🏨 New: Hotel AI Software now auto-generates guest communications from your booking data.

Privacy Policy

Last Updated: July 2025

1. Introduction

Hotel AI Software Inc. ("we," "our," or "us") is committed to protecting the privacy and security of your data. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you use our AI-powered hotel management platform ("Service"). Our Service is designed to help independent hotels automate guest communications, housekeeping schedules, and booking management using artificial intelligence.

2. Information We Collect

a. Account Information

  • Name, email address, and contact information
  • Business name and property details
  • Payment and billing information

b. Hotel Operations Data

  • Guest communication history and templates
  • Booking data and reservations
  • Housekeeping schedules and room status
  • PMS integration data and API connections

c. AI Processing Data

  • Guest messages and communication patterns for AI training
  • Operational metrics and performance data
  • User interactions with AI-generated content
  • Feedback and corrections to AI outputs

3. How We Use Your Information

We use your information for the following purposes:

  • AI-Powered Automation: Generate personalized guest communications, housekeeping alerts, and operational recommendations using machine learning models
  • Service Delivery: Provide, maintain, and improve our hotel management platform
  • AI Model Training: Improve our AI algorithms and enhance service quality (using anonymized, aggregated data where possible)
  • Security: Detect fraud, prevent abuse, and protect against unauthorized access
  • Communication: Send you service updates, security alerts, and marketing communications (with your consent)
  • Legal Compliance: Comply with legal obligations and enforce our Terms of Service

4. AI and Machine Learning

Hotel AI Software uses artificial intelligence to automate hotel operations. We take specific measures to protect your data in AI processing:

  • Anonymization: Personal guest information is anonymized before use in AI model training
  • Data Minimization: We collect only the data necessary for AI functionality
  • Human Oversight: AI-generated content requires human review before sending to guests
  • Model Isolation: Your data is not used to train AI models for other customers without consent
  • Transparency: We clearly indicate when content is AI-generated

5. Data Sharing and Disclosure

We may share your information in the following circumstances:

  • Service Providers: With trusted third-party vendors who assist in operating our Service (e.g., cloud infrastructure, payment processors)
  • Business Transfers: In connection with a merger, acquisition, or sale of assets
  • Legal Requirements: When required by law, court order, or government authority
  • With Your Consent: With your explicit permission for specific purposes

We never sell or rent your personal data to third parties for marketing purposes.

6. Data Security

We implement industry-standard security measures to protect your information:

  • SOC 2 Type II Certification: Our platform is SOC 2 Type II certified for security, availability, and confidentiality
  • Encryption: Data is encrypted in transit (TLS 1.3) and at rest (AES-256)
  • Access Controls: Strict access controls and authentication mechanisms
  • Regular Audits: Regular security audits and vulnerability assessments
  • Backup and Recovery: Secure backup and disaster recovery procedures

7. Guest Privacy

Hotels using our Service are responsible for complying with guest privacy laws, including:

  • GDPR: General Data Protection Regulation (EU)
  • CCPA/CPRA: California Consumer Privacy Act
  • Hospitality Regulations: Local hotel and guest privacy regulations

We provide tools and documentation to help you comply with these obligations, including guest data management, consent tracking, and data export capabilities.

8. Your Rights

You have the following rights regarding your data:

  • Access: Request access to your personal data
  • Correction: Request correction of inaccurate data
  • Deletion: Request deletion of your data (subject to legal retention requirements)
  • Portability: Request export of your data in a machine-readable format
  • Objection: Object to certain uses of your data
  • Opt-out: Opt-out of marketing communications

To exercise these rights, contact us at privacy@smarter-hotels.com

9. Data Retention

We retain your data for as long as necessary to provide our Service and comply with legal obligations. Upon account termination, we will delete or anonymize your data within a reasonable period, except where required by law to retain certain information.

10. International Data Transfers

Your data may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place to protect your data in accordance with applicable data protection laws, including the use of Standard Contractual Clauses (SCCs) for transfers from the EEA.

11. Children's Privacy

Our Service is not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If you become aware that we have collected information from a child, please contact us immediately.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on our website and updating the "Last Updated" date. Your continued use of the Service after such changes constitutes acceptance of the new policy.

13. Contact Us

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

Email: privacy@smarter-hotels.com
Website: https://smarter-hotels.com
Trust Portal: trust.smarter-hotels.com