Privacy Policy

1. DEFINITIONS

• "Personal Information" means information that identifies, relates to, describes, is reasonably capable of being associated with, or could reasonably be linked, directly or indirectly, with a particular individual or household. Personal Information does not include de-identified or aggregated information that cannot reasonably be used to identify you.
• "Hosts" means property owners, property managers, and other individuals or entities that use the Services in connection with a property, listing, or location (for example, a vacation rental or family-owned property).
• "Guests" means individuals who interact with a Host's property information, guides, or messaging experiences powered by the Services (for example, by asking questions about a property).
• "Content" means documents, notes, property information, house manuals, comments, access instructions (including door codes), and any other material or information you submit or upload to the Services.
• "Embeddings" means numerical representations derived from the Content you provide, used for search, retrieval, and analysis in connection with the Services.
• "Usage Information" means information automatically collected about your interaction with the Services, which may include device identifiers, IP address, browser type, operating system, referring URLs, pages viewed, links clicked, mouse movements, session recordings, heatmaps, and timestamps.

2. PERSONAL INFORMATION WE COLLECT

We collect Personal Information from and about you in a variety of ways when you use the Services.

2.1 Information You Provide to Us

We collect Personal Information that you provide directly to us when you use the Services, including when you create an account, configure a property, upload Content, communicate with us, or otherwise interact with the Services. This may include:

• Account Information: Information provided during account registration and profile setup (for example, name, email address, authentication details managed by our authentication providers such as Clerk, and other account preferences).
• Property Information: Information related to a property or location, such as property name, type, description, amenities, house rules, instructions, and property address, to the extent you choose to provide it.
• Content and Documents: Content you upload or submit to the Services, such as house manuals, guides, comments about places, and other documents. These materials may include highly sensitive details such as door codes or access instructions if you choose to include them. You are responsible for ensuring that any such information is appropriate to share and kept up to date.
• Chat Logs and Messaging: Messages and other communications sent through the Services (for example, questions from Guests and responses powered by the Services), including associated timestamps and metadata.
• Support and Communications: Information you provide when you contact us for support or otherwise communicate with us, such as your email address, phone number, and the content of your communications.
• Payment and Billing Information: Limited payment-related information associated with your purchases or subscriptions (for example, billing address, transaction details). Payment card information is processed by our payment processors (such as Stripe) and is not stored in full by us.

2.2 Information You Provide About Others

Hosts may choose to upload or otherwise provide information about Guests or other individuals (for example, notes about a guest stay, vendor contact details, or other commentary). You are solely responsible for ensuring that you have all necessary rights and permissions to provide such information to us and to have it processed through the Services, including any required notices or consents under applicable law.

By submitting Personal Information about any other individual, you represent and warrant that you are authorized to do so and that the information is accurate and relevant for the purposes of using the Services. We do not control, and are not responsible for, the nature of the information you choose to submit about other individuals.

2.3 Information Collected Automatically

When you access or use the Services, we and our third-party service providers may automatically collect certain Usage Information. This information helps us understand how the Services are used, improve performance and security, and measure effectiveness. This may include:

• Device and Usage Data: IP address, device identifiers, browser type and version, operating system, language settings, internet service provider, referring and exit pages, and date and time stamps of your visits.
• Activity Data: Pages or screens viewed, features used, links clicked, mouse movements, scrolls, session recordings, heatmaps, and other interactions with the Services.
• Cookies and Similar Technologies: We and our partners use cookies, web beacons, pixels, and similar technologies to operate and secure the Services, remember your preferences, and analyze usage. For example, we may use analytics services such as Google Analytics and Microsoft Clarity, and we may implement tags or pixels (such as Meta Pixel, Reddit Pixel, and Google Tag Manager) to help us understand and improve our marketing and website performance. You can control certain cookies through your browser settings, but some features of the Services may not function properly if you disable cookies.

2.4 Sensitive Personal Information

We do not intentionally seek to collect "sensitive" Personal Information (such as government identification numbers, financial account numbers, health or medical information, or biometric data) through the Services. Please do not submit sensitive Personal Information to the Services. If you choose to include such information in your Content or communications, you do so at your own risk, and you remain responsible for ensuring that such disclosure is lawful and appropriate.

