Privacy and terms

About this notice

Innformation is a sales and catering system that hotel groups use to manage their bookings, events, clients and tasks. It is provided by DBM Software, Inc., doing business as Innformation Systems (“we”, “us”). This notice explains what information Innformation handles, why, who else receives it, how long it is kept, and the choices you have.

Each hotel group that uses Innformation (“your organization”) decides which records it keeps about its clients and staff, and which optional features it turns on. For those records we act as a service provider to your organization: we handle them only to provide Innformation to it, on its instructions and under our agreement with it. Your organization is responsible for its own privacy notices to its clients and staff. For the small amount of information we use to run and protect the service itself, such as sign-in and security records, this notice describes what we do.

This notice is for:

• staff who sign in to Innformation, on the web or in the iPhone app;
• clients who open a document signing link or a payment link sent from Innformation;
• people whose details a hotel records in Innformation, such as event contacts;
• visitors to our website, www.innformation.com.

If you opened a signing or payment link

The hotel that sent you the link uses Innformation to send documents for signature and to take payments. Your agreement is with the hotel, not with us, and you are not asked to accept our terms of use. Questions about the document, the amount, a refund or a cancellation go to the hotel: reply to the message the link came in, or use the contact details on the page. The signing and payments sections below explain what is recorded when you use these pages.

Information we handle

About staff who sign in

• Details your organization enters: name, username, email address, job title, department, employee number, hire date, phone numbers, the name you sign documents with, and which properties and screens you can use.
• Sales goals your organization sets for you, and figures worked out from the bookings you enter, such as revenue and commission estimates.
• Sign-in security: your password is stored only in a protected, one-way form. Authenticator app settings and recovery codes are stored protected. For a passkey, only a public key is stored; your face or fingerprint never leaves your device.
• Sign-in records: the time, your IP address and your browser or app type, for security and to keep you signed in.
• A record of each time you agree to these terms: the version, the time, your IP address and your browser type.
• What you do in the application: records you create or change carry your name and the time, and signing, payment and agent actions are logged step by step.
• If you connect Outlook: your Microsoft account name, display name and organization ID, and a protected sign-in token.
• If you use the agent: your conversation and a record of the agent’s actions, described in The AI agent.

About a hotel’s clients and contacts

• Company and contact details: names, job titles, phone numbers, email and postal addresses, social media profile links, a company’s tax ID, and notes staff write.
• Bookings, events, room blocks, rates, revenue, tasks, and documents and files about them.
• Payment records: amounts, dates and references. For card payments, only the card type, last four digits, expiry date and name on the card; for bank payments, the last four digits of the account. The name and email address a payment link was sent to.
• For document signing and payment links: the details described in Signing documents and Payments, including IP address and browser type.

Records from an earlier system

When a hotel group moves to Innformation from an earlier system, we bring its records and documents across on its instructions, replacing card numbers with their last four digits where we find them. They can still include details this application would refuse today, such as passwords typed into notes or card details in scanned documents. The hotel group is responsible for that content, and can ask us to help find and remove it.

Information we do not collect

• Full card numbers or card security codes through Innformation’s pages. Card details are entered on Stripe’s own page and do not reach Innformation. A card number typed into a note, a field or a message to the agent is refused.
• Biometric information. We do not use your face, fingerprint or voice to identify you, and we do not create voiceprints.
• Advertising or analytics data. Innformation has no advertising, no analytics and no tracking.

How information is used

• To provide Innformation to your organization and its staff.
• To keep it secure: to verify who is signing in, prevent misuse and investigate problems.
• To send documents for signature and payment requests when a member of staff chooses to.
• To provide support to your organization when it asks, and to move its records from an earlier system.
• To keep the records of signatures, payments and agreements that show what happened.
• To meet legal obligations and enforce our agreements.

We do not sell personal information or share it for advertising, and we do not use it to build profiles. We do not use your organization’s records to train AI models, or for any purpose of our own.

The AI agent

Innformation includes an optional assistant, the agent. It is off until an administrator at your organization turns it on by adding your organization’s own OpenAI account key. From then on, staff at your organization can use it. It answers questions and prepares changes, and it can only reach the records and screens you can reach yourself.

The agent is powered by OpenAI. Each request goes to OpenAI under your organization’s agreement with OpenAI, and includes:

• what you type or say to the agent, and your conversation so far;
• your name, the property you are working in, and your date and time zone;
• the records the agent looks up to answer you, which can include details about clients and colleagues, such as contact details, notes, rates, revenue and task updates;
• lists your organization has set up, such as staff names and the choices offered on its forms;
• when the agent needs it, an outline of the screen beside it in the web application: its headings, rows and the values shown, including values typed but not yet saved.

