Privacy Policy

1. Introduction

RealHub is owned and operated by Vortex Global Solutions LLC ("Vortex," "we," "us," or "our"). This Privacy Policy describes how Vortex collects, uses, stores, protects, shares, and retains personal data in connection with RealHub.

RealHub is business-to-business software for business and professional use. It helps short-term rental teams import, configure, review, and report on company, property, booking, guest, financial, tax-related, forecast, and operational data.

2. Role of Vortex and Customer

The Customer generally controls the business data it uploads, imports, configures, and processes in RealHub. Vortex processes Customer Data to provide, secure, maintain, support, and operate RealHub.

Customer is responsible for having the required rights, notices, consents, contracts, and lawful bases to upload, import, configure, or process Customer Data and guest-related data in RealHub.

Vortex may act as a controller for account, access, security, billing, support, website, and service-administration data. Vortex may act as a processor or service provider for Customer Data processed on behalf of Customer, subject to the applicable agreement or Data Processing Agreement where required.

3. Personal Data We Collect

Depending on how RealHub is configured and used, we may collect and process the following categories of personal data:

• Account data: name, email, role, company or workspace membership, authentication status, and MFA status.
• Company data: company name, legal name, contact details, address, tax or business identifiers if entered, and workspace settings.
• Access request data: name, email, phone, company name, company website, requested role or use case, messages, and notes.
• User security data: login records, session records, IP address, user agent, device or browser metadata, security events, and audit logs.
• Customer operational data: properties, source aliases, bookings, guest names, guest emails, guest phones, guest addresses or location text if imported or provided, booking dates, stay dates, reservation identifiers, platform or source fields, and notes.
• Import data: uploaded source files, import rows, raw payloads, source snapshots, parser errors, review flags, rollback history, and revision history.
• Financial and tax-related operational data: income fields, fees, payouts, expenses, tax profiles, source-submitted tax values, calculated reporting values, and audit review fields.
• Forecast and reporting data: KPI filters, forecast assumptions, saved snapshots, and analyst corrections.
• Communications: support emails, access request emails, password recovery emails, security or MFA emails, and administrative messages.
• Cookies, local storage, and session technologies: session cookies, CSRF and security tokens, theme preference, authentication or session state, and bot-protection tokens when enabled.

4. Sources of Data

Personal data may come from users, company admins, imported files, third-party platforms or exports such as Airbnb, Guesty, VRBO, PriceLabs, PMS systems, spreadsheets, or other sources, automatically collected security and session logs, and support communications.

5. How We Use Data

We use data to:

• provide and operate RealHub;
• authenticate users and manage accounts, roles, workspaces, and sessions;
• process access requests, account setup, password recovery, MFA, and security messages;
• process imports, source snapshots, parser output, review queues, and rollback or revision history;
• create and update operational booking, guest, property, reporting, KPI, financial, tax-related, forecast, and audit surfaces;
• provide support, maintenance, troubleshooting, and service administration;
• secure RealHub and detect abuse, fraud, unauthorized access, suspicious activity, and technical issues;
• maintain audit logs, change history, reliability, and functionality;
• comply with law, enforce agreements, and protect rights, users, Customers, Vortex, and RealHub.

6. Legal Bases and Grounds for Processing

Where applicable, Vortex may rely on contract performance, legitimate interests, legal obligations, consent where required, Customer instructions for Customer Data processed on behalf of Customer, and protection of rights, security, and fraud prevention.

The specific grounds for processing may depend on the jurisdiction, the type of data, the applicable agreement, and whether Vortex is processing data for its own service-administration purposes or on behalf of Customer.

7. Customer Responsibility for Guest and Source Data

Customers are responsible for the legality and accuracy of guest data, source data, imported files, third-party exports, and manually entered records they upload or process in RealHub.

Customers must make sure they are allowed to upload, import, configure, and process guest data and source-system data in RealHub. Customers are responsible for complying with privacy, lodging, platform, tax, accounting, employment, marketing, and other rules that apply to them.

