Security and data

01Sign-in

Sign-in is built for how hotel teams actually work: phones on the floor, senior people with wider access, and tablets shared at a host stand or a pass.

• PasskeysStaff sign in with passkeys.
• Senior positionsA second sign-in step is required for senior positions.
• Shared tabletsA shorter sign-in on shared tablets, so a device at the host stand does not slow the team down.

02Customer separation

Each customer’s data is kept apart from every other customer’s. One hotel group never sees another’s menus, people, records or guests.

Illustrative diagram

03Departments and structure

One platform covers a whole group: headquarters, region, hotel, department, outlet and team, using the customer’s own job titles.

• Within a customerEach department’s information stays in the department.
• Stations and tasksTables and before-service tasks are given only to people on the published shift plan, approved by the manager.
• The week’s summaryGoes to outlet managers, the F&B Director and the General Manager: what was published, read and checked, outlet by outlet. Records, not scores.

04Guest privacy

Guest information in OI is limited and short-lived.

• Contact detailsNo guest phone number or email address is taken.
• NamesGuests’ names are deleted at the hotel’s day end.
• AllergiesRecorded as one of the 14 major allergens (EU list).
• ReservationsKept by the hostess in OI, or pulled every 15 minutes from the outlet’s own reservation system. With SevenRooms, reservations reach OI every 15 minutes, once the hotel and SevenRooms give access.

05The assistant

• Source of answersOnly information a manager has approved. If something is not there, the assistant says so.
• ConversationsNot kept.
• AllergensSays only what the kitchen recorded, names the dish it understood, never guesses, and sends staff to the kitchen when something is not recorded or not verified. Cards not re-checked for 90 days are not used for allergen answers.
• LanguageOI answers in the language your team asks in. Screens and approved content are in the languages the hotel chooses: English and Turkish today, and each further language, Arabic included, is added in about two weeks.

06Documents and records

• What is readMenus, drinks lists, SOPs, fact sheets and the outlet’s own POS price form, as PDF, Word, Excel or phone photos.
• What is never readCost price and revenue.
• ApprovalOI drafts a card for each item; a manager approves each one. Nothing goes live by itself, and OI never marks an allergen free.
• VersionsEvery change is a new version.
• ChecklistsFilled on the phone with photos and server time stamps, and checked by the manager. They work without internet.

07Questions from your IT team

If your review needs something this page does not cover, such as a security questionnaire or your data processing terms, email the founder. You will get a direct answer from the person who is responsible for it.

08Answered in writing, on request

These are the questions an IT or procurement review usually asks. Each one is answered in writing by the founder when you ask.

• HostingWhere the data is hosted, and by which provider.
• EncryptionHow data is protected in transit and at rest.
• Sub-processorsWhich third parties process data, and for what.
• The AI modelWhich model provider is used, and whether your data is used to train it.
• RetentionHow long each kind of record is kept.
• Data processing termsThe data processing agreement, and the data protection laws that apply to you, such as the UAE PDPL, Turkey’s KVKK or Hong Kong’s PDPO.