Privacy
Last updated 25 October 2026
StayCore is booking and property management software for lodges, guesthouses, hotels, hosts and property managers, and an exchange for tour operators. It is run by Nei Shot WebX Solutions in Windhoek, Namibia ("we"). This page explains, in plain words, what data StayCore holds, why, and what you can ask us to do with it.
Where a point still needs a lawyer's confirmation we say so with a to be confirmed note.
Two kinds of data
About you and your team
When a business signs up we keep the name, email address and phone number of each person who signs in, the business name, town and number of rooms or units, its NTB registration status, and the plan and add-ons it uses. We also keep a record of who changed what in the account (the audit log).
About your guests and owners
A property keeps its own records in StayCore: bookings, guest names and contact details, ID or passport details for the guest register, messages with guests and operators, payment records, and for property managers their owners' statements. The property decides what goes in and is responsible for it. We hold and process it only to run StayCore for that property, and never use it for anything else.
What we use it for
- To run StayCore: show the calendar, save bookings, prepare invoices, the tourism levy and the NTB return.
- To send the messages a property asks StayCore to send: confirmations, payment links, check-in guides and cleaning jobs, by WhatsApp, SMS or email.
- To help when you contact support, and to keep the service secure.
- To bill the business for its plan.
We do not sell data, and we do not use your guests' details for advertising or to contact them for ourselves.
Card and payment data
Guests pay on the secure page of the property's own payment gateway (for example DPO Pay). Card numbers are entered there and stored by the gateway, never by StayCore or the property. StayCore keeps only what it needs to match a payment to a booking: the amount, the date, the status and the gateway's reference. Money goes straight into the property's own merchant account; StayCore never holds it.
When a property uploads a bank statement to match EFTs, StayCore reads the lines needed to find each payment (date, reference and amount) and keeps the matches.
Who else handles it
A few services help run StayCore and receive only what they need for their part:
- Our hosting provider, which stores the data.
- Meta, for WhatsApp messages, when a property uses WhatsApp.
- Tuma SMS (a Nei Shot service) and its network partners, for SMS.
- An email delivery service, for emails.
- The property's own payment gateway, under the property's own agreement with it.
- The booking sites a property connects (such as Airbnb and Booking.com), which receive availability and rates and send bookings back.
Ask us at hello@neishot.com for the current list of these services.
Where it is kept and how it is protected
Data is kept in StayCore's cloud hosting. The country or region of hosting, and whether a property can choose local hosting, is to be confirmed.
- Data is encrypted while it travels and where it is stored, and backed up daily.
- Each business's records are kept apart from every other business's.
- Staff see only what their role allows: a cleaner does not see payments, for example.
- The offline app keeps a copy of a property's bookings on its phones, tablets and computers so it can work without internet. Treat those devices like your reservations book: keep them locked, and remove a staff member's access when they leave.
How long we keep it
We keep account data while the account is open. The guest register is kept for as long as Namibian rules require accommodation establishments to keep it; the exact period is to be confirmed. Invoices and payment records are kept as tax law requires. When an account is closed we delete or return the rest of its data on request, and backups roll over after a set period.
Seeing, exporting and deleting data
- A business can ask us for an export of its data, for corrections, and for deletion when it leaves.
- A guest who wants to see, correct or delete their details should ask the property they stayed with, because the property holds that record. If you write to us instead, we will pass your request to the property and help them answer it.
- We record a person's consent where it is needed, for example to receive messages.
- Some records cannot be deleted early where the law says they must be kept, such as the guest register and tax invoices. We will tell you when that applies.
Cookies and this website
StayCore uses a cookie to keep you signed in and to protect forms. This website remembers on your own device whether you chose light or dark. We do not use advertising cookies.
Contact
Questions or requests: hello@neishot.com, or WhatsApp +264 81 000 0000. Nei Shot WebX Solutions, Windhoek, Namibia.
If we change this page in a way that matters, we will tell account owners by email before the change takes effect.