3. HOW WE USE PERSONAL INFORMATION

We use the Personal Information we collect for the following purposes, and for other compatible purposes as permitted by law:

• Providing and Maintaining the Services: To operate, maintain, and provide the features and functionality of the Services, including processing your Content, generating responses for Guests, and providing Hosts with analytics and insights (for example, common guest questions and knowledge gaps).
• Account and Transaction Management: To create and manage accounts, process payments, administer subscriptions, and provide customer support.
• Improving and Developing the Services: To monitor and analyze usage, troubleshoot issues, test new features, improve user experience, and develop new products, services, and capabilities.
• Security and Abuse Prevention: To protect the security and integrity of the Services, detect, prevent, and respond to fraud, abuse, security incidents, and other harmful or illegal activity.
• Communications: To respond to your questions and requests, send administrative and service-related messages, and provide information about changes to our terms, policies, or Services.
• Legal and Compliance: To comply with applicable laws, regulations, legal processes, and governmental requests, and to enforce our agreements, including our Terms of Service.
• Research and Development; Machine Learning: We may use Content, Embeddings, and Usage Information to research, develop, and improve our models, systems, and Services. We do not currently use your Personal Information to train broadly applicable machine learning models for use outside of the Services, but we reserve the right to do so in the future. If we materially change how we use your Personal Information for machine learning or similar purposes, we will update this Privacy Policy and, where required by law, provide additional notice or obtain your consent.
• Aggregated and De-Identified Uses: We may use and share aggregated or de-identified information (which cannot reasonably be used to identify you) for any lawful purpose.

4. HOW WE SHARE PERSONAL INFORMATION

We may share Personal Information for the purposes described in this Privacy Policy and as otherwise described to you at the time of collection, including:

• Service Providers: With third-party vendors and service providers that perform services on our behalf, such as hosting and infrastructure (for example, Vercel), data storage and databases, authentication (for example, Clerk), payment processing (for example, Stripe), analytics (for example, Google Analytics, Microsoft Clarity), logging and monitoring, customer support tools, and email or notification providers. These service providers are authorized to use your Personal Information only as necessary to provide services to us.
• AI and Model Providers: With third-party AI and machine learning providers (for example, OpenAI and similar providers) in order to generate responses, analyze Content, and provide core Service functionality. We may change our AI providers over time. These providers process Content and related data under their own terms and privacy practices, and we encourage you to review those policies as applicable.
• Hosts and Authorized Users: For Guests interacting with Host materials or experiences powered by the Services, we may share relevant information with the applicable Host or their authorized users, such as analytics, usage patterns, and aggregated insights about guest questions and interactions with the property information.
• Business Transfers: In connection with, or during negotiations of, any merger, sale of company assets, financing, acquisition, reorganization, or similar event involving all or part of our business.
• Legal, Compliance, and Protection: To comply with applicable law, legal process, or governmental requests; to enforce our agreements; and to protect the rights, property, or safety of HostReception.ai, our users, or others.
• With Your Direction or Consent: We may share your Personal Information with third parties when you direct us to do so or when we have your consent.

We do not currently sell Personal Information or share Personal Information for cross-context behavioral advertising as those terms may be defined under certain U.S. state privacy laws. If our practices change, we will update this Privacy Policy and, where required, provide additional notice or choices.

5. COOKIES, ANALYTICS, AND TRACKING TECHNOLOGIES

We and our third-party partners use cookies, pixels, tags, and similar technologies to operate the Services, understand usage patterns, and improve performance. This may include:

• Strictly Necessary Cookies: Used for authentication, security, and basic functionality.
• Preference and Functional Cookies: Used to remember your preferences and settings.
• Analytics and Performance Cookies: Used to understand how the Services are used and to improve performance and user experience (for example, through Google Analytics, Microsoft Clarity, and similar tools).
• Marketing and Measurement Technologies: Tags or pixels (for example, Meta Pixel, Reddit Pixel, and Google Tag Manager) that help us understand the effectiveness of our marketing efforts. We do not use these tools to build individual profiles for targeted or lookalike advertising; however, the third parties that provide these tools may process information according to their own privacy policies.

