--- title: "Privacy GDPR | icisurvey" description: "Collect real-time feedback from hotel guests with QR and email surveys. Measure satisfaction with AI summaries and resolve issues on the spot." lastModified: "2026-07-31" --- # Privacy GDPR # Privacy Notice (GDPR) **ICISURVEY — AI-Powered Guest Satisfaction Management Platform** **For Users and Customer Organizations in the EEA and United Kingdom** **Effective date: June 02, 2025** **Last updated: June 02, 2025** --- ## 1. Introduction **ICI Tech Teknoloji A.Ş.** processes personal data in compliance with the **EU General Data Protection Regulation (GDPR) (Regulation (EU) 2016/679)** and, where applicable, the UK GDPR. | | | |---|---| | **Data Controller** | ICI Tech Teknoloji A.Ş. | | **Website** | https://icisurvey.com/ | | **Email** | app@icitech.com.tr | | **Country of establishment** | Republic of Turkey | **EU Representative (Article 27 GDPR):** We are in the process of designating an EU representative. Updated contact details will be published at https://icisurvey.com/en/privacy/ once appointed. **Data Protection Officer:** We do not currently meet the mandatory DPO threshold under Article 37 GDPR. Contact: app@icitech.com.tr. --- ## 2. Our Role Under GDPR **As Data Controller (Article 4(7)):** We control hotel admin user account data, our operational security data, and direct communications. **As Data Processor (Articles 4(8) and 28):** We process guest survey data on behalf of hotels. The hotel is the data controller for its guests' data. **Data Processing Agreement (Article 28):** Our Terms of Service include data processing clauses satisfying Article 28 GDPR. Hotels in the EEA may request a standalone DPA document at app@icitech.com.tr. --- ## 3. Guest Survey Data — Hotel's GDPR Obligations When hotels use ICISURVEY to collect guest satisfaction data, they must, as data controllers: Have a **lawful basis** under Article 6 GDPR to collect guest survey responses — typically a legitimate interest in improving service quality or performance of a hospitality contract. Fulfill **transparency obligations** under Articles 13/14 GDPR by informing guests that their survey responses will be processed by ICISURVEY and analyzed using AI. Ensure the survey collection is proportionate to the purpose. Facilitate **guest data subject requests** (Articles 15–22 GDPR) relating to their survey responses. We will assist hotels technically in fulfilling these obligations. --- ## 4. AI Provider and GDPR Data Transfers When a guest submits a survey, the response content is transmitted to a **third-party AI provider** via API. This may constitute an international data transfer under GDPR. The AI provider and the applicable GDPR transfer mechanism are disclosed at https://icisurvey.com/en/privacy/ai-provider/. We rely on Standard Contractual Clauses or the AI provider's own GDPR-compliant transfer mechanism. A data processing agreement under Article 28 GDPR is in place with our AI provider. Hotels should inform their guests that survey responses are processed using AI services as part of the ICISURVEY platform. --- ## 5. Negative Review Prevention — GDPR Note ICISURVEY's service includes identifying dissatisfied guests to enable hotels to address issues during the stay. Under GDPR, guests retain the right to express their opinions freely. ICISURVEY does not prevent guests from exercising any rights, including the right to post reviews on public platforms. Hotels using ICISURVEY for satisfaction monitoring should ensure their use is proportionate and that guests are informed. --- ## 6. Data We Process **Hotel admin account data (Controller):** Email, password (hashed), name, job title, hotel details. **Guest survey responses (Processor):** Satisfaction scores, open-text comments, emoji selections, room number or booking reference, response timestamps, survey language, distribution channel. **AI analysis outputs (Processor):** AI-generated summaries, sentiment scores, action recommendations, draft responses. **Distribution data (Processor):** Guest email addresses or phone numbers used to send surveys. **Technical and security data (Controller):** IP addresses, session logs, crash reports. --- ## 7. Legal Bases (GDPR) | Purpose | GDPR Legal Basis | |---|---| | Hotel admin account