Cookie Policy

Manage Your Cookie Preferences

Use the controls below to manage your consent for non-essential cookies. Changes take effect immediately and are stored in your browser's local storage. Essential cookies cannot be disabled as they are required for the Platform to function.

1. Introduction

This Cookie Policy explains how Rezlynx by Guestline ("Company", "we", "us", or "our"), registered as Company No. 12847365 in the United Kingdom, uses cookies and similar tracking technologies on the Rezlynx Cloud Property Management System ("Platform") and associated websites. This policy is provided in compliance with the UK Privacy and Electronic Communications Regulations 2003 (PECR), UK GDPR as retained in UK law by the Data Protection Act 2018, and the guidance issued by the Information Commissioner's Office ("ICO") regarding cookies and similar technologies.

By using the Rezlynx Platform, you consent to the use of essential cookies as described in this policy. Analytics cookies and other non-essential cookies will only be activated after you have provided explicit consent through our cookie consent mechanism. Your cookie preferences are stored locally in your browser using localStorage and are not transmitted to external servers. This local storage approach ensures that heritage hotel staff accessing the Platform from shared reception terminals or estate office workstations maintain individual cookie preferences tied to their browser profile.

2. What Are Cookies?

Cookies are small text files that are placed on your device (computer, tablet, or mobile phone) when you visit a website or use an online service. Cookies are widely used to make websites and online services work more efficiently, to provide information to site operators, and to enable certain functionalities that would not be possible without them. In the context of the Rezlynx Platform, cookies help maintain your authenticated session as you navigate between reservation management, guest profiles, housekeeping, revenue insights, and channel integration features.

Cookies can be "session cookies" (which are deleted when you close your browser) or "persistent cookies" (which remain on your device for a specified period or until you delete them). Cookies can be set by the website you are visiting ("first-party cookies") or by third parties whose content or services are embedded in the website ("third-party cookies"). For heritage hotel operators accessing the Platform from multiple devices across the property — front desk terminals, housekeeping tablets, or estate office desktops — understanding cookie behaviour helps ensure that session data is managed appropriately across each access point.

In addition to cookies, Rezlynx may use similar technologies such as web beacons (also known as pixel tags or clear GIFs), local storage (including localStorage and sessionStorage), and device fingerprinting techniques. Where this Cookie Policy refers to "cookies", this includes these similar technologies unless otherwise specified.

3. Categories of Cookies Used

Rezlynx categorises the cookies used on the Platform into the following categories:

3.1 Essential Cookies (Strictly Necessary)

Essential cookies are required for the basic functionality of the Rezlynx Platform. These cookies enable core features such as user authentication, session management, security protections, and accessibility preferences. Without these cookies, the Platform cannot function properly — heritage hotel staff would be unable to access reservation schedules, manage guest profiles, or coordinate housekeeping operations. Essential cookies are therefore enabled by default and cannot be disabled through our cookie consent mechanism.

Essential cookies used by Rezlynx include: session identifiers for maintaining authenticated user sessions across reservation management, guest profile, housekeeping, revenue insights, and channel integration modules; cross-site request forgery (CSRF) tokens for security protection against unauthorised actions; load balancing cookies for distributing traffic across servers to maintain performance during peak booking periods; accessibility preference cookies for storing user interface preferences such as text size and contrast settings; cookie consent preference storage (stored in localStorage) to remember your cookie choices across browsing sessions.

The legal basis for essential cookies is the legitimate interest of Rezlynx in providing a functional and secure Platform for heritage hotel management, and the necessity of these cookies for the provision of the service explicitly requested by the user, in accordance with PECR Regulation 6. These cookies do not collect information that could be used to identify you personally beyond what is necessary for session management.

3.2 Analytics Cookies (Non-Essential)

Analytics cookies help Rezlynx understand how heritage hotel teams interact with the Platform by collecting information about pages visited, features used, session duration, and user navigation patterns. This information is used to improve the Platform's functionality, user experience, and performance — for example, identifying which property management features are most frequently used or where users encounter difficulties in the reservation booking workflow. Analytics cookies are disabled by default and will only be activated after you have provided explicit consent through our cookie consent mechanism.

Analytics data is collected in an anonymised or pseudonymised form wherever technically feasible. Rezlynx does not use analytics cookies to identify individual heritage hotel staff members or to create personal profiles for marketing purposes. Analytics cookies may include: platform usage analytics cookies that track feature adoption, page views, and session patterns across reservation management, guest profiles, housekeeping, and revenue insights modules; performance monitoring cookies that measure page load times, error rates, and technical performance metrics, which are particularly valuable for ensuring reliable Platform performance during high-demand periods such as bank holiday weekends and heritage open day seasons.

The legal basis for analytics cookies is the user's explicit consent, in accordance with PECR Regulation 6 and UK GDPR Article 6(1)(a). Consent for analytics cookies is obtained through the cookie consent banner displayed when you first visit the Platform, and can be modified at any time using the controls at the top of this page.

