Privacy Policy

1. Who We Are

River City Hotel Group is the parent company operating the following platforms (collectively, the "Services"):

• groupRooms.org — Group hotel rate RFP marketplace
• bookMyTeam.org — Multi-city itinerary booking platform
• hotelSlots.org — Day-use hotel time-block booking
• hotelHuddle.com — Name-Your-Price hotel booking + Agoda integration
• rchotelgroup.com — Corporate hub and partner portal
• LodgixPro — Hotel management software (acquired June 2026)

RCHG acts as the data controller for all personal information collected across these platforms. Our principal place of business is in the United States.

2. Information We Collect

2.1 Information You Provide Directly

• Account Information: Name, email address, phone number when you create an account or log in via passwordless authentication.
• Booking Information: Travel dates, number of guests, room preferences, special requests, and payment information when you make a booking or submit an RFP (Request for Proposal).
• Communications: When you contact us via email, contact forms, or customer support, we collect the content of those communications.
• Press & Newsletter Subscriptions: Email addresses and names when you subscribe to our press releases or marketing newsletters.
• Job Applications: Resume, cover letter, and employment history when you apply for positions via our Careers page.
• Partner Information: Business name, contact details, and property information when you register as a hotel partner or advertiser.

2.2 Information Collected Automatically

• Device Information: IP address, browser type, operating system, device identifiers, and hardware model.
• Usage Data: Pages visited, time spent, click patterns, search queries, and referral URLs.
• Location Data: Approximate location derived from IP address; precise location only with your consent (e.g., for nearby hotel searches).
• Cookies and Similar Technologies: We use cookies, web beacons, and similar tracking technologies. See our Cookie Policy for details.

2.3 Information from Third Parties

• Hotel Partners: When you submit an RFP, hotels may provide us with booking confirmations and related information.
• Payment Processors: Stripe and other payment processors provide transaction confirmation data (we do not store full card numbers).
• Analytics Providers: Google Analytics and similar services provide aggregated usage data.
• Marketing Partners: Advertising platforms may provide demographic and interest data for ad targeting.

3. How We Use Your Information

We use the information we collect for the following purposes:

• Service Delivery: Processing bookings, managing accounts, responding to inquiries, and providing customer support.
• Communication: Sending transactional emails (booking confirmations, password reset links), marketing communications (with your consent), and service updates.
• Personalization: Tailoring content, recommendations, and ads to your interests and preferences.
• Analytics and Improvement: Understanding how users interact with our services to improve functionality and user experience.
• Security and Fraud Prevention: Detecting and preventing fraudulent activity, unauthorized access, and security incidents.
• Legal Compliance: Complying with applicable laws, regulations, and legal processes.

4. How We Share Your Information

We do not sell your personal information. We share information only in the following circumstances:

• With Hotels: When you submit an RFP or make a booking, your relevant travel and contact information is shared with the hotels you select so they can respond to your request or fulfill your reservation.
• Service Providers: We share information with third-party vendors who perform services on our behalf, such as payment processing (Stripe), email delivery (SendGrid), cloud hosting (AWS), and analytics (Google Analytics).
• Legal Requirements: We may disclose information in response to subpoenas, court orders, or other legal processes; to investigate fraud or illegal activity; or to protect our rights and safety.
• Business Transfers: In connection with a merger, acquisition, or sale of assets, customer information may be transferred as part of the transaction.
• With Your Consent: We may share information with third parties when you explicitly consent to the sharing.

5. Data Retention

We retain personal information for as long as necessary to fulfill the purposes outlined in this policy, unless a longer retention period is required by law. Specific retention periods:

• Account Information: Retained while your account is active and for 3 years after account closure.
• Booking Information: Retained for 7 years for tax and legal compliance purposes.
• Marketing Data: Retained until you unsubscribe or for 2 years after last engagement, whichever comes first.
• Analytics Data: Aggregated and anonymized data may be retained indefinitely.

