Privacy Policy

Last updated 1 October 2026

1. Introduction

This Privacy Policy explains how Villa Tracker, a business of Smiling House Ltd ("Villa Tracker", "we", "us") collects, uses and protects personal data when you visit villatracker.com, register for or use the Villa Tracker platform at login.villatracker.com, search availability, build client proposals, request or confirm bookings on behalf of your clients, or apply to become a partner.

We process personal data in accordance with the Swiss Federal Act on Data Protection (nDSG/FADP) and, where applicable, the EU General Data Protection Regulation (GDPR). By using our website and platform you acknowledge the practices described in this policy.

2. Who we are (data controller)

Villa Tracker (Smiling House Ltd)
Mettlenstr. 16
3780 Gstaad
Switzerland
Phone / WhatsApp: +41 79 489 70 21
Email: info@villatracker.com

3. Data we collect

Depending on how you interact with us, we may collect:

  • Account data — for registered travel companies and their users: company name, business address, name, job title, email address, phone number and login credentials.
  • Client and booking data — the details you enter to prepare proposals and arrange stays for your clients: guest names, contact details, stay dates, party size, the requested property, add-on services and payment status. Payments are handled by our payment provider; we do not store full card numbers.
  • Enquiry data — details you send through our enquiry and contact forms, such as travel dates, destination, budget, preferences and special requests.
  • Property-owner and partner data — where you list or manage a property with us, or connect as a supply or channel partner: your contact details and details of your properties or company.
  • Newsletter data — your email address, where you have subscribed to product or partner updates.
  • Technical data — IP address, browser type, pages visited, platform activity and referring pages, collected via cookies and similar technologies. Analytics tools are loaded only after you consent.

4. How we use your data

We use personal data to:

  • Create and manage your Villa Tracker account and give you access to the platform (performance of a contract).
  • Provide live availability, rates and property information, and let you build and share client proposals (performance of a contract).
  • Process booking requests made on behalf of your clients and manage the resulting stays (performance of a contract).
  • Onboard, present and distribute properties on our platform and partner channels (contract / legitimate interest).
  • Send product and partner updates, where you have subscribed — you can unsubscribe at any time (consent).
  • Measure, secure and improve our website and platform (legitimate interest; analytics only after consent).
  • Meet legal, tax and accounting obligations (legal obligation).

5. Your clients' data

Where you enter personal data about your clients (for example guest names and contact details), you confirm that you are entitled to share this data with us for the purpose of preparing proposals and arranging bookings, and that you have informed your clients accordingly. We use such data only for these purposes and as described in this policy.

6. Cookies

Our website and platform use a small number of first-party cookies that are necessary to keep you signed in, keep the platform secure and remember your preferences (such as display currency). Analytics cookies are set only after you consent via the cookie banner. You can change your choice at any time in your browser settings or via the cookie banner.

7. Service providers (processors)

To operate our services we share data with carefully selected providers acting on our instructions. We share only what is necessary for each purpose, and we never sell personal data. Our main providers include:

  • Vercel Inc. — website hosting and content delivery
  • Neon Inc. — application database (hosted in the EU, eu-central-1)
  • Cloudflare Inc. (R2) — media and image storage
  • Resend / SMTP email providers — transactional email delivery
  • Guesty Inc. and connected property-management and channel-management partners — property, availability and booking processing
  • Flywire Corporation — payment processing for bookings
  • MapTiler AG — map tiles on search and property pages
  • Google Ireland Ltd (Google Analytics 4) — audience analytics, loaded only after consent
  • PostHog Inc. (EU cloud) — product analytics, loaded only after consent
  • Functional Software Inc. (Sentry) — error monitoring; personal data is stripped before events are sent

8. International transfers

Because the properties on our platform and the travel companies using it are located worldwide, personal data may be transferred to providers and partners outside Switzerland and the EEA (for example, US-based hosting and email providers, or the property manager of a booked home). Where this happens, we rely on recognised safeguards such as adequacy decisions or standard contractual clauses.

9. Data retention

We keep personal data only as long as needed for the purposes described above, and afterwards where retention is required by Swiss law — for example, accounting records connected to a confirmed booking (generally 10 years). Account data is kept for as long as your account is active and deleted or anonymised within a reasonable period after closure. Proposal and enquiry data that does not lead to a booking is deleted or anonymised within a reasonable period. Newsletter data is kept until you unsubscribe.

10. Your rights

You have the right to:

  • Request access to the personal data we hold about you.
  • Ask us to correct or delete your data.
  • Object to or restrict certain processing.
  • Receive your data in a portable format.
  • Withdraw consent at any time, where processing is based on consent.

To exercise any of these rights, contact us using the details below. You may also lodge a complaint with the Swiss Federal Data Protection and Information Commissioner (FDPIC) or, in the EU/EEA, with your local supervisory authority.

11. Security

We protect personal data with appropriate technical and organisational measures, including encrypted connections (TLS), access controls, and hosting with providers that maintain recognised security certifications. You are responsible for keeping your login credentials confidential.

12. Contact

Villa Tracker (Smiling House Ltd)
Mettlenstr. 16
3780 Gstaad
Switzerland
Phone / WhatsApp: +41 79 489 70 21
Email: info@villatracker.com