At Hyphen, we are committed to protecting your privacy and safeguarding your personal information in compliance with the Hotel Registration of Guests Act (Ontario), the Consumer Protection Act, and applicable privacy legislation in Ontario.
This Privacy Policy outlines how we collect, use, store, and protect personal data, including government-issued identification and other sensitive information, in relation to your stay with us.
1. Information We Collect
As part of our reservation and verification process, we collect the following information:
- Full name and residential address
- Government-issued photo ID (e.g., driver’s license, passport)
- Credit card information matching the guest’s ID
- Email address and phone number
- Selfie or live image (where required for verification)
- Booking and stay details
- Security camera footage in common areas (for safety)
This information is required to:
- Comply with the Hotel Registration of Guests Act (Ontario)
- Ensure safety and security within the premises
- Verify your identity for contactless check-in
- Process payments and prevent fraud
- Fulfill the conditions of your rental agreement
2. How Your Information is Used
Your personal data is used solely for the following purposes:
- Verifying your identity during check-in
- Authorizing payment and validating booking
- Meeting legal and regulatory requirements
- Maintaining building and guest safety
- Communicating with you during your stay (e.g., check-in instructions, emergency contact)
We do not sell, share, or use your personal information for marketing purposes.
3. Storage & Retention
- Identification and verification documents are not stored beyond the duration needed for verification unless required for legal compliance or enforcement.
- Credit card data is processed through secure, PCI-compliant payment gateways and not retained by Hyphen.
- Security footage is stored securely and automatically deleted after a limited period, unless retained for investigation purposes.
4. Disclosure to Third Parties
We may share your information only with:
- Government authorities or law enforcement when legally required
- Verified third-party service providers (e.g., ID verification platforms) who assist in check-in or payment processes and are contractually obligated to protect your data
- Property managers, in cases where access rules or background checks are building-mandated
5. Your Rights
You have the right to:
- Request access to the personal data we hold about you
- Correct inaccurate information
- Withdraw consent to data collection (note: this may affect your ability to stay with us)
- Request deletion of your data (subject to legal limitations)
To exercise these rights, please contact us at [insert email address].
6. Security Measures
We take your data seriously and implement:
- End-to-end encryption for all digital communications
- Secure servers and access control
- Limited internal access to personal data on a need-to-know basis
7. Consent
By completing your reservation, you explicitly consent to:
- Providing your government-issued ID and matching credit card
- Undergoing ID verification via our portal
- Undergoing a background check (only if mandated by the building/property)
- Receiving check-in instructions only after successful verification
This consent forms part of your rental agreement and is required for occupancy.