A hotel-branded Austin concierge guests can open from email, SMS, a QR code, or digital check-in.
Privacy Policy AustinHotelConcierge.com
# Privacy Policy for AustinHotelConcierge.com
**Last Updated:** 12 /1/2026
Austin Hotel Concierge (“Austin Hotel Concierge,” “we,” “us,” or “our”) provides a branded digital concierge and guest-experience platform for boutique hotels. This Privacy Policy explains how we collect, use, disclose, and protect information when you visit **AustinHotelConcierge.com**, use a hotel-branded concierge experience, contact us, or interact with services operated by us.
This Privacy Policy applies to our public website, hotel-branded concierge pages, guest sessions, demo and pilot applications, and related services. It does not necessarily apply to a hotel’s own website, booking system, privacy practices, or third-party services. Hotels using our platform may provide additional privacy notices that apply to their guests.
> **Important:** This template is for implementation planning and should be reviewed and customized by qualified US privacy counsel before publication. Replace all bracketed information and confirm the actual vendors, data practices, retention periods, and legal obligations that apply to your business.
## 1. Company and contact information
Austin Hotel Concierge is operated by:
Legal company name: Corporatekeysa Pty Ltd
Address: 23b Danie PIenaar Bloemfontein
Email: info@austinhotelconcierge.com
Phone: +972 586558983
For privacy questions, requests, or concerns, contact us using the information above.
## 2. Information we collect
We collect information depending on how you interact with our website and services.
### A. Information you provide directly
You may provide:
- First and last name
- Job title
- Hotel name
- Hotel website
- Business email address
- Phone number
- Hotel location and number of rooms
- PMS or hotel management system
- Cloudbeds usage information
- Demo-request details
- Pilot-application details
- Messages and support requests
- Preferences regarding communication
- Information submitted in a guest feedback or correction report
Please do not submit payment-card numbers, passport information, government identification, or other sensitive information through general website forms or email.
### B. Guest and stay information
When a hotel uses our guest concierge platform, we may receive or process limited information related to a guest’s stay, such as:
- Hotel or property identifier
- Reservation reference or external reservation identifier
- Arrival date
- Departure date
- Number of guests
- Guest first name, if provided
- Guest email address, if necessary
- Guest phone number, if necessary and appropriately consented
- Room type, if relevant to the configured service
- Language preference, if available
- Concierge access or guest-session identifier
- Hotel services viewed
- Itinerary information
- Guest preferences voluntarily provided, such as interests, budget, transportation preferences, dietary preferences, walking preferences, or accessibility requirements
We aim to collect only the minimum information needed to provide the requested hotel concierge service.
### C. Information collected automatically
When you visit our website or use the concierge, we may automatically collect:
- IP address
- Browser type and version
- Device type
- Operating system
- General location derived from IP address
- Pages or screens viewed
- Links clicked
- Date and time of activity
- Referring website
- Session identifiers
- Approximate usage and performance information
- Error and diagnostic information
We may use cookies, pixels, local storage, or similar technologies for functionality, security, analytics, preferences, and marketing, subject to applicable law and your choices.
### D. Information from hotels and service providers
We may receive information from:
- Hotels using our platform
- Hotel management systems
- Cloudbeds or other PMS providers
- Hotel guest-messaging systems
- Email and SMS providers
- Booking or activity referral partners
- Maps, weather, or event-data providers
- Scheduling and payment providers
- Analytics and security providers
The type of information depends on the hotel’s configuration, the integration used, and the service requested.
## 3. How we use information
We may use information to:
- Operate and provide the Austin Hotel Concierge service
- Display hotel-specific information and branding
- Create and manage secure guest sessions
- Provide hotel services, arrival guidance, local recommendations, and itineraries
- Personalize recommendations based on voluntarily provided preferences
- Send requested transactional communications
- Send optional marketing communications when legally permitted and appropriately consented
- Process demo requests and pilot applications
- Connect hotel reservations to secure concierge access
- Provide Cloudbeds or other PMS integrations
- Track referrals and booking links
- Maintain, troubleshoot, and improve the platform
- Review reports of inaccurate or outdated information
- Prevent fraud, abuse, unauthorized access, and security incidents
- Monitor platform performance
- Maintain audit logs
- Comply with legal obligations
- Establish, exercise, or defend legal claims
- Create aggregated or de-identified reports that do not reasonably identify an individual or hotel
We will not use guest information to recommend alternative hotels or vacation rentals after the guest has booked a participating hotel, except where required to provide a requested transportation or destination service and clearly disclosed.
