Privacy Policy

1.1 This policy explains how HOSTBNB AI FZ-LLC, trading as HostBNB.ai ("HostBNB.ai", "we", "us"), collects, uses, shares and protects personal data.

1.2 HOSTBNB AI FZ-LLC is a free zone limited liability company in the Ras Al Khaimah Economic Zone, United Arab Emirates, licence no. 47029404. Our registered office is FDBC4282, Compass Building, Al Shohada Road, Al Hamra Industrial Zone-FZ, Ras Al Khaimah, UAE.

1.3 HostBNB.ai is an AI team member for short-term rental businesses. It answers guest messages and calls using each business's property information and company policies, and hands conversations to that business's team when needed.

1.4 You can contact us about privacy at hello@hostbnb.ai.

2.1 We handle personal data in line with the UAE Personal Data Protection Law (Federal Decree-Law No. 45 of 2021, the "PDPL") and its implementing regulations.

2.2 Where we handle personal data of people in the United Kingdom or the European Economic Area (for example, our UK clients' teams or their guests), we also follow the UK GDPR and the UK Data Protection Act 2018, and the EU General Data Protection Regulation (together, "GDPR").

3.1 When we are the controller. We decide how and why we use personal data about our clients and their teams, people who contact us, and visitors to our website. For this data, we are the controller.

3.2 When we are a processor. When our clients use HostBNB.ai, we process personal data about their guests, enquirers, owners and other contacts on their behalf ("guest data"). For guest data, our client (the short-term rental business) is the controller and we are their processor. We only use guest data to provide HostBNB.ai to that client and on their instructions, under our client terms.

3.3 If you are a guest. If you stayed with, booked with or contacted a business that uses HostBNB.ai, that business decides how your data is used. Its own privacy notice applies, and you should contact it first about your data. If you contact us, we will pass your request to the right business and help it respond.

4.1 Client account data. Names, work email addresses, phone numbers, job titles, company name and details, and the logins of the people who use HostBNB.ai for a client business. This includes information given to us in our setup form, such as team contacts, escalation contacts and preferences.

4.2 Billing data. Subscriptions are paid through Whop, our payment provider. We receive details such as the name and email on the order, the plan, payment amounts and dates, and payment status. Card and payment details are processed by Whop under its own privacy policy.

4.3 Guest data processed for our clients. When a client connects its property management system (PMS) and other channels, we process:

• •guest and enquirer names, contact details and booking details (dates, property, number of guests);
• •guest messages and our replies, from the PMS, booking platforms, SMS, email and other connected channels;
• •call recordings, transcripts and summaries where the client uses AI voice answering; and
• •anything else a guest chooses to include in a message or call.

4.4 Property and business information. Property details, addresses, amenities, house rules, access and check-in instructions, and company policies. This is mostly business information, but it can include personal data such as owner or staff names.

4.5 Access credentials. Logins and API keys for a client's PMS and connected platforms, which clients give us so we can connect them. We use these only to provide the service.

4.6 Support communications. Messages and attachments you send us by email, Slack, Whop chat or other support channels, and notes of calls and onboarding sessions.

4.7 Usage and technical data. How HostBNB.ai is used (for example message and call volumes, response times, feature use and error logs), and technical data such as IP address, browser and device type.

5.1 Where we rely on consent, you can withdraw it at any time. This does not affect what we did before you withdrew it.

5.2 We do not sell or rent personal data, and we do not share it with third parties for their own marketing.

5.3 HostBNB.ai does not make decisions about people that have legal or similarly significant effects without human review.

6.1 HostBNB.ai uses AI, including large language models, to draft and send replies, answer calls and summarise conversations. It checks every reply before it is sent and learns from its own mistakes, property by property. Our clients decide when to move from Draft Mode, where their team approves each reply, to Autopilot.

6.2 To run, secure, fix and improve HostBNB.ai, we may use data from its use only in anonymised and aggregated form, so it no longer identifies any person or client.

6.3 Some features rely on third-party AI model providers. We choose providers with business-grade data protection terms, and we will not share our clients' identifiable data with third parties to train their own AI models.

7.1 We share personal data only with:

• •
  Service providers (sub-processors) who help us run HostBNB.ai, in these categories:

  • •cloud hosting, storage and databases;
  • •AI model providers;
  • •payment processing (Whop);
  • •communications tools we use to deliver the service and support, such as email, telephony and messaging.
• •Platforms you connect. Your PMS, booking platforms and messaging tools, when you tell us to send or receive data through them.
• •Professional advisers, such as lawyers, accountants and auditors, under duties of confidentiality.
• •Authorities, when the law requires it, or to protect our rights, our clients or others.
• •A buyer or successor, if our business or part of it is sold, merged or restructured, under confidentiality.

7.2 Our service providers may only use personal data to provide services to us, and are bound by data protection terms. Clients can ask us for details of our current sub-processors, and we will give clients reasonable notice before we add or replace one.

8.1 HostBNB.ai is based in the UAE, and our service providers may process data in other countries.

8.2 When we transfer personal data out of the UAE, we follow the cross-border transfer rules in the PDPL. When we transfer data of people in the UK or EEA to a country without an adequacy decision, we use appropriate safeguards, such as the EU Standard Contractual Clauses, the UK International Data Transfer Agreement or the UK Addendum. You can ask us for more information about these safeguards.

10.1 We use appropriate technical and organisational measures designed to protect personal data against loss, misuse and unauthorised access, and we review them as our service develops.

10.2 No system is completely secure. If a personal data breach affects guest data, we will tell the client without undue delay, and within 72 hours of becoming aware of it. We will tell regulators and affected people where the law requires.

11.1 Depending on where you are and the law that applies, you may have the right to:

• •access a copy of your personal data;
• •correct inaccurate or incomplete data;
• •delete your data;
• •restrict or object to certain uses, including direct marketing;
• •portability: receive your data in a machine-readable format, or have it sent to another provider;
• •withdraw consent where we rely on consent; and
• •not be subject to decisions made only by automated processing that significantly affect you.

11.2 To use these rights, email hello@hostbnb.ai. We may need to confirm your identity first. We will reply within the time the law requires, normally within one month. If your request is about guest data, we will pass it to the business concerned and help it respond.

11.3 If you are unhappy with how we handle your data, please contact us first. You can also complain to the UAE Data Office. If you are in the UK, you can complain to the Information Commissioner's Office (ICO). If you are in the EEA, you can complain to your local data protection authority.