Privacy Policy - ProhostAI

Introduction

Prohost AI, Inc. operates the prohost.ai website, the ProhostAI web application, mobile application(s), and other associated services ("Service").

This page is used to inform website visitors regarding our policies with the collection, use, and disclosure of Personal Information if anyone decided to use this Service and/or the prohost.ai website.

If you choose to use our Service, then you agree to the collection and use of information in relation with this policy. The Personal Information that we collect are used for providing and improving the Service. We will not use or share your information with anyone except as described in this Privacy Policy.

The terms used in this Privacy Policy have the same meanings as in our Terms and Conditions, which is accessible at www.prohost.ai, unless otherwise defined in this Privacy Policy.

Information Collection and Use

For a better experience while using our Service, we may require you to provide us with certain personally identifiable information, including but not limited to your name, phone number, and postal address. The information that we collect will be used to contact or identify you.

In the course of providing our Service, we may collect the following categories of data:

Account information (name, email address, phone number, organization details)
Property and listing information you provide or import
Guest communication data (messages, emails, and inquiries related to reservations)
Reservation and booking details
Payment and billing information
Usage data and analytics related to how you interact with the Service
Device and log information (IP address, browser type, operating system)

This data is collected through direct input by users, integration with third-party booking platforms (such as Airbnb, Vrbo, and similar services), connected email accounts, and automated collection through cookies and similar technologies. We use this data to provide, maintain, and improve our Service, including powering AI features as described in the "Third-Party AI Services" section below.

Log Data

We want to inform you that whenever you visit our Service, we collect information that your browser sends to us that is called Log Data. This Log Data may include information such as your computer's Internet Protocol ("IP") address, browser version, pages of our Service that you visit, the time and date of your visit, the time spent on those pages, and other statistics.

Cookies

Cookies are files with small amount of data that is commonly used an anonymous unique identifier. These are sent to your browser from the website that you visit and are stored on your computer's hard drive. Our website uses these "cookies" to collection information and to improve our Service. You have the option to either accept or refuse these cookies, and know when a cookie is being sent to your computer. If you choose to refuse our cookies, you may not be able to use some portions of our Service.

Service Providers

We may employ third-party companies and individuals due to the following reasons:

To facilitate our Service;
To provide the Service on our behalf;
To perform Service-related services; or
To assist us in analyzing how our Service is used.

We want to inform our Service users that these third parties have access to your Personal Information. The reason is to perform the tasks assigned to them on our behalf. However, they are obligated not to disclose or use the information for any other purpose.

Third-Party AI Services

Our Service uses third-party artificial intelligence ("AI") service providers to power certain features, including AI-generated guest communication drafts, automated message responses, email draft generation, and other AI-assisted property management tools. This section describes what data we share with these providers, who they are, and how your data is protected.

AI Service Providers We Use

We currently use the following third-party AI service providers to process data on our behalf:

OpenAI (OpenAI OpCo, LLC) — for natural language processing and text generation
Anthropic (Anthropic, PBC) — for natural language processing and text generation
Google (Google LLC) — for AI and machine learning services

Data We Share with AI Providers

When you use AI-powered features within our Service, the following types of data may be sent to our third-party AI service providers:

Guest messages and communication history related to reservations
Email content (when using AI-assisted email drafting features)
Property details and listing descriptions
Reservation and booking information
Any text or content you submit to AI-powered features within the Service

We do not send your account credentials, payment information, or government-issued identification to AI service providers.

Purpose of Data Sharing

Data is shared with AI service providers solely for the purpose of:

Generating AI-assisted draft responses to guest messages and emails
Providing automated communication suggestions
Powering AI-assisted property management tools within the Service

Data Protection by AI Providers

Each of our AI service providers is contractually obligated to handle your data in accordance with their respective data processing agreements and privacy policies. These providers:

Process data only as instructed by us and for the purposes described above
Do not use your data to train or improve their general AI models (where opted out via API terms)
Implement industry-standard security measures to protect data in transit and at rest
Are required to provide the same or equivalent level of privacy protection as described in this Privacy Policy

Your Consent and Control

By creating an account and using our Service, you consent to the sharing of your data with third-party AI service providers as described in this section and in our Terms of Service. You may withdraw your consent at any time by contacting our support team via the in-app contact support button or by emailing us at support@prohost.ai. If you withdraw your consent, you may still use the non-AI features of our Service, but AI-powered features will be unavailable.

Google User Data

Our Service integrates with Google services to provide you with enhanced functionality. This section describes how we handle data obtained from Google APIs in compliance with Google's API Services User Data Policy.

Data We Access

When you connect your Google account to our Service, we access your Gmail data to provide our email management features. This includes:

Reading your emails to display them within our application;
Generating AI-powered draft responses to your emails;
Sending emails on your behalf when you approve and send responses through our Service.

We only access the email data necessary to provide these features and do not access other Google account data beyond what is required for the Service.

Data Retention

We retain Google user data only for as long as necessary to provide our services to you. Specifically:

Email content is accessed in real-time and cached temporarily to display within our application and generate AI responses;
AI-generated draft responses are stored until you send, edit, or delete them;
We do not permanently store the full content of your emails beyond what is necessary for the Service to function;
When you disconnect your Google account from our Service, we delete all associated Google user data within 30 days.

Data Deletion

You can request deletion of your Google user data at any time by:

Disconnecting your Google account from your ProhostAI account settings;
Revoking ProhostAI's access through your Google Account permissions at myaccount.google.com/permissions;
Contacting us at legal@prohost.ai to request deletion of your data.

Upon receiving a deletion request or upon disconnection of your Google account, we will delete all Google user data associated with your account within 30 days, except where retention is required by law.

Mobile Information / SMS Privacy

Mobile information will not be shared with third parties/affiliates for marketing/promotional purposes. All other categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

Security

We value your trust in providing us your Personal Information, thus we are striving to use commercially acceptable means of protecting it. But remember that no method of transmission over the internet, or method of electronic storage is 100% secure and reliable, and we cannot guarantee its absolute security.

Links to Other Sites

Our Service may contain links to other sites. If you click on a third-party link, you will be directed to that site. Note that these external sites are not operated by us. Therefore, we strongly advise you to review the Privacy Policy of these websites. We have no control over, and assume no responsibility for the content, privacy policies, or practices of any third-party sites or services.

Children's Privacy

Our Services do not address anyone under the age of 13. We do not knowingly collect personal identifiable information from children under 13. In the case we discover that a child under 13 has provided us with personal information, we immediately delete this from our servers. If you are a parent or guardian and you are aware that your child has provided us with personal information, please contact us so that we will be able to do necessary actions.

Changes to This Privacy Policy

We may update our Privacy Policy from time to time. Thus, we advise you to review this page periodically for any changes. We will notify you of any changes by posting the new Privacy Policy on this page. These changes are effective immediately, after they are posted on this page.

Contact Us

If you have any questions or suggestions about our Privacy Policy, do not hesitate to contact us at legal@prohost.ai.