1. Who we are
This Privacy Policy describes how Zodiac Procurement, Inc., doing business as Zodiac ("Zodiac," "we," "our," or "us"), collects, uses, shares, and protects personal information in connection with our website, business inquiries, hotel-partnership inquiries, and hotel-procurement services.
Zodiac helps companies evaluate their hotel spending and access negotiated corporate rates through direct relationships with hotel sales teams. Our website and services are intended for business visitors, company travel managers, finance leaders, and hotel-industry professionals, not for individual consumer hotel bookings.
Privacy contact: support@stayzodiac.com
2. Information we collect
The information we process depends on how you interact with us.
Business contact and inquiry information. When you contact us, request a free hotel-spend analysis, or fill out a form on our website, we may receive your name, work email, company, professional role, and the information you include in your message.
Company hotel-program information. When a company engages Zodiac to assess its hotel program or negotiate rates on its behalf, it may provide information such as hotel or market names, historical room-night volumes, aggregate spend amounts, nightly rates, booking patterns, and existing corporate-rate arrangements. Depending on scope, records may also include employee or traveler identifiers, stay dates, or other information about identifiable individuals.
Hotel-partnership information. If you represent a hotel or hotel group interested in working with Zodiac, we may receive your name, business contact details, property information, and commercial inquiry details.
Job-application information. If you express interest in a role at Zodiac, we may receive a résumé, contact details, work history, and other information you choose to submit.
Website and technical information. Our website runs on infrastructure operated by vetted service providers. Subject to the tools actually enabled, our hosting and service providers may process IP addresses, device and browser details, page-visit information, and similar technical data needed to operate and secure the site.
Please do not submit payment-card numbers, government identification numbers, passport details, health information, or other sensitive personal data through a general contact form. If any such information is genuinely required for a particular engagement, we will agree on an appropriate transfer method separately.
3. Where information comes from
We receive information directly from you; from a company or hotel you represent; from materials provided as part of a business engagement; and from the technology providers that operate our website. We may also receive professional contact information through referrals or industry interactions.
4. How we use information
Depending on the context, Zodiac uses personal information to:
- Respond to inquiries and communicate with prospective customers, hotel partners, vendors, and job applicants.
- Assess a company's hotel-spend patterns and identify opportunities for negotiated rates.
- Contact appropriate hotel sales representatives and negotiate corporate-rate arrangements on a customer's behalf.
- Administer and review rate agreements throughout an engagement.
- Maintain records of customer and hotel-partner relationships.
- Operate, troubleshoot, protect, and improve our website and business operations.
- Review job applications when we are hiring.
- Send business communications or relevant updates where permitted, subject to opt-out rights.
- Meet legal, regulatory, contractual, and recordkeeping obligations.
Information a customer provides for a specific engagement (particularly hotel-spend files and traveler records) is used only within the agreed scope of that engagement. Any use of customer materials for benchmarking, model training, publication, or cross-customer purposes must be explicitly authorized in the relevant customer agreement.
5. Information processed on behalf of business customers
When a business customer engages Zodiac to assess or negotiate its hotel program, Zodiac may handle records the customer controls, including information about its employees' hotel stays. In those circumstances, the customer may be responsible for having collected that information and for providing any required notices to its employees or travelers. Zodiac's responsibilities will depend on the parties' agreement and applicable law.
If you believe Zodiac holds personal information about you solely because your employer or another organization provided it, contact us at support@stayzodiac.com. We may need to refer your request to that organization or coordinate with it before responding.
Where required by law or customer contract, Zodiac and its customer will enter into a separate data-processing agreement covering scope, instructions, confidentiality, security, sub-processors, deletion, and other applicable obligations. This public Privacy Policy does not substitute for that agreement.
6. When information is disclosed
We may share relevant information with:
Service providers. Companies that help us operate the website, host data, deliver communications, or provide other contracted services, including our website platform, hosting and infrastructure providers, and any other providers we use. These providers process information only on our behalf and subject to appropriate contractual terms.
Hotels and hotel groups. When negotiating or implementing a rate arrangement, we share only the business-volume and commercial information reasonably needed for that purpose. We minimize the disclosure of information about identifiable travelers where feasible, consistent with the customer's authorization.
Professional advisers. Legal, accounting, and similar advisers acting under appropriate confidentiality obligations.
Authorities and parties to transactions. Where legally required, to protect rights and safety, or in connection with a genuine corporate transaction, subject to applicable legal requirements.
We do not sell personal information to data brokers or third-party advertisers.
7. How long we keep information
We retain information only as long as reasonably needed for the purpose for which it was collected, subject to legal requirements, customer contracts, dispute preservation, and operational needs.
| Category | Retention |
|---|---|
| Inquiries and unconverted leads | Up to 24 months from last contact, then deleted or anonymized |
| Active customer engagement files | Duration of engagement plus 12 months for audit and dispute purposes |
| Post-engagement hotel-spend records | Per the agreed customer retention and deletion schedule |
| Hotel-partner records | Duration of the active relationship plus 24 months |
| Job-applicant records | 12 months from application date if not hired |
| Website logs | Per our platform provider's settings |
| Legal, billing, and compliance records | As required by applicable law and contracts |
Backups may be retained on separate schedules defined by our hosting provider. We may retain limited information longer where necessary to establish, exercise, or defend legal claims.
8. Security
We use administrative, technical, and organizational safeguards appropriate to the information we handle, and we evaluate the security practices of our service providers. No method of internet transmission or data storage can be guaranteed completely secure. Specific security arrangements for customer engagements may be addressed in customer agreements.
For more detail, see our Data Handling & Security page.
9. Your choices and rights
You may contact us at support@stayzodiac.com to ask about personal information we hold, request corrections, or request deletion. Our ability to fulfill a request depends on our role, the information involved, and applicable law. We may retain certain information for legitimate legal or contractual reasons.
If you receive marketing communications from Zodiac, you can unsubscribe using the link in that message or by contacting us directly.
Certain residents may have additional rights under applicable state or international privacy law, including rights to access, correct, or delete information, to receive a copy of certain records, or to opt out of particular uses or disclosures. We will honor legally required requests from individuals in jurisdictions where those rights apply.
California residents: If California's privacy laws apply to Zodiac's processing of your information, we will provide the additional disclosures, rights, and opt-out mechanisms required by those laws. Contact us at support@stayzodiac.com to make a request or ask about applicable rights.
EEA and UK residents: If the GDPR or UK GDPR applies to our processing of your information, you have additional rights including the right to object to certain processing, to lodge a complaint with a supervisory authority, and to receive information about the legal basis for processing and applicable transfer safeguards. Contact us for details.
10. International processing
Zodiac operates in the United States. Our service providers may process information in the United States or other countries. Where applicable law requires safeguards for international data transfers, we will put appropriate measures in place.
11. Children
Our website and services are designed for business use and are not directed to children under 13. We do not knowingly collect personal information from children. If you believe a child has provided us personal information, contact us at support@stayzodiac.com.
12. Updates
We may revise this Policy to reflect changes in our services, practices, or legal obligations. We will update the effective date when we do, and provide additional notice where required by law.
13. Contact
Zodiac Procurement, Inc., doing business as Zodiac
Email: support@stayzodiac.com