Promax Hospitality
Pilot validation MVP — ISO/IEC 42001 governance

Recover direct contact with your OTA guests.

Booking, Airbnb and Expedia hide the real email of your guests. Promax Hospitality captures it legally at check-in, syncs it with your CRM and leaves an auditable trail for every reservation.

Request demo View ISO 42001 dossier

GDPR-compliant · Native HubSpot integration · Deployed in 48 hours

HubSpot · Deal record

Hotel Disintermediation

Current status EMAIL CAPTURED
OTA Booking ID
PROMAC_8821
Channel
Booking.com
OTA email
guest-8821@booking.com
Real email
marta.lopez@gmail.com
Check-in
2026-08-12
Last sync
4 min ago

An illustration of how the data appears in the Deal in your HubSpot.

The problem

Every OTA guest is a customer who isn't yours.

OTAs hand you bookings, sure — but they keep the most valuable asset: the guest's direct contact. Without it you can't run loyalty programs, you can't sell direct, you can't measure lifetime value.

15–25%

OTA commission per booking

Average cost you pay Booking, Airbnb or Expedia for each guest you could acquire directly.

~80%

Masked emails

Booking and Airbnb replace the real email with an alias that expires after check-out.

5–7×

Acquisition cost

Acquiring a guest via OTA costs several times more than reactivating a direct customer from your database.

Industry reference ranges; exact values vary by channel, market and season.

How it works

From OTA booking to direct contact in 4 steps.

Promax Hospitality lives inside your HubSpot portal and a dedicated serverless backend. You only work with the CRM you already use.

  1. 1

    Booking arrives

    The booking lands from Booking, Airbnb or Expedia with the OTA's masked email.

  2. 2

    Deal in HubSpot

    The backend creates or updates the Deal in your HubSpot with its properties and sets the status to pending check-in.

  3. 3

    Capture at check-in

    Your receptionist or pre-check-in form requests the real email with explicit GDPR consent.

  4. 4

    Sync and ISO trail

    The backend signs the event (HMAC), updates HubSpot and leaves auditable evidence of every operation.

Why Promax

Built for hotels that take data seriously.

Native HubSpot integration

Integration via a HubSpot private app: your OTA reservations sync straight into your portal's Deals. No Zapier, no middleware, no overnight syncs. Data lives where you already work.

Signed and traceable

Every critical event is signed with HMAC-SHA256 and a 5-min anti-replay window. Structured JSON logs exportable to any auditor.

ISO/IEC 42001 governance

Operational validation dossier, CAPA register, AI risk matrix and documented RACI. Audit-ready from day 1 of the pilot.

Deployed in 48 hours

If you already have HubSpot, we go live in two days: private app install, Deal properties config and Vercel backend wiring.

Governance-by-design

Your OTA integration, audited before audit is requested.

Every Promax deployment includes a live ISO/IEC 42001 dossier with evidence checklist, CAPA register, test execution and traceability annexes. It's not a legal appendix — it's the daily ops of the product.

Download dossier (.docx)

Frequently asked questions

What hotels ask us.

Is it legal under Booking's and Airbnb's T&Cs?
Yes, as long as the real email is captured after the guest is already at the hotel and with explicit GDPR consent (typically at check-in or a pre-check-in form on your own website). Promax does not scrape or intercept OTA email: it records what the guest voluntarily gives you.
What about GDPR and the legal basis for processing?
The recommended legal basis is legitimate interest plus informed consent for marketing. Consent is recorded alongside the email, signed in the HubSpot Deal and part of the ISO 42001 evidence dossier. You are the data controller; we are the processor.
Do I need an existing HubSpot account?
Yes, the MVP requires a HubSpot portal (Starter and up). If you don't have one yet, we help with setup as part of onboarding. The private Promax app installs without touching your existing pipeline.
How much is the pilot?
The 60-day pilot has a fixed implementation fee plus a monthly tier based on OTA booking volume. We send the exact proposal after a 20-minute call where we validate volume and current stack.

Let's talk

Request a 20-minute demo.

We show you the sync running with real data in HubSpot, review your OTA volume and send the pilot proposal.

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