Privacy Policy

1. Introduction

HotelTools.AI, a division of IVOCOR ("Company," "we," "us," or "our"), is committed to protecting the privacy and security of information collected through our hotel operations management platform.

This Privacy Policy describes how we collect, use, disclose, and safeguard your information when you use our website and services. By accessing or using HotelTools.AI, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy.

2. Information We Collect

2.1 Information You Provide Directly

• Account Information: Name, email address, phone number, job title, and company/property name when you register.
• Property Data: Hotel property information including room counts, department structures, and operational configurations.
• Employee Data: Employee names, positions, hourly rates, seniority dates, and scheduling information.
• Operational Reports: Data from uploaded documents such as occupancy forecasts, banquet event orders, and revenue reports.
• Payment Information: Billing address and payment details processed through our secure payment processor.

2.2 Information Collected Automatically

• Device Information: IP address, browser type, operating system, and device identifiers.
• Usage Data: Pages viewed, features used, time spent on the platform, and navigation patterns.
• Log Data: Access times, error logs, and system activity for security and performance monitoring.

3. How We Use Your Information

• Service Delivery: To provide, maintain, and improve our hotel operations platform.
• Account Management: To create and manage your account, process transactions, and provide support.
• Analytics: To generate staffing recommendations, labor analytics, and operational intelligence.
• Communication: To send service-related notices, updates, and respond to inquiries.
• Security: To detect, prevent, and address fraud, unauthorized access, and harmful activities.
• Legal Compliance: To comply with applicable laws, regulations, and legal processes.

4. AI & Third-Party Data Processing

HotelTools.AI uses artificial intelligence to enhance certain features of our platform. This section explains how your data may be processed by third-party AI services.

4.1 AI-Powered Features

We use Anthropic's API to provide the following optional features:

• Document Parsing: Intelligent extraction of data from uploaded PDF reports (occupancy, revenue, etc.)
• AI Intelligence: Natural language queries about your property data and analytics
• AI Help: Contextual assistance navigating the platform

4.2 Data Anonymization

Before transmitting data to Anthropic for processing, we implement anonymization measures:

• Employee names are replaced with anonymous identifiers
• Property and organization names are masked
• Only operational metrics (hours, percentages, counts) are transmitted with context
• Original values are restored only within our platform after processing

4.3 Anthropic's Data Practices

Under Anthropic's API Terms of Service:

• Data submitted via the API is not used to train Anthropic's AI models
• Data is retained for up to 30 days for safety and abuse monitoring purposes only
• All data is encrypted in transit using TLS
• Anthropic maintains SOC 2 Type II certification

4.4 AI-Free Alternative

If your organization prefers not to use AI-powered features, all core functionality is available through alternative methods:

• Excel and CSV import with our Universal Column Mapping tool
• Custom import templates configured by our support team
• Standard reports and analytics without AI-generated insights

Contact us at privacy@hoteltools.ai to discuss AI-free workflow options.

5. Information Sharing

We do not sell your personal information. We may share information with:

• Service Providers: Third-party vendors who assist in operating our platform (hosting, payment processing, AI processing as described in Section 4).
• Legal Requirements: When required by law, court order, or governmental authority.
• Business Transfers: In connection with a merger, acquisition, or sale of assets.
• With Your Consent: When you have given explicit permission.

6. Data Security

We implement industry-standard security measures to protect your information, including:

• Encryption of data in transit and at rest
• Secure access controls and authentication
• Regular security assessments and monitoring
• Employee training on data protection practices
• Data anonymization before third-party AI processing

While we strive to protect your information, no method of electronic transmission or storage is 100% secure.

7. Data Retention

We retain your information for as long as your account is active or as needed to provide services. We may retain certain information as required by law or for legitimate business purposes.

Upon account termination, we will delete or anonymize your data within 90 days, except where retention is required by law.

Data processed by Anthropic's AI services is retained by Anthropic for up to 30 days for safety monitoring, then deleted.

8. Your Rights

Depending on your location, you may have the right to:

• Access your personal information
• Correct inaccurate data
• Request deletion of your data
• Object to certain processing activities
• Data portability
• Withdraw consent
• Opt out of AI-powered data processing

To exercise these rights, contact us at privacy@hoteltools.ai.

9. Contact Us

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

HotelTools.AI
A division of IVOCOR
Email: privacy@hoteltools.ai