## 4. AI and personalized recommendations
Our platform may use artificial intelligence, machine-learning tools, or automated recommendation systems to help generate answers, recommendations, and itineraries.
The AI may use:
- Approved hotel information
- Approved Austin destination content
- Event and transportation information
- Weather or map information
- Guest-provided preferences
- Stay dates
- Party size
- Budget
- Transportation preferences
- Accessibility or dietary preferences voluntarily provided by the guest
AI-generated information may be incomplete, outdated, or inaccurate. Hours, prices, availability, event schedules, traffic, transportation, accessibility information, and venue policies may change. Guests should verify important information directly with the hotel, venue, provider, or official source before relying on it.
The platform is designed to use approved or verified content wherever possible and may display source links, review dates, or verification dates. However, we do not guarantee that all recommendations or information will always be accurate or current.
Unless disclosed otherwise, we do not intend to use identifiable guest information, guest prompts, or guest itineraries to train general-purpose AI models. Our actual AI-provider terms and configuration should be confirmed in the applicable hotel agreement and vendor documentation.
## 5. Hotel and platform roles
For hotel guests, the hotel may determine why certain reservation or stay information is provided to us and how the concierge is configured. In those circumstances, the hotel may act as the party responsible for certain guest-data decisions, while Austin Hotel Concierge acts as a service provider or processor, where applicable.
Austin Hotel Concierge may act as the business or controller for information collected through:
- Our public website
- Demo forms
- Pilot applications
- Sales communications
- Platform administration
- Billing and account management
- Marketing activities
The applicable hotel’s privacy notice may also apply to your reservation, stay, hotel communications, or use of hotel-specific services. Contact the hotel directly for questions about its own privacy practices.
## 6. How we share information
We may share information with the following categories of recipients:
### A. Participating hotels
We may share relevant guest-session, itinerary, feedback, or engagement information with the hotel connected to the concierge experience, according to the hotel’s configuration and applicable agreement.
### B. Service providers
We may use service providers for:
- Cloud hosting
- Database services
- AI processing
- Maps and location services
- Weather and event data
- Email delivery
- SMS delivery
- Analytics
- Error monitoring
- Security and fraud prevention
- Customer support
- Scheduling
- Payment processing
- Data storage and backups
Service providers may process information only as necessary to provide services to us and subject to contractual or other appropriate safeguards.
### C. Third-party booking and referral partners
If you click a restaurant, tour, transportation, event, or activity link, you may be transferred to a third-party website or application. That third party’s privacy policy and terms will apply to its processing.
If a recommendation generates a referral fee, affiliate commission, or other commercial benefit, we intend to disclose that relationship where appropriate.
### D. Legal and safety disclosures
We may disclose information where we reasonably believe it is necessary to:
- Comply with law, regulation, legal process, or governmental request
- Protect the rights, property, or safety of users, hotels, our business, or others
- Investigate fraud, abuse, security issues, or violations of our terms
- Enforce agreements
- Establish or defend legal claims
### E. Business transfers
Information may be transferred as part of a merger, acquisition, financing, restructuring, sale of assets, bankruptcy, or similar business transaction, subject to applicable legal requirements.
We do not sell personal information for money in the ordinary sense of the term. If our practices meet a legal definition of “sale,” “sharing,” or targeted advertising under an applicable privacy law, we will provide the notices and choices required by that law.
## 7. Cookies and similar technologies
We may use the following types of technologies:
### Strictly necessary technologies
Used for:
- Authentication
- Security
- Session management
- Fraud prevention
- Basic site functionality
### Preference technologies
Used to remember:
- Language
- Hotel or concierge settings
- User preferences
- Display settings
### Analytics technologies
Used to understand:
- Page visits
- Concierge usage
- Feature interaction
- Performance
- Errors
- Campaign effectiveness
### Marketing technologies
Used only where applicable and permitted to:
- Measure advertising
- Understand campaign performance
- Support retargeting
- Improve relevant communications
You can manage cookies through your browser settings and, where available, our cookie-preference tool. Blocking certain cookies may affect functionality.