You can usually configure your browser to reject or remove cookies, but doing so may impact the availability and functionality of some features of the Services.

6. DATA SECURITY

We use commercially reasonable technical and organizational measures designed to protect Personal Information from unauthorized access, use, disclosure, alteration, or destruction. These measures may include access controls, encryption in transit, secure infrastructure, and other safeguards appropriate to the nature of the data.

However, no method of transmission over the internet or method of electronic storage is completely secure. We cannot guarantee the absolute security of Personal Information, and you use the Services at your own risk. You are responsible for maintaining the security of your account credentials and for limiting access to the devices and browsers you use to access the Services.

Hosts are responsible for using the Services in a manner that is appropriate for the sensitivity of the information they choose to include, particularly in relation to access codes, door codes, and other security-sensitive details. We strongly encourage Hosts to follow security best practices when configuring and sharing such information.

7. DATA RETENTION

We retain Personal Information for as long as necessary to fulfill the purposes described in this Privacy Policy, including providing the Services, complying with our legal obligations, resolving disputes, and enforcing our agreements, unless a longer retention period is required or permitted by law.

When you delete your account, we will initiate the deletion of your associated Personal Information from our active systems. This process may take up to 90 days to complete, after which the data will be permanently deleted or de-identified, unless we are required to retain certain data for legal, regulatory, or legitimate business purposes (for example, maintaining transaction records for accounting or fraud-prevention purposes).

We may retain de-identified or aggregated information that does not identify you for analytics, research, and business purposes.

8. YOUR CHOICES AND RIGHTS

You may be able to access, update, or delete certain Personal Information directly through your account settings. If you are unable to do so, you can contact us using the information in the "Contact Information" section below.

Depending on where you live in the United States, you may have certain rights under applicable state privacy laws, such as the right to request access to or deletion of your Personal Information, or to receive more information about our data practices. If you wish to exercise these rights, please contact us. We may need to verify your identity before responding to your request, and we may deny or limit requests as permitted by law.

You can control certain cookies and tracking technologies as described above. You may also unsubscribe from non-essential marketing emails by following the instructions in those communications; you will continue to receive service-related communications that are necessary for your use of the Services.

9. INTERNATIONAL USERS

The Services are operated from and intended for users located in the United States. If you choose to access the Services from outside the United States, you do so on your own initiative and at your own risk, and you are responsible for compliance with any local laws that may apply to you.

Information we collect, including Personal Information, will be transferred to, processed, and stored in the United States and potentially in other jurisdictions where our service providers are located. By using the Services or providing us with any information, you consent to this transfer, processing, and storage of your information.

10. THIRD-PARTY LINKS AND SERVICES

The Services may contain links to, or integrations with, third-party websites, applications, or services that are not operated or controlled by HostReception.ai. This Privacy Policy does not apply to the practices of those third parties, and we are not responsible for their content, privacy practices, or services. We encourage you to review the privacy policies of any third-party services you choose to interact with.

11. CHILDREN'S PRIVACY

The Services are not intended for or directed to children under the age of 13, and we do not knowingly collect Personal Information from children under 13. If we become aware that we have inadvertently collected Personal Information from a child under 13, we will take reasonable steps to delete such information from our records.

If you are a parent or guardian and believe that your child has provided us with Personal Information without your consent, please contact us using the details below.

12. CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. If we make changes, we will update the "Last Updated" date at the top of this Privacy Policy, and, if the changes are material, we may provide additional notice (for example, by posting a prominent notice on our website or sending you a notification).

We encourage you to review this Privacy Policy periodically to stay informed about our information practices and the choices available to you. Your continued use of the Services after any changes become effective means that you accept the updated Privacy Policy.

13. CONTACT INFORMATION

If you have any questions, comments, or concerns about this Privacy Policy or our privacy practices, please contact us at:

Email: support@hostreception.ai

Phone: +1 (774) 993-4405