management | Art. 6(1)(b) — Performance of contract | | Survey creation and platform services | Art. 6(1)(b) — Performance of contract | | Guest survey data processing (as Processor) | Art. 6(1)(b) — Performance of contract with hotel | | AI analysis of survey responses | Art. 6(1)(b) — Performance of contract | | Real-time notification delivery | Art. 6(1)(b) — Performance of contract | | Security and access monitoring | Art. 6(1)(f) — Legitimate interests | | Demo requests | Art. 6(1)(f) / Art. 6(1)(a) | | Legal obligations | Art. 6(1)(c) — Legal obligation | --- ## 8. What We Do Not Do We do not sell personal data. We do not use guest survey responses for advertising. We do not share guest data with advertising networks. We do not use advertising identifiers. We do not interfere with guests' rights to post reviews. We do not make fully automated decisions with legal effects about guests without human oversight. --- ## 9. Your Rights Under GDPR **For hotel admin users:** Contact app@icitech.com.tr — subject "GDPR Data Subject Request — ICISURVEY". **For hotel guests:** Contact the hotel first. The hotel is the data controller for survey responses. If the hotel cannot assist, contact app@icitech.com.tr and we will route your request. Rights available: access (Art. 15), rectification (Art. 16), erasure (Art. 17), restriction (Art. 18), portability (Art. 20), object (Art. 21), withdraw consent (Art. 7(3)), lodge a complaint (Art. 77). We respond within one month, free of charge. --- ## 10. Right to Lodge a Complaint | Country | Authority | Website | |---|---|---| | 🇫🇷 France | CNIL | https://www.cnil.fr | | 🇩🇪 Germany | BfDI + state DPAs | https://www.bfdi.bund.de | | 🇪🇸 Spain | AEPD | https://www.aepd.es | | 🇬🇧 United Kingdom | ICO | https://ico.org.uk | | Other EEA | Your national DPA | https://edpb.europa.eu/about-edpb/about-edpb/members_en | --- ## 11. International Data Transfers ICI Tech Teknoloji A.Ş. is established in Turkey. No adequacy decision exists for Turkey under GDPR Article 45. For EEA/UK transfers, we rely on Standard Contractual Clauses and UK IDTAs. AI provider transfers use the mechanism disclosed at https://icisurvey.com/en/privacy/ai-provider/. --- ## 12. Data Retention Hotel admin accounts: duration plus 3 years after termination. Guest survey responses: per hotel configuration and contractual terms. Distribution contact data: deleted after delivery or within 30 days. Communications: 3 years. Technical logs: 12 months. Financial records: 10 years. --- ## 13. Security TLS 1.2+ in transit; encryption at rest. **Breach notification:** Supervisory authority within 72 hours (Art. 33); affected parties notified without undue delay for high-risk breaches (Art. 34). --- ## 14. Changes Material changes notified 14 days in advance. Current version: https://icisurvey.com/en/privacy/gdpr/. --- ## 15. Contact Us **Email:** app@icitech.com.tr **DPA requests:** app@icitech.com.tr — subject "DPA Request — ICISURVEY" **Website:** https://icisurvey.com/ Acknowledge within 5 business days, resolve within one month. ## Related - [Features](https://icisurvey.com/en) — [markdown](https://icisurvey.com/en.md) - [Pricing](https://icisurvey.com/en/pricing) — [markdown](https://icisurvey.com/en/pricing.md) - [Contact](https://icisurvey.com/en/contact) — [markdown](https://icisurvey.com/en/contact.md) - [Privacy Policy](https://icisurvey.com/en/privacy) — [markdown](https://icisurvey.com/en/privacy.md) - [Privacy GDPR](https://icisurvey.com/en/privacy/gdpr) — [markdown](https://icisurvey.com/en/privacy/gdpr.md) - [AI Provider](https://icisurvey.com/en/privacy/ai-provider) — [markdown](https://icisurvey.com/en/privacy/ai-provider.md) - [Terms of Service](https://icisurvey.com/en/terms) — [markdown](https://icisurvey.com/en/terms.md) - [Subscription Terms](https://icisurvey.com/en/subscription-terms) — [markdown](https://icisurvey.com/en/subscription-terms.md) - [Data Deletion](https://icisurvey.com/en/data-deletion) — [markdown](https://icisurvey.com/en/data-deletion.md) - [Cookie Policy](https://icisurvey.com/en/cookies) — [markdown](https://icisurvey.com/en/cookies.md) - [llms.txt](https://icisurvey.com/llms.txt) - [llms-full.txt](https://icisurvey.com/llms-full.txt) - [sitemap.md](https://icisurvey.com/sitemap.md)