What we store, and why

Who is responsible

The property that found the item, that is the hotel, venue or transport operator, decides what is logged and whom to contact. In the language of data protection law the property is the controller. pidglie stores and processes that information on the property's behalf and on its instructions, as a processor. Each property has a data processing agreement with pidglie that governs this.

If you are a guest with a question about your own data, the property is usually the quickest route, because it holds the context. You can also write to us directly; see the contact section below.

What is stored

When a property handles an item, pidglie stores the following, as entered by the property's staff or by you:

• Item details: a description, a category, photographs, where and when the item was found, where it is kept and its status.
• Guest name and email address, when the property connects an item to a guest, plus a room number, booking reference or other note the property adds to make the match.
• Messages exchanged between the property and the guest through pidglie, including when they were sent and delivered.
• Shipping address and phone number, only when a shipment is requested, together with the carrier, the label and the parcel's status.
• Payment records for shipping: the amount, the date and a reference from our payment provider. Card details are entered on the payment provider's own page and never reach pidglie.
• Staff accounts for the property: name, work email address and actions taken in pidglie, so the property can see who logged, matched or shipped an item.

pidglie has no mailing list and no advertising. We do not profile guests, and we do not combine data across properties.

Why it is used

• To record found items and keep track of where they are.
• To let the property contact the guest who lost an item, and to carry the reply back.
• To arrange and pay for shipping when the guest asks for it.
• To keep a log of what happened to each item, which properties need for their own records.
• To run the service securely and to resolve problems with delivery of email or parcels.

Who can see it

Staff of the property that logged the item, within the roles the property has given them. pidglie's own staff can access data only to operate and support the service, and only to the extent needed. Beyond that, data is shared with:

• Email delivery: messages to guests are sent through Amazon Web Services (Amazon SES), which processes the recipient address and message content to deliver it.
• Carriers: when a shipment is requested, the delivery address, the recipient's name and phone number, and a description of the contents go to the carrier that transports the parcel.
• Payment provider: the shipping payment is handled by our payment provider, which receives the amount and the card details you enter on its page.

We do not sell data, and we do not pass it to anyone for marketing. pidglie runs on Amazon Web Services in the European Union (Stockholm region).

How long it is kept

Items and the messages around them stay in pidglie while the property is handling them. Once an item is returned, collected or disposed of, the property decides how long the closed record is kept, in line with its own retention policy and any legal duty it has to keep records of found property. The property can delete a record, or ask us to, at any time. When a property ends its agreement with pidglie, its data is deleted after the hand-over period agreed in the data processing agreement.

Payment records are kept for as long as accounting law requires. Server logs, which may contain an IP address and the pages requested, are kept for a short period for security and troubleshooting and then deleted.

Your rights

Depending on where you live you have the right to know what is stored about you, to have it corrected or deleted, to object to its use and to receive a copy. Because the property is the controller, requests about your item or your details are best sent to the property. We will help the property answer, and if you write to us directly we will forward your request to the right property and tell you we have done so. You also have the right to complain to your data protection authority.

Cookies and this website

This website sets no cookies and uses no analytics. The product itself, at a separate address, uses the cookies needed to keep staff signed in and nothing else.

Changes

When this policy changes, the date at the top is updated. Changes that affect how guest data is handled are also sent to the properties that use pidglie.

Contact

Questions about this policy or about your data: hello@pidglie.com. For questions about a specific item, reply to the email the property sent you.