hostbutler
Privacy Policy

1. Introduction

This Privacy Policy explains how BUILDNICHE DIGITAL SERVICES LLP ("Company," "we," "us," or "our") collects, uses, stores, and shares information in connection with your use of our websites, services, and applications (collectively, the "Services") globally. This Privacy Policy specifically applies to HostButler, our AI-powered guest communication platform.

We are committed to protecting your privacy and ensuring your information is handled appropriately and in compliance with applicable data protection laws worldwide. By accessing or using our Services, you agree to this Privacy Policy.

2. Definitions

  • Personal Data/Information: Any information relating to an identified or identifiable natural person.
  • Processing: Any operation performed on personal data, including collection, storage, use, or transmission.
  • Data Controller: The entity (in this case, our Company) that determines the purposes and means of processing personal data.
  • Data Subject: The individual whose personal data is being processed (you, our users, and guests).
  • AI Processing: The use of artificial intelligence to analyze and process data for providing our Services.
  • Cookies: Small text files placed on your device to collect standard internet log information and visitor behavior information.
  • Third-Party Services: External services or platforms we integrate with to provide our Services (e.g., payment processors, analytics providers).
  • Service Data: Information collected about your property listings, guest communications, and usage of our platform.
  • Sensitive Data: Special categories of personal data that require enhanced protection under applicable laws.

3. Information We Collect

3.1 Information You Provide

  • Account Information: When you register, we collect your name, email address, password, and contact details.
  • Property Listing Information: Data about your rental property listing, including location, amenities, check-in instructions, house rules, and other details.
  • Uploaded Content: Any documents or information you upload to train your AI Butler, such as house manuals, menus, and local recommendations.
  • Conversation Data: Messages between you, your guests, and the AI Butler.
  • Payment Information: Credit card details or other financial information necessary for subscription payments.

3.2 Information From Third-Party Services

  • Property Listing Data: When you connect your Airbnb or other accommodation platform account, we import relevant property information.
  • Guest Information: Basic contact information for guests who interact with your AI Butler.
  • Authentication Data: When you sign in using third-party authentication services.

3.3 Automatically Collected Information

  • Usage Information: How you interact with our Service, features you use, and time spent.
  • Device Information: IP address, browser type, operating system, device identifiers, and language preferences.
  • Location Information: General location based on IP address.
  • Cookies and Similar Technologies: Data collected through cookies, web beacons, and similar technologies.

4. How We Use Your Information

We use the information we collect to:

  • Provide, maintain, and improve our Services globally
  • Train and customize your AI Butler to accurately represent your property listing
  • Process and respond to guest inquiries through the AI Butler
  • Process payments and prevent fraudulent transactions
  • Communicate with you about the Service, updates, and support
  • Monitor and analyze trends, usage, and activities in connection with our Services
  • Detect, investigate, and prevent fraudulent transactions and other illegal activities
  • Comply with legal obligations in the jurisdictions where we operate
  • Personalize and improve your experience with our Services
  • Develop new products, services, and features

5. Data Processing and AI Training

HostButler is powered by artificial intelligence that learns from the information you provide. Specifically:

  • Your property listing details are used to train your AI Butler to provide accurate responses
  • Guest conversations help improve the AI's ability to answer similar questions in the future
  • Uploaded documents are processed to extract relevant information
  • We implement technical and organizational safeguards to protect sensitive information during AI processing
  • Some data processing may involve automated decision-making
  • We may use anonymized and aggregated data to improve our AI systems globally

6. Legal Basis for Processing

For users in the European Economic Area (EEA), the United Kingdom, and jurisdictions with similar laws, we process your personal data based on the following legal grounds:

  • Performance of our contract with you
  • Our legitimate business interests
  • Compliance with our legal obligations
  • Your consent, where required by law

7. Information Sharing and Disclosure

We may share your information in the following circumstances:

7.1 With Your Consent

We may share information when you direct us to do so.

7.2 With Guests

Information you provide about your property listing will be shared with guests through the AI Butler.

7.3 Service Providers

We may share information with third-party vendors who provide services on our behalf, such as hosting, analytics, customer service, payment processing, and marketing.

7.4 Compliance with Laws

We may disclose information if required to do so by law or in response to valid requests from public authorities.

7.5 Business Transfers

If we are involved in a merger, acquisition, or asset sale, your information may be transferred as part of that transaction.

7.6 Affiliates

We may share information with our affiliated companies for purposes consistent with this Privacy Policy.

8. International Data Transfers

We operate globally and may transfer your information to countries other than where you live.

When transferring data from the EEA, UK, Switzerland, or similar jurisdictions to countries without an adequacy decision, we implement appropriate safeguards to protect your information.

9. Data Security

We implement appropriate technical and organizational measures to protect the security of your personal information, including:

  • Encryption of sensitive information
  • Regular security assessments
  • Access controls and authentication procedures
  • Staff training on data protection

However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your personal information, we cannot guarantee its absolute security.

10. Your Rights and Choices

Depending on your location, you may have certain rights regarding your personal information:

  • Access: You can request access to the personal information we hold about you.
  • Correction: You can request that we correct inaccurate or incomplete information.
  • Deletion: You can request deletion of your personal information in certain circumstances.
  • Restriction: You can request restriction of processing of your personal information.
  • Objection: You can object to our processing of your personal information in certain circumstances.
  • Data Portability: You can request a copy of your data in a structured, machine-readable format.
  • Withdraw Consent: You can withdraw consent where processing is based on consent.
  • Lodge a Complaint: You have the right to lodge a complaint with a supervisory authority.

To exercise these rights, please contact us using the information in the "Contact Us" section.

11. Data Retention

We retain your information for as long as necessary to provide our Services and fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. When we no longer need to use your information, we will remove it from our systems or anonymize it so that it no longer identifies you.

12. Children's Privacy

Our Services are not directed to children under the age of 18. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a child, please contact us immediately, and we will take steps to delete such information.

13. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to collect information about your activity on our sites. We use these technologies for:

  • Essential functionality
  • Analytics and performance
  • Personalization
  • Marketing (with consent where required)

You can manage your cookie preferences through your browser settings or our cookie preference manager where available.

14. Do Not Track

Some browsers have a "Do Not Track" feature that signals to websites that you do not want to have your online activities tracked. Our Services do not currently respond to "Do Not Track" signals.

15. Third-Party Links and Services

Our Services may contain links to third-party websites and services. We are not responsible for the privacy practices or the content of these third-party sites. We encourage you to review the privacy policies of any third-party sites you visit.

16. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on this page, updating the "Last Updated" date, and, where appropriate, notifying you by email. You are advised to review this Privacy Policy periodically for any changes.

17. Contact Us

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

  • BUILDNICHE DIGITAL SERVICES LLP
  • Email: support.hostlabs@buildforniche.com