4. Consent Management

When you first visit the Rezlynx Platform, you will be presented with a cookie consent banner that allows you to accept or decline non-essential cookies. Essential cookies are enabled by default because they are strictly necessary for the Platform to function, in accordance with PECR Regulation 6(4). You will not be asked to consent to essential cookies as they fall within the strictly necessary exemption.

Your cookie preferences are stored locally in your browser using the localStorage API. This approach ensures that your consent choices are remembered across browsing sessions without requiring the use of additional cookies to store consent preferences. The consent record includes the categories of cookies you have accepted or declined. For heritage hotel teams where multiple staff members may use a shared reception terminal or estate office workstation, each browser profile maintains its own consent preferences independently.

You can modify your cookie preferences at any time by visiting this Cookie Policy page and using the cookie preference management controls provided above. Withdrawing consent for analytics cookies will prevent the activation of analytics tracking going forward, but will not retroactively delete data that was collected while consent was active. If you wish to request deletion of previously collected analytics data, please contact compliance@pmsrezlynx.org.

5. Cookie Duration and Storage

The duration of cookies used by Rezlynx varies depending on the cookie category and purpose:

Session cookies: These cookies expire when you close your browser. They are used for session management and security purposes and do not persist between browsing sessions. For heritage hotel staff who frequently switch between the Platform and other operational tools during busy periods, session cookies ensure a fresh authenticated session each time.

Persistent cookies: These cookies remain on your device for a specified period. Authentication cookies may persist for up to 30 days (or until you end your session), allowing hotel staff to remain authenticated across working sessions. Analytics cookies, when enabled, may persist for up to 12 months. Cookie consent preferences stored in localStorage persist indefinitely until you clear your browser's local storage or modify your preferences through this page.

Rezlynx reviews the cookies used on the Platform periodically to ensure that they remain necessary, proportionate, and aligned with the purposes described in this policy. Cookies that are no longer required are removed in subsequent Platform updates.

6. Managing Cookies Through Browser Settings

In addition to the cookie consent mechanism provided by Rezlynx, you can manage cookies through your web browser settings. Most browsers allow you to view, delete, and block cookies from specific or all websites. Please note that blocking essential cookies may impair the functionality of the Rezlynx Platform, potentially preventing you from accessing reservation management, guest profile, and housekeeping features.

Instructions for managing cookies in popular browsers: For Google Chrome, go to Settings then Privacy and Security then Cookies and other site data. For Mozilla Firefox, go to Settings then Privacy and Security then Cookies and Site Data. For Apple Safari, go to Preferences then Privacy then Manage Website Data. For Microsoft Edge, go to Settings then Cookies and site permissions.

To manage localStorage data (including cookie consent preferences), you can use your browser's developer tools. In most browsers, this can be accessed by pressing F12, navigating to the Application or Storage tab, and selecting Local Storage. Heritage hotel IT administrators can also configure browser policies centrally for managed devices used at reception desks, estate office terminals, and housekeeping stations.

7. Third-Party Cookies

Rezlynx may use third-party services that set their own cookies on your device. These third-party cookies are governed by the respective third parties' privacy policies and cookie policies. Rezlynx does not control the cookies set by third parties and is not responsible for their processing practices. Rezlynx selects third-party service providers carefully and requires them to comply with applicable UK data protection laws. Third-party services used in connection with the Platform may include payment processing gateways and analytics services.

8. Do Not Track Signals

Some web browsers have a "Do Not Track" (DNT) feature that sends a signal to websites indicating that the user does not wish to be tracked. There is currently no universally accepted standard for how websites should respond to DNT signals. Rezlynx does not currently respond to DNT signals but respects the cookie consent choices made through our cookie consent mechanism as the primary means of managing tracking preferences on the Platform.

9. ICO Compliance

Rezlynx's cookie practices are designed to comply with the ICO's guidance on cookies and similar technologies, including the ICO's updated cookie guidance published in accordance with PECR and UK GDPR. In accordance with this guidance: consent for non-essential cookies is obtained before any such cookies are placed on your device; you are provided with clear and comprehensive information about the purposes of each category of cookies; you are able to accept or refuse non-essential cookies with equal ease; your consent choices are recorded and can be modified at any time; essential cookies are exempt from the consent requirement as they are strictly necessary for the provision of the heritage hotel property management service.

10. Changes to This Cookie Policy

Rezlynx reserves the right to update this Cookie Policy from time to time to reflect changes in the cookies used on the Platform, changes in applicable UK law, or guidance from the ICO. Material changes will be communicated to users through the Platform interface. The "Last updated" date at the top of this policy indicates when the most recent changes were made. Heritage hotel operators are encouraged to review this policy periodically, particularly following Platform updates that may introduce new features or functionality.

11. Contact Information

If you have any questions about this Cookie Policy or Rezlynx's use of cookies on the heritage hotel management Platform, please contact us at:

Email: compliance@pmsrezlynx.org
General Support: support@pmsrezlynx.org
Website: https://pmsrezlynx.org

You may also contact the ICO if you have concerns about Rezlynx's cookie practices: https://ico.org.uk