Privacy Policy

1. Information We Collect

Business Information

When you sign up for HostMate, we collect:

• Business name and contact information
• Restaurant details (menu items, hours, location)
• Account holder name and email address
• Phone numbers for service integration
• Payment and billing information

Call Data and Recordings

To provide our AI phone assistant service, we collect:

• Voice recordings of customer phone calls
• Call transcripts and conversation logs
• Customer phone numbers and call metadata
• Order information and customer preferences
• Service performance metrics and analytics

Technical Information

We automatically collect certain technical information:

• Device and browser information
• IP addresses and location data
• Usage patterns and service interactions
• System logs and error reports

2. How We Use Your Information

We use the collected information to:

• Provide our service: Enable HostMate to answer calls, take orders, and assist your customers
• Improve AI performance: Train and enhance our AI models for better customer service
• Business analytics: Generate insights about call volume, customer interactions, and service quality
• Account management: Process payments, provide customer support, and maintain your account
• Legal compliance: Meet regulatory requirements and protect against fraud
• Service enhancement: Develop new features and improve existing functionality

3. Information Sharing and Disclosure

We do not sell your personal information. We may share information in the following circumstances:

Service Providers

We work with trusted third-party service providers who help us operate our business, including:

• AI and machine learning platform providers
• Cloud hosting and storage services
• Payment processors and billing services
• Customer support and communication tools

Legal Requirements

We may disclose information when required by law, court order, or to:

• Comply with legal processes
• Protect our rights and property
• Ensure user safety and prevent fraud
• Respond to government requests

Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the new entity as part of the business transaction.

4. Data Security and Retention

Security Measures

We implement robust security measures to protect your data:

• End-to-end encryption for call recordings
• Secure data centers with physical access controls
• Employee training on data protection practices
• Multi-factor authentication and access controls

Data Retention

We retain your information for as long as necessary to provide our services and comply with legal obligations:

• Call recordings: Stored for 90 days unless otherwise requested
• Account information: Retained while your account is active
• Business data: Kept for legitimate business purposes and legal compliance
• Analytics data: Aggregated and anonymized for long-term insights

5. Your Rights and Choices

You have the following rights regarding your personal information:

Access and Portability

• Request access to your personal data
• Obtain a copy of your information in a portable format
• Review call transcripts and recordings through your dashboard

Correction and Deletion

• Update or correct inaccurate information
• Request deletion of your personal data
• Close your account and remove associated data

Control and Opt-Out

• Opt out of marketing communications
• Adjust privacy settings in your account
• Request restrictions on data processing

6. International Data Transfers

HostMate operates primarily in the United States. If you are located outside the U.S., please be aware that your information may be transferred to, stored, and processed in the United States. We ensure appropriate safeguards are in place for international data transfers in compliance with applicable privacy laws.

7. Third-Party Integrations

HostMate may integrate with third-party services such as:

• Point-of-sale (POS) systems
• Restaurant management platforms
• Payment processing services
• Analytics and reporting tools

These integrations are governed by the privacy policies of the respective third-party services. We encourage you to review their privacy practices.

8. Updates to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of any material changes by:

• Posting the updated policy on our website
• Sending an email notification to your registered email address
• Providing notice through our service dashboard

Your continued use of HostMate after the effective date of any changes constitutes your acceptance of the revised Privacy Policy.