Last updated: October 20, 2026
The Guest Hotel Condition Report app (“the app”) is used by the convention Rooming Department volunteers to record hotel problems reported by guests. This policy explains what information the app collects, how it is used, and who can see it.
Information we collect
When a report is submitted, the app receives the information typed into the form:
- Guest name and congregation
- Guest phone number and email address (optional)
- Hotel name, city, room number, and hotel representative (if provided)
- A description of the condition or concern, checklist answers, the resolution, and comments
The app does not use cookies, analytics, or advertising trackers. Your browser stores your language choice (English/Español) on your own device so the form remembers it. Administrators’ sign-in on the settings page is kept only for that browser tab.
How the information is used
- To fill in a PDF copy of the report, which is downloaded to the device that submitted it.
- To save that PDF to the Rooming Department’s Google Drive folder, so the department can follow up with the guest and the hotel.
- When the form is filled in Spanish, the free-text answers (concern, assistance wanted, resolution, comments) are sent to the MyMemory translation service (translated.net) to be translated into English. Names, contact details, and hotel details are not sent for translation.
The information is used only to handle the reported hotel concern. It is never sold, rented, or used for advertising.
Google user data
The app connects to a Google account owned by the Rooming Department using the
Google Drive permission drive.file. With this permission the app can
only see and manage files and folders that it created itself. It uses this access
solely to:
- upload report PDFs,
- create year and convention-week folders to organize those PDFs, and
- store a small settings file (folder choice and organization options).
The app does not read, change, or delete any other files in the Google account, and it does not access the Google data of people who fill in the form.
The app’s use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Google user data is not transferred to others except as needed to provide the features above, is not used for advertising, and is not read by humans except the Rooming Department volunteers who handle the reports.
Who can see reports
Saved reports are available to the Rooming Department volunteers who have access to the department’s Google Drive folder. The app is hosted on Vercel, which processes requests to deliver the service and may keep standard technical server logs. Report contents are not stored by the app itself after the PDF is created.
How long information is kept
Report PDFs are kept in the Rooming Department’s Google Drive for as long as the department needs them to handle guest concerns and related follow-up, and are then deleted by the department.
Your choices
Phone number and email are optional. To ask about, correct, or remove a report about you, contact the Rooming Department at the convention or email the address below.
Changes to this policy
If this policy changes, the updated version will be posted on this page with a new “Last updated” date.
Contact
Questions about this policy: developerjsystems@gmail.com