Privacy policy

Last updated: 17 May 2026

This Privacy Policy explains how Welcomly collects, uses, stores and protects personal information when you visit our website, create an account, build a digital guest guide, contact us, subscribe to a paid plan, purchase personalised QR display products, or use any of our related services.

We have written this policy to be clear and easy to understand. If you have any questions about how we use personal information, you can contact us at hello@welcomly.app.

1. Who we are

Welcomly provides digital guest guide tools for holiday let owners, serviced accommodation providers, Airbnb hosts, property managers and similar accommodation businesses.

Welcomly is operated by Billy Cross, trading as Welcomly.

For the purposes of UK data protection law, Welcomly is the data controller for the personal information we collect and use in connection with our website, owner accounts, customer support, billing records, marketing activity and platform operation.

You can contact us about privacy or data protection matters using the details below:

Welcomly
Operated by Billy Cross, trading as Welcomly
Correspondence address: 61 Bridge Street, Kington, HR5 3DJ, United Kingdom
Email: hello@welcomly.app
Website: welcomly.app

2. What personal information we collect

We may collect and use the following types of personal information.

Account information

• Name
• Email address
• Password, stored securely in hashed form
• Business name, if provided
• Business logo, if uploaded
• Account preferences and settings
• Subscription status and billing plan information

Property and guide information

When you create a guest guide, you may add information such as:

• Property name
• Property description
• Property address or location information
• Property images
• Arrival and check-in information
• WiFi details
• Parking information
• Lockbox, access or key collection information
• House rules
• Local recommendations
• Contact preferences shown to guests
• Direct booking links or contact methods
• Other guest information added by you

Some of this information may not be personal data on its own, but it may become personal data if it identifies you, your business, your property, your staff, your guests, your contractors or another individual.

Guest access information

Guests can view published guides without creating an account. When a guest opens or interacts with a guide, we may collect limited technical and usage information, such as:

• Pages or guide sections viewed
• Approximate time of access
• Device type and browser information
• IP address or partial IP address
• General usage analytics, such as views and interactions

We use this information to run the service, improve the product, protect the platform and help owners understand guide usage.

Payment and subscription information

If you subscribe to a paid Welcomly guide plan or purchase personalised QR display products, payment details are processed by our third-party payment providers. We currently use Stripe and PayPal, where available, to process payments, subscriptions and related billing activity.

We do not store full card numbers or full payment card details on our own servers.

We may store related billing information such as:

• Subscription status
• Payment provider customer ID
• Payment provider subscription ID
• Invoice or order references
• Plan type
• Payment status
• Billing period dates
• Refund, cancellation or failed payment status
• Personalised QR display order details, where applicable

Personalised QR display order information

If you order a QR display product, such as a printed QR card, laminated QR display or acrylic QR stand, we may collect and use information needed to prepare and fulfil that order.

This may include:

• Your name
• Email address
• Delivery name and postal address
• Property name
• Guide link or QR code link
• Order details
• Delivery or fulfilment status
• Any property branding, logo or display information you choose to provide

QR display products are personalised because they include a QR code or guide link connected to your property or guest guide.

Contact and support information

If you contact us, we may collect:

• Your name
• Your email address
• Your message
• Subject or enquiry type
• Any information you choose to include in your message

Technical information

When you use our website or app, we may collect technical information such as:

• IP address
• Browser type and version
• Device type
• Operating system
• Referral source
• Pages visited
• Approximate location based on IP address
• Cookie and tracking preferences
• Security logs

3. How we collect personal information

We collect personal information when:

• You visit our website
• You create an account
• You build, edit, preview or publish a guide
• You upload images, logos or business branding
• You subscribe to a paid plan
• You purchase personalised QR display products
• You contact us for support
• You interact with our emails
• You or your guests use a published guide
• You set or update cookie preferences

We may also receive information from third-party service providers that help us operate Welcomly, such as payment processors, hosting providers, analytics services, email delivery providers, cookie consent tools, delivery or fulfilment providers and security tools.