The outline never includes your mailbox, password or one-time code fields, your own sign-in settings, authenticator keys, or sign-in, signing or payment links. If your Outlook calendar, or a signing or payment request, is on the screen when the agent reads it, what the screen shows is included. The iPhone app does not send an outline.

We ask OpenAI not to store these requests. Whether OpenAI may keep them for a time, for example to detect abuse, or use them in other ways, depends on your organization’s agreement and settings with OpenAI, which your organization controls.

The agent does not read the contents of documents, only their names and captions. It cannot read your mailbox, and it cannot look up signing requests or payments taken through Stripe. It can see payments recorded by hand, such as a check or a card run on the property’s own terminal, including the name on the card and its last four digits.

Please keep in mind:

• The agent can make mistakes. Check anything important on the record itself before relying on it.
• Nothing is changed until you confirm. Every change the agent prepares is shown to you first, and only happens when you press Confirm.
• Text the agent drafts can end up on documents you send to clients, such as instructions on an event order. Read it before you confirm.
• The agent does not make decisions about people. It helps you do your own work.
• Do not give the agent information it does not need, such as government ID numbers or health details. Card numbers are refused.

Your conversation is saved so you can continue it, until you press New chat. Until then it keeps what the agent looked up for you. A record of what the agent was asked to change, and whether it was changed, is kept for your organization’s security and audit purposes while your organization uses Innformation. Card numbers are masked in that record.

Talking with the agent

You can talk with the agent out loud, on the web or in the iPhone app. When you start a conversation, your microphone is turned on and your voice goes directly from your browser or phone to OpenAI, which turns it into words and speaks the agent’s answers. The connection is set up by Innformation with your organization’s OpenAI key, which is never sent to your device.

• Innformation does not record or keep the audio, and nothing is recorded on your phone.
• The words you say, and the agent’s spoken answers, are saved as messages in your conversation, like typed ones. To carry on where you left off, a voice conversation is given your recent messages.
• A coded identifier for your account, not your name, is sent to OpenAI to help it detect misuse.
• The microphone is only on while a conversation is running. You can mute it or press End at any time.
• A conversation ends by itself after two quiet minutes, after twenty minutes, or when you close the agent or switch property. In the iPhone app it also ends when you leave the agent screen or the app. Talk near the microphone counts as activity.
• In the iPhone app, answers play through the loudspeaker.
• Anything said near your microphone may be picked up. Make sure people around you know, and do not use voice during a call or a meeting unless everyone has agreed.
• A spoken “yes” never confirms a change. Changes still need the Confirm button.

Staff agree to this, with the rest of the terms of use, when they first sign in.

Outlook

Staff can choose to connect their Microsoft Outlook account, through Innformation’s Microsoft app. Your organization’s Microsoft administrator may need to approve the app first. Innformation can then show a client’s email beside their record, including on the account’s Email tab, send and reply to mail, move mail to Deleted Items, and read your calendar for the task planner. Signing and payment emails are sent from your mailbox too.

The email shown on an account is found by searching your own mailbox for the addresses of that account’s contacts. Only your mailbox is searched, never a colleague’s. Mail goes from your own mailbox, in your name, and is saved in your Sent Items. Nothing is sent unless you press Send. That includes signing links, new access codes and signed copies: each opens as an email for you to read and send.

Innformation reads your mail and calendar from Microsoft each time you look and does not keep a copy. It keeps only your Microsoft account name, display name and organization ID, and a protected sign-in token so it can reach your mailbox. You can disconnect at any time, and all of these are removed. Microsoft’s own terms apply to your mailbox.

Signing documents

A hotel can send a document for you to sign electronically. Before you sign, the signing page explains how electronic signing works, what is recorded and how to get a paper copy, and asks for your consent. You can decline instead, and nothing is signed.

• The link is opened with a one-time access code, sent with the link or given to you by the hotel.
• What is recorded: the address the link was sent to, the name you type, the signature you draw if you draw one, your IP address and browser type, the time of each step, and a reason if you decline. When you sign, these appear on the final page of the signed document.
• The signed document and its record of each step are kept permanently, as the record of the agreement. Innformation does not delete them.
• You can download your signed copy from the signing page for a period after you sign (currently 90 days). You can also ask the hotel to email you a copy, or to send a paper copy at no charge.
• We are not a party to the document. Questions about it go to the hotel.

