Privacy Policy

1. Who We Are

HotelAgent AI is a product operated by HummingAgent ("HummingAgent," "we," "us," or "our"). This Privacy Policy explains how we collect, use, disclose, and protect information when you visit hotelagentai.com (the "Site") and when we provide our AI voice agent services to hotel and hospitality clients (the "Services"). If you have questions about this policy or our practices, contact us at hello@hummingagent.ai.

2. Information We Collect on the Site

When you visit the Site, we collect a limited amount of information:

• Information you provide. If you email us or book a consultation through our scheduling link, we receive the information you choose to share, such as your name, email address, phone number, property name, and the contents of your message.
• Usage information. Like most websites, our hosting infrastructure automatically logs technical data such as IP address, browser type, device type, pages viewed, referring pages, and timestamps. We use this information to operate, secure, and improve the Site.
• Cookies and similar technologies. The Site may use strictly necessary cookies for basic functionality. If we introduce analytics or other non-essential cookies, we will update this policy and provide any legally required notices or choices.

Scheduling is handled by a third-party provider (Calendly), and information you submit there is also governed by that provider's own privacy policy.

3. Information We Process Through the Services

When a hotel or hospitality client engages our Services, our AI voice agent answers telephone calls on the client's behalf. In doing so, we process information about and from callers, including:

• Audio of the call, which may be recorded, and transcriptions of that audio;
• The caller's phone number and the date, time, and duration of the call;
• Information the caller shares during the conversation, such as a name, contact details, reservation questions, or the substance of a request; and
• Call summaries, routing decisions, and messages generated for the client's staff.

In most cases we process this information as a service provider on behalf of our hotel clients, who determine why and how caller information is used. Callers who have questions about a specific property's practices should contact that property directly, and may also contact us at the address above.

4. Call Recording, Transcription, and Disclosure

Calls handled by the AI agent may be recorded and transcribed for quality assurance, troubleshooting, safety, and service improvement. We design the Services so that callers are informed at the beginning of a conversation that they are speaking with an AI assistant, and, where recording occurs, that the call may be recorded. Clients are responsible for ensuring that their use of the Services, including recording and disclosure practices, complies with the laws that apply to their jurisdiction and their callers, and we work with clients to configure disclosures appropriately.

5. How We Use Information

We use the information described above to:

• Provide, operate, maintain, and secure the Site and Services;
• Respond to inquiries, schedule consultations, and communicate with clients and prospective clients;
• Deliver call handling on behalf of clients, including routing, message-taking, and call summaries;
• Monitor and improve the quality, accuracy, and safety of the AI agent's conversations;
• Detect, investigate, and prevent fraud, abuse, and security incidents; and
• Comply with legal obligations and enforce our agreements.

We do not sell personal information, and we do not use caller conversations for advertising.

6. How We Share Information

We share information only in limited circumstances:

• With our clients. Call recordings, transcripts, summaries, and messages are shared with the hotel client on whose behalf the call was handled.
• With service providers. We use vetted vendors for hosting, telephony, transcription, and related infrastructure. They may process information only to provide services to us and are bound by confidentiality obligations.
• For legal reasons. We may disclose information when required by law, legal process, or a governmental request, or when we believe disclosure is necessary to protect rights, safety, or the integrity of the Services.
• Business transfers. If HummingAgent is involved in a merger, acquisition, or sale of assets, information may be transferred as part of that transaction, subject to this policy's protections.

7. Data Retention

We retain information only as long as needed for the purposes described in this policy, to meet our contractual commitments to clients, and to satisfy legal, accounting, and reporting requirements. Retention periods for call recordings and transcripts are agreed with each client, after which the data is deleted or de-identified.

8. Security

We use administrative, technical, and organizational safeguards designed to protect information against unauthorized access, loss, misuse, and alteration, including encryption in transit and access controls limited to personnel who need the data to do their jobs. No method of transmission or storage is completely secure, so we cannot guarantee absolute security, but we work to protect your information and to respond promptly to any incident.

9. Your Rights and Choices

Depending on where you live, you may have rights regarding your personal information, such as the right to access, correct, delete, or receive a copy of it, to object to or restrict certain processing, or to withdraw consent. To exercise any of these rights, email us at hello@hummingagent.ai. We will verify your request and respond within the timeframe required by applicable law. Where we act as a service provider, we may refer your request to the relevant hotel client and assist them in responding.

10. Children's Privacy

The Site and Services are intended for businesses and are not directed to children under 16. We do not knowingly collect personal information from children. If you believe a child has provided us personal information, contact us and we will delete it.

11. International Transfers

We are based in the United States, and information we collect may be processed there and in other countries where our service providers operate. Where required, we use appropriate safeguards for cross-border transfers.

12. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will revise the effective date above and post the updated policy on this page. Material changes will be communicated to active clients directly.

13. Contact Us

HummingAgent
Email: hello@hummingagent.ai