RealHub does not independently verify whether Customer has the legal right to upload or use a specific data file.

8. How We Share Data

Vortex may share data with:

• hosting, database, infrastructure, backup, and operational service providers;
• email, SMTP, password recovery, setup, access request, and security-message providers;
• security and bot-protection providers, including Cloudflare Turnstile if enabled;
• support, development, maintenance, administrative, and professional advisors;
• legal, regulatory, governmental, or dispute-resolution authorities where required or permitted;
• successors in a merger, acquisition, restructuring, financing, asset transfer, or similar transaction;
• Customer-authorized users inside the same company or workspace according to their roles and permissions.

A current subprocessor list may be made available upon request or in a separate policy.

9. International Transfers

Data may be processed or stored in countries other than the user's country, including the United States and the locations used by hosting, infrastructure, email, security, support, and other service providers.

Where required by applicable law, Vortex will use appropriate safeguards for international transfers. Vortex does not promise any specific transfer mechanism unless it is stated in an applicable agreement, Data Processing Agreement, or later policy.

International-transfer review should be completed before production if EU/EEA personal data is processed.

10. Data Retention

Vortex retains data as needed to provide RealHub, maintain accounts, preserve audit and revision history, comply with legal obligations, resolve disputes, enforce agreements, maintain security, operate backups, and support business continuity.

Password reset tokens, email OTPs, and setup tokens should be short-lived. Session and security logs may be retained for security and audit purposes. Backups may retain deleted data for a limited period after deletion from active systems.

Customer may request deletion, subject to any data we are required or permitted to retain for legal, security, audit, backup, dispute-resolution, or legitimate business purposes.

11. Data Deletion and Access Requests

Customers may request access, correction, export, or deletion of Customer Data by contacting Vortex. Individual users or guests may need to contact the Customer directly when the Customer controls the data.

Vortex will reasonably assist with requests as required by law, contract, or applicable Data Processing Agreement.

Customer may request deletion of Customer Data by contacting Vortex Global Solutions LLC. We will process deletion requests within a reasonable time and in accordance with applicable law, subject to any data we are required or permitted to retain for legal, security, audit, backup, dispute-resolution, or legitimate business purposes.

12. Security

Vortex uses practical safeguards designed to protect RealHub and Customer Data. These may include access controls, company and workspace scoping, role-based permissions, session allowlisting, password hashing, MFA options where enabled, CSRF protection, rate limiting and security events, bot protection where enabled, audit and change logs, protection of sensitive secrets where implemented, backups, and operational safeguards.

No system is perfectly secure, and we cannot guarantee absolute security.

13. Cookies and Local Storage

RealHub uses necessary cookies, local storage, and session technologies for authentication, security, session management, CSRF protection, preferences, and theme settings. Bot-protection tokens may be used when bot protection is enabled.

RealHub does not currently rely on marketing cookies. A separate cookie notice may be created if non-essential analytics or marketing cookies are added later.

14. Children

RealHub is B2B software and is not intended for children. Users must not submit children's personal data unless expressly authorized and legally permitted.

If Vortex learns that children's data was submitted improperly, Vortex may delete, restrict, or otherwise address that data according to applicable law, security needs, and operational requirements.

15. Third-Party Platforms and Links

RealHub may process data exported from third-party platforms. Vortex is not responsible for third-party privacy practices, data accuracy, platform terms, export formats, or external links.

Customer is responsible for complying with third-party platform terms and for verifying third-party source data before relying on it in RealHub.

16. Changes to This Privacy Policy

Vortex may update this Privacy Policy from time to time. If changes are material, Vortex may provide notice through RealHub, email, or other reasonable means.

Continued use of RealHub after an updated Privacy Policy becomes effective means acceptance where permitted by applicable law. If you do not agree with an updated Privacy Policy, you should stop using RealHub and contact Vortex or your company administrator as appropriate.

17. Contact

For privacy, account, access, or support questions, contact:

Vortex Global Solutions LLC
Email: info@vortexgl.com
Address: 8260 NW 70th St, Doral, FL 33166, United States