Payments

Payment links take payments for the hotel through Stripe, into the hotel’s own Stripe account. The hotel is the seller and receives the payment; we do not hold or move money, and we take no fee from it. You enter your card or bank details on Stripe’s secure page, and Stripe’s privacy policy applies to what you give Stripe. Your full card number and security code go only to Stripe. Stripe tells Innformation the card type, last four digits, expiry date and name on the card, or the last four digits of a bank account, so the hotel can see how a payment was made.

• The page records your IP address and browser type at each step. These are removed after 18 months; the payment record itself is kept.
• A payment link works for a limited time, currently 30 days.
• If the hotel offers it and you choose to save your card, you authorize the hotel to charge it later for payments on the same booking that your agreement with the hotel allows. It can only be charged through Innformation for that booking. Ask the hotel to remove it at any time.
• Refunds, cancellations and disputes are between you and the hotel, under your agreement with it.

Who receives information

Our service provider

Services your organization or its staff connect

These run under your organization’s, or your own, agreement with the provider. Innformation sends them only what the feature needs, when it is used.

Others

• Your organization’s administrators can see and manage staff accounts and records, as its permissions allow.
• Our authorized staff can access an organization’s records when needed to run, secure and support the service, to move records from an earlier system, or when the law requires it. They are bound to keep it confidential.
• We may disclose information if the law requires it, to protect the security of the service or the rights and safety of others, or as part of a sale or reorganization of our business, in which case this notice continues to apply.

Cookies and storage on your device

Innformation uses one cookie, to keep you signed in. It cannot be read by scripts, is only sent over a secure connection, and expires after twelve hours without activity. Leaving Innformation open on screen counts as activity. Before you finish the second sign-in step, it lasts fifteen minutes.

The web application also remembers some of your own choices in your browser: your theme, your screen layouts and columns, whether the agent panel is open, how the availability grid is folded, whether you have been offered a passkey, and recently opened folders. Signing out clears the recently opened folders; the rest stay in that browser for next time. Within one browser tab it remembers the pages you visited, for the Back button. The signing and payment pages keep your link in their tab until you close it.

The iPhone app keeps your sign-in in the phone’s keychain, and your company’s Innformation address in the app’s settings.

These are needed for Innformation to work or to remember your own choices. There are no advertising, analytics or tracking cookies, and nothing is shared with other websites.

How long information is kept

• Your organization’s records are kept while it uses Innformation. Deleted accounts, contacts, bookings, events and payments are hidden rather than erased, so they can be restored on request, until your organization asks for them to be removed. Deleted tasks and files are removed.
• Sign-in sessions end after twelve hours without activity. Password set-up links work for 48 hours.
• Signed documents and their signing records are kept permanently. A signer can download their copy for a period after signing, currently 90 days.
• Payment links work for a limited time, currently 30 days. The IP address and browser details recorded with a payment are removed after 18 months; the payment record itself is kept.
• Records of agreement to these terms are kept as long as they may be needed to show who agreed to what.
• Agent conversations are kept until you press New chat. The record of agent actions is kept while your organization uses Innformation.
• Database backups are kept for up to about 60 days. Earlier versions of files, and removed files, can stay in our storage’s recovery copies for longer, until they are cleared or your organization’s records are deleted. Server logs, which record IP addresses, browser types and the pages requested, are kept for a limited time for security.
• When your organization stops using Innformation, its records can be exported and are then deleted on its request, subject to any legal duty to keep them.

Security

Connections to Innformation are encrypted. Signing in needs a second step, an authenticator app or a passkey. Each organization’s records are kept in a database of their own, and documents are kept in encrypted cloud storage. Passwords are stored one-way, and authenticator keys, connected-service keys and sign-in tokens are stored encrypted. Access follows the permissions your organization sets, and repeated failed sign-ins from the same place are slowed and then blocked.

No system can be made completely secure. If a security breach affects your organization’s records, we will tell your organization promptly and help it meet any duty it has to tell you. If you think your account or Innformation has been misused, tell your organization’s administrator straight away.

Your choices and rights

Depending on where you live, you may have the right to ask for a copy of your personal information, to have it corrected or deleted, to restrict or object to how it is used, or to receive it in a portable form. You will not be treated differently for using these rights.

