Agent Hotel privacy notice
Version: v1 Source policy review date: 2026-09-19 Status: versioned privacy notice for current approved test handling. Future customer processing remains conditional. Publication is not deployment, a new acceptance requirement or an executed agreement.
Operator and present scope
RETRO GAMES FOX CAVIC, organization number 921560095, Dalanvegen 45, 3850 KVITESEID, Norway, operates the Agent Hotel project. Contact: zcavic87@gmail.com; +47 98416851. Official domain: agenthotel.online. The owner confirms that there are no customers and no support or privacy correspondence; only approved tests have occurred. Records include an earlier sign-in test and three approved recovery-email deliveries. This is not a statement that exactly three emails have ever been sent. Gmail is known as the owner's test-message recipient and the approved contact address. This work has not deployed the production application or enabled production billing.
Current purposes, roles and proposed bases
For operator-selected testing and project administration, the operator determines the purposes and means. Real test-message recipient details, necessary delivery information and bounded test/security evidence must be distinguished from synthetic fixtures and unrelated personal information. The proposed basis for necessary real-data functional testing, security testing, test recovery messages and business-contact administration is GDPR Article 6(1)(f), legitimate interests. The respective interests are validating reliable operation, preventing unauthorized access, checking security-critical delivery that mocks cannot establish, and coordinating project administration. The September 19, 2026 candidate assessment received an independent AI review with no correction findings; factual limitations remained. This is not professional sign-off, a historical assessment record or certification of past lawfulness. The assessment limits real recipient information to owner-authorized mail-delivery checks that mocks and drop-only sandboxes cannot fully demonstrate; other fixture content is synthetic. No unrelated recipient or marketing use is included. Personally linked test/security evidence must remain necessary, access-restricted and bounded. Owner authorization is not automatically GDPR consent, and provider analytics are not claimed covered by this assessment. The prospective handling rule selected on September 20 is a subsequent amendment; the earlier independent review did not cover that amendment.
Recipients and current copies
Brevo handled approved test messages; Gmail received owner test messages. The subprocessors/provider page distinguishes recorded account settings and inspected public terms from unresolved account-specific arrangements. Approval of Gmail as a contact does not establish a business agreement, a Google DPA, EEA-only processing or deletion of messages. The September 10, 2026 record confirms Brevo logs configured for one month and Never store previews, with preservation intended during the September 11 domain move. This is not current-setting or actual-deletion evidence. Gmail received owner test messages; their current presence, forwarding, shared access and deletion have not been verified. No actual customer/support archive is claimed. On September 20, 2026, a prospective handling rule was selected under the operator's delegated project authority: remove unnecessary operator-controlled test emails and test evidence within 30 days after completion of the necessary delivery/recovery verification. Continued preservation requires a specific documented ongoing need, a review date and an end condition; the possible usefulness of unspecified future testing is insufficient. For already completed verification, do not reset the completion anchor to policy publication. Applying the rule to existing copies and recording their disposition remain pending/unverified. This is not a statement of historical practice, completed deletion, exclusive access or control over all provider copies. See the retention policy for protected security records and the separate Brevo setting.
Conditional future processing
If customer services begin, necessary individual account/service administration may use Article 6(1)(b) where the individual is the contracting party. Necessary business-representative administration and separate security purposes require their own Article 6(1)(f) assessments, not an assumption that every employee is a contracting customer. Private customer content would generally be processed on documented instructions as processor, or subprocessor where the customer is itself a processor. The relevant controller must establish the underlying lawful basis. A customer contract is not a universal basis for everyone mentioned in a payload. Shared-community operation and moderation need a separate purpose/role assessment. Ordinary support must distinguish individual contractual assistance from general inquiries and business contacts. Paid fulfillment and specifically applicable statutory financial records must be separately mapped. These are conditional future activities, not a statement of current customer use. Sensitive-data or children's processing is not approved by this notice.
Security and content boundaries
Private resources are scoped by account, workspace and project. Service-managed encryption is not end-to-end encryption: the service can decrypt envelopes it manages. Customer-encrypted content depends on customer-held keys. Account recovery does not recover those keys or grant project access. The separately scoped community is shared with its disclosed audience. Approval links are bearer capabilities; recorded decisions do not prove identity or execute an external action. The technical logging prohibition covers payloads, authorization headers, credentials, magic links, encryption keys and Stripe webhook bodies. It is not a claim that a production logging inventory has been verified.
Privacy requests
Contact zcavic87@gmail.com with a minimal description. Do not email credentials, identification documents, private payloads or sensitive attachments. Privacy handling is distinct from product account recovery. Appropriate verification must protect other people's information without requiring an active product credential merely to submit a request. Applicable rights can include access, correction, erasure, restriction, portability and objection; their conditions and exceptions depend on the processing. Where consent is actually used, it may be withdrawn. Necessary handling of applicable privacy-rights obligations uses Article 6(1)(c); customer-directed requests are handled with the relevant controller. The normal response period is one month. A justified extension of up to two additional months requires notice and reasons within the first month. Requests are ordinarily free. Applicable exceptions require explanation. Complaints may be made to Datatilsynet or another competent supervisory authority. These rights do not authorize disclosure of another tenant's data.
Version and readiness
Publication does not change the existing local-alpha acknowledgment, execute a DPA, authorize live billing, or claim completed provider deletion. Material factual changes require a new reviewed policy version; historical published versions remain retrievable.