6. Your Rights and Choices

Depending on your location, you may have the following rights regarding your personal information:

• Access: Request a copy of the personal information we hold about you.
• Correction: Request correction of inaccurate or incomplete personal information.
• Deletion: Request deletion of your personal information, subject to certain exceptions (such as where we are required to retain data by law).
• Opt-Out: Opt out of marketing communications by clicking the "Unsubscribe" link in any marketing email or by contacting us at privacy@rchotelgroup.com.
• Portability: Request a machine-readable copy of your personal information for transfer to another service.
• Restriction: Request restriction of processing in certain circumstances.

To exercise any of these rights, please contact us at privacy@rchotelgroup.com. We will respond to your request within 30 days. We may ask for verification of your identity before processing your request.

7. State Privacy Rights (US)

Residents of certain US states have additional privacy rights under state law. As of 2026, comprehensive consumer privacy laws are in effect in California (CCPA/CPRA), Colorado, Connecticut, Delaware, Florida, Indiana, Iowa, Kentucky, Maryland, Minnesota, Montana, Nebraska, New Hampshire, New Jersey, Oregon, Rhode Island, Tennessee, Texas, and Utah.

These rights may include:

• The right to know what personal information is collected, used, shared, or sold
• The right to delete personal information
• The right to correct inaccurate personal information
• The right to opt out of the sale or sharing of personal information
• The right to limit the use and disclosure of sensitive personal information
• The right to non-discrimination for exercising privacy rights

To exercise state-specific privacy rights, contact us at privacy@rchotelgroup.com.

8. International Data Transfers

RCHG is based in the United States. If you access our services from outside the US, your information may be transferred to, stored, and processed in the US and other countries where our servers and service providers are located. We implement appropriate safeguards (such as Standard Contractual Clauses) for international data transfers as required by applicable law.

9. Children's Privacy

Our services are not directed to children under 13 (or under 16 in jurisdictions where that is the applicable age). We do not knowingly collect personal information from children under 13. If we learn that we have collected personal information from a child under 13, we will delete it promptly. If you believe a child under 13 has provided us with personal information, please contact us at privacy@rchotelgroup.com.

10. Email Marketing and Opt-Out (CAN-SPAM Compliance)

In compliance with the CAN-SPAM Act, we provide the following information regarding commercial email communications:

• We do not send false or misleading header information in our emails.
• Our email subject lines accurately reflect the content of the message.
• Our emails are clearly identified as advertisements where applicable.
• Our emails include our valid physical postal address (see Section 12).
• You may opt out of receiving marketing emails at any time by clicking the "Unsubscribe" link included at the bottom of every marketing email we send, or by contacting us at privacy@rchotelgroup.com.
• We will process opt-out requests within 10 business days.

Once you opt out, we will not send you further marketing emails, though we may still send transactional emails related to your bookings or account.

11. Security

We implement reasonable security measures to protect your personal information from unauthorized access, alteration, disclosure, or destruction. These measures include:

• Encryption of data in transit (HTTPS/TLS) and at rest
• Regular security assessments and vulnerability testing
• Access controls and authentication requirements for employees
• Secure payment processing through PCI DSS-compliant providers (Stripe)

However, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security, but we are committed to protecting your information.

12. Contact Information

If you have questions about this Privacy Policy or our privacy practices, please contact us at:

• Email: privacy@rchotelgroup.com
• Phone: +1 (423) 822-8774
• Address: River City Hotel Group, Privacy Department, 1400 S Gay St, Suite 112, Knoxville, TN 37902

For accessibility concerns, contact accessibility@rchotelgroup.com. For compliance escalations, contact compliance@rchotelgroup.com.

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make changes, we will update the "Last Updated" date at the top of this policy. We encourage you to review this policy periodically for the latest information on our privacy practices.

Material changes will be communicated via email (for registered users) or via a prominent notice on our website.