• If you are a client of a hotel, contact the hotel first: it decides what is kept about you, and we will help it respond.
• If you are a member of staff, your organization’s administrator can correct your details. You can change your own sign-in settings, disconnect Outlook and clear your agent conversation yourself.
• You can also contact us at sales@innformationsystems.com. We may need to confirm who you are, or that someone acting for you has your permission, before acting on a request. We answer within the time the law allows, usually 45 days.
• When a hotel asks us to delete someone’s information, we include the copies in agent conversations and the agent’s action record.
• If we decline a request, we will say why. You can ask us to reconsider by replying, and, if you are still not satisfied, contact the privacy regulator or attorney general where you live.

If you are in the European Union or the United Kingdom, you can also complain to your data protection authority. Because we do not sell or share personal information for advertising, browser opt-out signals such as Global Privacy Control do not change how Innformation works.

Where information is processed

Innformation is hosted in the United States, and the services described above may process information in the United States and elsewhere. If you are outside the United States, your information is transferred there. Your organization is responsible for making sure that transfer is allowed for the information it enters.

Our website

Our website, www.innformation.com, tells people about Innformation. It uses no cookies, no analytics and no tracking, and loads nothing from other companies’ servers.

• Like any web server, ours records each request: your IP address, your browser type, the page asked for and the time. These records are kept for a limited time, for security.
• The contact form does not send anything to our website. It opens your own email app with a message to us, which you can change or discard before sending. If you send it, we use what you wrote to answer you, and keep it with our other business email.
• Links to Facebook, X and LinkedIn take you to those sites, whose own terms and privacy policies apply.

Children

Innformation is a business application for adults and is not directed to children. We do not knowingly collect information directly from children under 13. A hotel may record a child’s name as part of a booking, such as a member of a wedding party, which is the hotel’s responsibility.

Accessibility

We want everyone to be able to use Innformation, including the signing and payment pages. If something is hard to use, tell us at sales@innformationsystems.com. If you are signing or paying, the hotel can also help you another way, such as with a paper copy.

Changes to this notice

We update this notice when Innformation changes how it handles information, and show the new effective date and version at the top. Before we use information already collected in a significantly different way, we will tell your organization. We keep earlier versions, and will send you one on request.

Contact

Questions about this notice or your information: sales@innformationsystems.com, or write to DBM Software, Inc., doing business as Innformation Systems, 3273 19th Street NW, Suite #2, Rochester, MN 55901. Staff can also ask their organization’s administrator.

Who these terms apply to

These terms are an agreement between you and DBM Software, Inc., doing business as Innformation Systems, about your use of Innformation. They apply to staff who sign in, on the web or in the iPhone app. You accept them by selecting I agree after you sign in. If you do not agree, do not use Innformation, and tell your organization’s administrator.

You may use Innformation only if your organization has given you access. Your organization’s own rules also apply to you. Our agreement with your organization covers its use of Innformation; where it and these terms differ, that agreement applies.

If you opened a signing or payment link, these terms do not apply to you; see If you opened a signing or payment link.

Your account

• Keep your password, authenticator app, recovery codes and passkeys to yourself. Do not let anyone else use your account, and do not use anyone else’s.
• If you think someone else has used your account, tell your organization’s administrator straight away.
• Your organization decides what you can see and do, and can change or end your access at any time.

Using Innformation properly

• Use Innformation only for your organization’s work, and only within the access you were given.
• Treat the information you see as confidential to your organization.
• Do not try to get around security, reach information you are not allowed to see, or disrupt the service. Do not probe or test its security without our written permission.
• Do not copy, change, or try to take apart or work out the source code of Innformation, except where the law allows it.
• Do not use scripts or other automated tools to reach Innformation, other than the features it provides.
• Do not upload anything harmful, such as viruses, or anything you do not have the right to share.
• Do not use Innformation to send spam or unlawful marketing, or in breach of export control or sanctions laws.
• Follow the law and your organization’s policies, including rules on privacy, marketing email and recording conversations.

Information you enter

• Your organization owns the records you enter. Enter information accurately, and only where your organization is allowed to keep it.
• Do not enter card numbers, bank account numbers, government ID numbers, health details or passwords into notes, messages or other free text. Take cards with a payment link. Card numbers are refused.
• Confirm dates, times, rooms, room counts and rates with your client and on the record itself before you rely on them. Innformation helps you keep track of bookings; it does not confirm them for you.