4. Why we use personal information

We use personal information for the following purposes:

• To create and manage user accounts
• To allow owners to build, edit, preview and publish digital guest guides
• To display published guide content to guests
• To protect private guide information with guest PINs where enabled
• To process subscriptions and payments
• To process, personalise and fulfil QR display product orders
• To provide customer support
• To send service emails, such as account, subscription, payment, password reset, order and guide-related notifications
• To improve the website, app and user experience
• To monitor usage, performance and security
• To prevent fraud, misuse or unauthorised access
• To comply with legal, tax and accounting obligations
• To manage cookie and privacy preferences
• To send marketing emails where permitted by law or where you have opted in

5. Our lawful bases for using personal information

Under UK data protection law, we must have a lawful basis for using personal information. Depending on the situation, we may rely on the following lawful bases.

Contract

We use personal information where it is necessary to provide Welcomly to you, including account creation, guide management, subscriptions, payments, personalised QR display orders, support and platform access.

Legitimate interests

We may use personal information where we have a legitimate business interest, provided this does not override your rights and freedoms. This may include improving Welcomly, monitoring platform usage, preventing misuse, securing the service, responding to enquiries, managing customer relationships, handling non-marketing service communications, understanding how users interact with our website and guides, and protecting our business.

Legal obligation

We may use and keep certain information where required to comply with legal, tax, accounting, regulatory, consumer law, data protection or fraud prevention obligations.

Consent

Where we rely on consent, such as for certain cookies, analytics, advertising technologies or optional marketing communications, you can withdraw your consent at any time.

6. Guide content and responsibility for guest information

Welcomly allows owners to create and publish digital guest guides. The owner is responsible for the content they add to their guide.

You should avoid adding unnecessary personal information about guests, staff, neighbours, contractors or other individuals. If you add personal information about other people into your guide, you are responsible for making sure you have a lawful basis to do so and that the information is accurate, appropriate and not excessive.

Some guide sections may contain private or sensitive property information, such as WiFi passwords, lockbox codes or access instructions. Welcomly provides tools such as guest PIN protection, but owners remain responsible for deciding what information they publish and who they share guide links or PINs with.

7. Who we share personal information with

We do not sell personal information to third parties.

We may share personal information with trusted service providers who help us run Welcomly. These may include:

• Website and app hosting providers
• Database and infrastructure providers
• Payment processors, including Stripe and PayPal where available
• Email delivery providers
• Analytics providers
• Cookie consent and preference management tools
• Security, monitoring and spam prevention providers
• Professional advisers, such as accountants or legal advisers, where necessary
• Delivery, print or fulfilment providers for personalised QR display orders, where applicable

These providers are only allowed to use personal information as needed to provide their services to us or as otherwise permitted by law.

We may also share personal information if required by law, court order, regulatory authority, fraud prevention process, payment dispute process, or to protect the rights, safety or security of Welcomly, our users, guests or others.

8. Payments

Payments, subscriptions and related billing activity are processed securely by Stripe.

We do not store full card numbers or full payment card details on our own website or servers.

Stripe may collect and process payment card details, billing information, fraud prevention information, transaction data and related payment information in accordance with Stripe’s own privacy policy, terms and security standards.

We store limited payment-related records so that we can manage subscriptions, provide access to paid features, process personalised QR display orders, handle refunds or cancellations, maintain financial records, respond to billing enquiries and meet legal, tax and accounting obligations.

9. Emails and service messages

We may send you service-related emails about your account, guides, subscriptions, billing, failed payments, password resets, personalised QR display orders, support requests and important platform updates.

These emails are necessary to provide the service and are not optional marketing emails.

If we send marketing emails, we will do so where permitted by law or where you have opted in. You can unsubscribe from marketing emails at any time by using the unsubscribe link in the email or by contacting us.

10. Cookies and similar technologies

Welcomly may use cookies and similar technologies to operate the website and app, keep users logged in, remember preferences, improve performance, understand usage, support security and, where enabled, support advertising or remarketing activity.

Some cookies are necessary for the service to work. Others, such as analytics, advertising or marketing cookies, may require your consent depending on the law that applies.

You can control cookies through your browser settings and, where available, through our cookie consent tool. If you block certain cookies, parts of Welcomly may not work correctly.

