest data processed on behalf of hotels.
Effective 17 August 2026 · Version 2026-08-17 · English is the official language of this policy.
1. Who we are
Karibu is a cloud hotel property-management system operated by Obliqque Software, trading as Karibu. Website: https://karibuapp.com. Privacy requests: karibuapplic@gmail.com.
Karibu is a B2B product for hotels and their staff. We do not knowingly offer accounts to children under 16.
2. The data we process
A. Account and usage data (Karibu is controller)
- Staff identity: name, username, role, recovery email, hotel name/city/country.
- Authentication: handled by Supabase Auth (we do not store staff passwords in Karibu’s application database).
- Billing: plan, subscription status, invoices, and Stripe customer/subscription identifiers. Card numbers are handled by Stripe, not stored by Karibu.
- Technical: IP address, browser type, language, approximate country, error reports.
- Product usage: pages opened and feature events, only if you accept analytics cookies (see Cookies).
- Support: messages you send via the website contact form (Formspree).
B. Hotel operations data (hotel is controller; Karibu is processor)
When you use Karibu to run the hotel, you instruct us to store data such as:
- Guest names, phones, emails, nationality, ID type/number, notes, visit history.
- Reservations, room assignments, invoices, payments recorded at the desk, housekeeping tasks.
- Public mini-site content you publish (about text, gallery, journal, cover photo, WhatsApp number).
The hotel decides why that data is collected (a stay, a bill, a public page). Karibu processes it only to provide the service, on the hotel’s instructions, as described in the Terms of Service (processor clause). The hotel must have a lawful basis for collecting guest data and must answer guest requests.
3. Why we process it (lawful bases)
| Purpose | Basis |
|---|---|
| Create and authenticate staff accounts | Contract |
| Provide the PMS (reservations, billing, rooms, reports) | Contract |
| Store guest records for the hotel | Hotel’s instructions (we are processor); hotel’s own basis toward guests |
| Charge subscriptions and keep tax records | Contract and legal obligation |
| Security, abuse prevention, error diagnosis (Sentry) | Legitimate interests |
| Product analytics cookies | Consent (cookie banner) |
| Optional marketing email | Consent — we do not send marketing unless you opt in |
4. Where data lives and who can see it
Application data is stored in Supabase Postgres in the European Union (AWS eu-west-1). Each hotel’s rows are isolated with database row-level security tied to the signed login token. Another hotel cannot read yours.
- The hotel’s own staff, according to their role (admin, manager, receptionist).
- Karibu operators, only as needed for support, security, or to run the platform. Access is logged.
- The sub-processors listed below, each limited to their function.
We do not sell personal data. We do not use guest records to advertise to those guests.
5. Sub-processors
| Provider | Role | Region |
|---|---|---|
| Supabase, Inc. | Database, authentication, edge functions | EU (eu-west-1) |
| Google (Firebase Hosting) | Static site hosting and CDN | Global CDN |
| Stripe, Inc. | Subscription payments | USA / EU |
| Resend | Transactional email (welcome, reset, booking confirmations) | USA |
| Functional Software, Inc. (Sentry) | Error monitoring | EU ingest |
| Formspree, LLC | Public contact form | USA |
| Cloudflare, Inc. (Turnstile) | Bot check on the public booking form | Global |
WhatsApp messages, if you enable them, go through the hotel’s own WhatsApp number — not a Karibu inbox. Flutterwave may appear in the codebase for a possible future payment path; the live product bills through Stripe.
6. Cookies and similar storage
Strictly necessary storage keeps the product working (login session, active hotel, language, offline cache, CSRF/spam locks). We do not use advertising cookies.
| Name | Purpose | Type |
|---|---|---|
| Supabase auth token | Signed login session | Essential |
| karibu_session / karibu_hotel_id | Staff UI session and hotel context | Essential |
| karibu_lang / karibu_landing_lang | Language | Functional |
| karibu_consent | Your cookie choice | Essential |
| karibu_terms_* | Staff acceptance of current Terms/Privacy version | Essential |
| karibu_hero_variant | Landing-page variant | Functional |
| _karibuEvents | In-memory / local product events if analytics allowed | Analytics (consent) |
On first visit we show a banner. You can accept analytics or reject it. Rejecting does not block login, booking, or the public hotel page. You can change your mind by clearing site data for karibuapp.com.
7. How long we keep data
- Active hotel accounts: for as long as the hotel uses Karibu.
- After cancellation or inactivity deletion: about 90 days, then we delete tenant data except records we must keep.
- Tax / invoicing records: up to 7 years.
- Audit logs: about 2 years.
- Anonymised product metrics with no personal identifiers: may be kept indefinitely.
Unused hotels may be warned and then removed under the inactivity rules in the Terms. Export your data before you leave if you need a copy.
8. Your rights
Depending on where you live (including GDPR, DRC Loi 2023 on data protection, Kenya Data Protection Act 2019, and similar African and EU rules), you may request access, correction, deletion, restriction, portability, or objection, and you may withdraw consent.
Hotel staff / billing contacts: email karibuapplic@gmail.com from the address on the account. We aim to respond within 30 days.
Hotel guests: ask the hotel. We will help the hotel locate or delete records in Karibu when they instruct us, unless law requires us to keep them.
You may also complain to your local data-protection authority. California residents: we do not sell or “share” personal information as those terms are used in the CCPA/CPRA.
9. Security
- HTTPS and a strict Content-Security-Policy on karibuapp.com.
- Passwords handled by Supabase Auth (hashed; never written to the staff table).
- Per-hotel row-level security; service-role keys never ship to the browser.
- Sensitive admin actions may require re-entering a password.
No online service is perfectly secure. Tell us promptly at the email above if you suspect unauthorised access.
10. International transfers
Primary database storage is in the EU. Some sub-processors (Firebase CDN, Stripe, Resend, Formspree) operate in the United States or globally. Where GDPR applies, we rely on the provider’s appropriate safeguards (for example Standard Contractual Clauses).
11. Changes
Material changes will be posted on this page with a new effective date. For hotel staff, a new policy version may require you to accept again before using the app. Continued use after that acceptance is agreement to the updated policy.
12. Contact
Obliqque Software · Karibu
karibuapplic@gmail.com