Email, signatures and payments you send

• Email you send or reply to from Innformation goes from your own mailbox, in your name. Check who it is going to before you send it.
• Send a document for electronic signature only when it suits being signed that way. Some documents, such as wills or documents that must be notarized or witnessed, cannot be.
• Ask for a payment only of an amount your client has agreed to. Charge a saved card only as the client authorized, for the booking it was saved for, and as your organization’s policies require.
• Refunds, cancellations and disputes are handled by your organization under its agreement with the client, and in its Stripe account.

Using the AI agent

• Answers from the agent are generated automatically and may be wrong or incomplete. Check them before you rely on them, and do not present them to others as checked when they are not.
• You are responsible for the changes you confirm, including text the agent drafted.
• Do not use the agent to make decisions about people, such as hiring, credit or housing decisions, and do not try to make it act outside its rules.
• Use voice only where you are allowed to, and not during a call or a meeting unless everyone has agreed.

Our software

Innformation, its design and its software belong to us and our licensors, and are protected by intellectual property laws. While your organization’s access lasts, you may use Innformation for your organization’s work under these terms. We keep all other rights. Innformation includes open source software, which is used under its own licenses. If you suggest an improvement, we may use the suggestion freely.

Logging, suspension and ending access

Activity is logged, and your organization’s administrators and our support staff may review the logs to keep the service secure and to help your organization. We may suspend access that puts the service or other people’s information at risk, and will tell your organization when we do. Your access ends when your organization removes it or stops using Innformation. The parts of these terms that by their nature should continue, such as the disclaimers and limits on liability, continue after that.

Disclaimers

To the fullest extent the law allows, Innformation is provided “as is” and “as available”, without warranties of any kind, whether express, implied or statutory. This includes any implied warranty of merchantability, fitness for a particular purpose, title, non-infringement, accuracy or uninterrupted use. The only promises we make about Innformation are the ones in our written agreement with your organization.

• Availability and space. Calendars, availability, room holds and conflict warnings show what has been entered. They can be incomplete or out of date, and a room shown as free may not be. Your organization is responsible for confirming space with its clients and for any double booking or overbooking.
• Figures. Revenue, pickup, average rates, commission estimates, goals, reports and other figures are worked out from the records entered and may be wrong or incomplete. Check them before relying on them for financial, payroll, tax or contractual decisions.
• Email. We do not promise that a message will be delivered, delivered on time, or found by a search. Email is sent and kept by Microsoft, under Microsoft’s terms.
• The AI agent. Answers from the agent are generated automatically and may be wrong or incomplete. They are not professional, legal, financial or tax advice.
• Other companies. Microsoft, Stripe and OpenAI run their own services under their own terms. We are not responsible for their services, their availability, or what they do with information under their terms.
• Your records. We take backups, but we do not promise that every record can be restored. Keep your own copies of anything your organization is required to keep.

Limitation of liability

To the fullest extent the law allows:

• We, our suppliers and our service providers are not liable to you for any indirect, incidental, special, consequential, exemplary or punitive damages, or for any loss of profits, revenue, business, bookings, goodwill, data or use, or the cost of substitute services, arising out of or relating to Innformation or these terms, even if we were told such loss was possible.
• Our total liability to you for all claims arising out of or relating to Innformation or these terms is limited to one hundred United States dollars. Your organization’s own claims are governed by our agreement with it.
• These limits apply whatever the legal theory, whether contract, warranty, negligence, strict liability or otherwise, and even if a remedy fails of its essential purpose.

Nothing in these terms limits liability for fraud, for death or personal injury caused by negligence, or for anything else that cannot be limited by law.

General terms

• These terms are governed by the law of the State of Minnesota and, where it applies, the federal law of the United States, without regard to its conflict of law rules. Disputes about them will be heard only in the state courts located in Olmsted County, Minnesota, or the United States District Court for the District of Minnesota, and you and we agree to those courts’ jurisdiction.
• Before bringing a claim, please contact us at sales@innformationsystems.com so we can try to resolve it.
• We are not responsible for delay or failure caused by events outside our reasonable control, such as outages of the internet, of hosting or of other companies’ services, power failures, attacks, natural disasters or acts of government.
• If any part of these terms cannot be enforced, the rest still applies, and that part is applied as far as it can be.
• If we do not enforce a term straight away, we have not given up the right to enforce it later.
• You may not transfer these terms to anyone else. We may transfer them as part of a merger, acquisition or sale of our business.
• We may give you notices in Innformation or by email. These terms are the whole agreement between you and us about your use of Innformation.

Changes to these terms

When these terms change, you will be asked to agree to the new version the next time you open Innformation, and the change applies from when you agree. Until then, the version you agreed to applies.