Privacy Policy

1. Introduction

HostBridge is a service provided by Relevant Notion Corporation ("we," "our," or "us") that connects your property management system with AI assistants to enable conversational access to your property data. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our service.

By using HostBridge, you agree to the collection and use of information in accordance with this Privacy Policy. If you do not agree with our policies and practices, please do not use our service.

2. Information We Collect

2.1 Account Information

When you create an account, we collect:

• Your name and email address
• Authentication provider ID (used to securely identify your account)
• Profile picture (if provided through your authentication method)

2.2 Property Management System Data

When you connect your PMS to HostBridge, we access the following data from your PMS:

• Booking information (reservation dates, property, status, pricing)
• Guest information (names, contact details, check-in/out dates)
• Property information (names, addresses, descriptions, amenities)
• Financial data (revenue, fees, payment information)
• Calendar and availability data

2.3 Usage Information

We automatically collect certain information when you use our service:

• Connection logs and timestamps
• API request data (types of queries made, frequency)
• Tool call logs (tool name, timestamp, success/failure status)
• Error logs and diagnostic information
• Device information and browser type

3. How We Use Your Information

We use the information we collect for the following purposes:

• Service Delivery: To provide and maintain our service, including processing your queries and returning relevant data from your PMS.
• Authentication: To verify your identity and manage your account access.
• Communication: To send you service-related communications, updates, and security alerts.
• Improvement: To analyze usage patterns and improve our service's performance, reliability, and features.
• Security: To detect, prevent, and address technical issues, fraud, and security vulnerabilities.
• Legal Compliance: To comply with applicable laws, regulations, and legal processes.

4. Data Storage and Retention

4.1 What We Store

We store only the minimum necessary information to maintain your connection to your PMS:

• Your secure authentication tokens
• Encrypted PMS access tokens
• Connection configuration settings
• Tool call logs (retained for 90 days for analytics and support)
• Basic usage statistics

4.2 What We Don't Store

We do not permanently store your property management data. When you ask a question through your AI assistant:

• We fetch the relevant data from your PMS in real-time
• We transmit it to your AI assistant
• We do not retain copies of booking, guest, or property data

4.3 Retention Period

We retain your account information and connection settings for as long as your account is active. Tool call logs are automatically deleted after 90 days to protect your privacy. If you delete your account, we will delete your personal information within 30 days, except where we are required to retain certain information for legal or regulatory purposes.

5. Data Sharing and Disclosure

5.1 Third-Party Services

We share your data with the following third-party services:

• AI Assistants: Your PMS data is transmitted to the AI assistant you choose (ChatGPT, Claude, etc.) to answer your questions. These services have their own privacy policies governing how they handle your data.
• Property Management Systems: We connect to your PMS using your authorized credentials to retrieve data on your behalf.
• Authentication Services: We use a secure third-party authentication service that supports multiple login methods, including Google, email/password, and other configured providers. The privacy policies of your chosen authentication provider govern how they handle your login information.

5.2 Legal Requirements

We may disclose your information if required to do so by law or in response to valid requests by public authorities (e.g., a court or government agency).

5.3 Business Transfers

If HostBridge is involved in a merger, acquisition, or sale of assets, your information may be transferred. We will provide notice before your information is transferred and becomes subject to a different privacy policy.

5.4 No Data Sales

We do not sell, rent, or trade your personal information or PMS data to third parties for marketing purposes.

6. Security

We implement appropriate technical and organizational security measures to protect your information against unauthorized access, alteration, disclosure, or destruction. These measures include:

• Encryption of data in transit (TLS/SSL)
• Encryption of sensitive data at rest
• Secure storage of access tokens using industry-standard encryption
• Regular security audits and monitoring
• Access controls and authentication requirements

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 information, we cannot guarantee its absolute security.

7. Your Rights and Choices

You have the following 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 account and associated data at any time through your dashboard.
• Revocation: You can revoke HostBridge's access to your PMS at any time.
• Data Portability: You can request a copy of your data in a structured, commonly used format.
• Objection: You can object to certain processing of your personal information.

To exercise these rights, please contact us using the information provided in the Contact section below.

8. Children's Privacy

Our service is not intended for use by children under the age of 18. We do not knowingly collect personal information from children under 18. If you are a parent or guardian and believe your child has provided us with personal information, please contact us so we can delete such information.

9. International Data Transfers

Your information may be transferred to and maintained on computers located outside of your state, province, country, or other governmental jurisdiction where data protection laws may differ. By using our service, you consent to such transfers.

10. Cookies and Tracking Technologies

We use essential cookies and similar tracking technologies to operate and secure our service. These technologies help us:

• Maintain your session and authentication status
• Remember your preferences (such as dark mode settings)
• Analyze usage patterns to improve our service

We do not use advertising cookies or third-party tracking for marketing purposes.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by:

• Posting the new Privacy Policy on this page
• Updating the "Last Updated" date at the top of this policy
• Sending you an email notification for material changes

Your continued use of the service after any changes indicates your acceptance of the updated Privacy Policy.

12. Contact Us

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

13. Regulatory Compliance

This Privacy Policy is designed to comply with applicable data protection laws, including but not limited to:

• General Data Protection Regulation (GDPR) - European Union
• California Consumer Privacy Act (CCPA) - California, USA
• Other applicable state, federal, and international privacy laws

If you are a resident of the European Economic Area (EEA) or California, you may have additional rights under applicable data protection laws. Please contact us to learn more about your specific rights and how to exercise them.