For more information, please see our Cookie Policy, which explains the cookies and similar technologies we use and how you can manage your preferences.

11. Analytics and advertising

We may use analytics tools to understand how people use our website, app and published guides. This helps us improve Welcomly, identify issues, understand which features are useful, and make better product decisions.

Analytics information may include page views, device type, browser type, approximate location, referral source and interaction data. Where possible, we use aggregated or privacy-conscious analytics.

We may also use advertising or remarketing tools, such as Meta/Facebook advertising tools or similar services, where enabled. These tools may help us measure advertising performance, understand website activity after an advert is clicked, and show relevant adverts. Where required, these tools will be controlled through our cookie consent tool.

12. How long we keep personal information

We keep personal information only for as long as necessary for the purposes described in this policy.

The exact retention period depends on the type of information and why we need it. For example:

• Account information is usually kept while your account remains active.
• Guide content is kept while your guide exists in your account, including draft, published or archived guides.
• Support messages may be kept for a reasonable period so we can respond to enquiries and maintain customer service records.
• Billing, order and transaction records may be kept for longer where required for tax, accounting, fraud prevention or legal reasons.
• Personalised QR display order records may be kept where needed for fulfilment, customer service, accounting, legal or dispute-handling reasons.
• Security logs may be kept for a limited period to protect the platform and investigate misuse.
• Email marketing records may be kept until you unsubscribe or ask us to delete them, unless we need to keep a suppression record to respect your preferences.
• Cookie consent records may be kept so that we can remember and demonstrate your cookie choices.

If you delete your account or ask us to delete your personal information, we will delete or anonymise information where appropriate, unless we need to keep it for legal, accounting, security, dispute-handling or legitimate business reasons.

13. How we protect personal information

We use appropriate technical and organisational measures to protect personal information from unauthorised access, loss, misuse, alteration or disclosure.

These measures may include secure hosting, password hashing, access controls, encryption where appropriate, monitoring, backups, and limiting access to personal information to those who need it.

No website, app or online service can be guaranteed to be completely secure. You are responsible for keeping your account login details safe and for using a strong, unique password.

14. International transfers

Some of our service providers may process personal information outside the United Kingdom or the country where you live.

Where this happens, we take steps to ensure appropriate safeguards are in place, such as using providers in countries recognised as providing adequate protection, or using appropriate contractual safeguards where required by law.

15. Your data protection rights

Depending on where you live and the law that applies, you may have rights over your personal information. These may include the right to:

• Access the personal information we hold about you
• Ask us to correct inaccurate or incomplete information
• Ask us to delete your personal information
• Ask us to restrict how we use your information
• Object to certain uses of your information
• Ask for a copy of your information in a portable format
• Withdraw consent where we rely on consent
• Complain to a data protection authority

To exercise your rights, email us at hello@welcomly.app.

We may need to verify your identity before responding to certain requests.

16. Complaints

If you are unhappy with how we handle your personal information, please contact us first at hello@welcomly.app so we can try to resolve the issue.

If you are based in the United Kingdom, you also have the right to complain to the Information Commissioner’s Office, the UK data protection regulator.

You can contact the ICO or find out more at ico.org.uk/make-a-complaint.

17. Children’s privacy

Welcomly is intended for use by adults, property owners, hosts, accommodation providers and businesses. It is not intended for children.

We do not knowingly collect personal information from children. If you believe a child has provided personal information to us, please contact us and we will take appropriate action.

18. Third-party links

Welcomly guides, websites or emails may contain links to third-party websites, such as booking platforms, local recommendations, maps, restaurants, attractions or owner websites.

We are not responsible for the privacy practices, content or security of third-party websites. You should read their privacy policies before providing personal information to them.

19. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, technology or business operations.

When we update this policy, we will change the “Last updated” date at the top of the page. If we make significant changes, we may take additional steps to notify users where appropriate.

20. Contact us

If you have any questions about this Privacy Policy or how Welcomly handles personal information, please contact us:

Welcomly
Operated by Billy Cross, trading as Welcomly
Correspondence address: 61 Bridge Street, Kington, HR5 3DJ, United Kingdom
Email: hello@welcomly.app
Website: welcomly.app