We may use analytics providers :
We may use advertising providers
[Insert actual advertising providers]
Update this section to match the tools actually installed on AustinHotelConcierge.com and the hotel concierge platform.
## 8. Email and SMS communications
### Transactional communications
We may send essential communications such as:
- Concierge access links
- Reservation-related concierge messages
- Pre-arrival information
- Arrival guidance
- Requested support messages
- Account or billing notices
- Security notices
These messages may be sent based on the service requested or the hotel’s relationship with the guest.
### Marketing communications
We will send marketing email or SMS only where permitted and with the required consent, when applicable.
You can unsubscribe from marketing email by selecting the unsubscribe link in the message.
For SMS:
- Message and data rates may apply.
- Message frequency may vary.
- Reply **STOP** to unsubscribe.
- Reply **HELP** for assistance.
- Consent is not a condition of purchasing goods or services, where required by law.
Transactional messages may continue where necessary to provide the requested service, even if you opt out of marketing communications.
## 9. Cloudbeds and PMS integrations
Hotels may connect Cloudbeds or another property-management system to the platform using an approved integration method.
Depending on the configuration, the integration may process:
- Property identifier
- Reservation identifier
- Arrival and departure dates
- Reservation status
- Guest name
- Guest email
- Guest phone number, where appropriately permitted
- Number of guests
- Other limited fields needed for the configured service
We do not intend to request or store:
- Payment-card numbers
- Card security codes
- Passport information
- Government identification
- Cloudbeds passwords
- Unnecessary billing details
Cloudbeds and other PMS providers may have their own privacy policies and terms. Hotels are responsible for ensuring that their integration configuration and guest communications are appropriate for their business and legal obligations.
## 10. Data retention
We retain information only for as long as reasonably necessary for the purposes described in this Privacy Policy, contractual obligations, legal requirements, dispute resolution, security, and legitimate business operations.
Retention periods may vary by data type:
- Demo requests: [Insert period]
- Pilot and sales records: [Insert period]
- Guest sessions: [Insert period]
- Reservation-related data: [Insert period]
- Saved itineraries: [Insert period]
- Email and SMS consent records: [Insert period]
- Billing records: [Insert period required by law or accounting policy]
- Security and audit logs: [Insert period]
- Backups: [Insert period]
Guest sessions may expire automatically after a configurable period or after checkout. When information is no longer needed, we may delete, anonymize, or securely isolate it, subject to backups and legal obligations.
## 11. Data security
We use reasonable administrative, technical, and organizational safeguards designed to protect information, including where appropriate:
- HTTPS encryption in transit
- Access controls
- Role-based hotel-data separation
- Server-side token handling
- Encrypted secrets and credentials
- Audit logs
- Secure authentication
- Backup and recovery procedures
- Monitoring and error detection
- Rate limiting
- Vendor security reviews
- Data-minimization practices
No system can guarantee absolute security. You should not send sensitive information through unsecured email, public forms, or unauthorized channels.
If we identify a security incident affecting personal information, we will respond and provide notices as required by applicable law.
## 12. Hotel-level data separation
Each participating hotel’s data is intended to be separated from other hotels’ data through tenant-level controls.
Hotel users should only be able to access information authorized for their property. Guests should only access the hotel concierge session associated with their secure access token.
Do not rely on a public URL parameter alone to protect hotel data. We use or intend to use server-side authorization, secure tokens, expiration, revocation, and access controls.
## 13. Your privacy choices and rights
Depending on where you live and applicable law, you may have rights to:
- Know what personal information we collect
- Request access to personal information
- Request correction of inaccurate information
- Request deletion of personal information
- Request a copy or portability of certain information
- Opt out of certain marketing communications
- Withdraw consent where processing is based on consent
- Limit certain uses of sensitive personal information, where applicable
- Appeal a decision regarding a privacy request
- Avoid discrimination for exercising applicable privacy rights
To submit a request, contact:
We may need to verify your identity before completing a request. We will use information provided in a privacy request only to verify and respond to that request, except where otherwise permitted by law.
If you used a hotel-specific concierge, we may refer your request to the relevant hotel or ask you to contact the hotel directly when the hotel controls the applicable information.
We will respond within the period required by applicable law. If we deny a request, we will explain the reason where required and provide appeal instructions where applicable.
## 14. Texas residents
Austin Hotel Concierge is based in or serves businesses in the United States and may process information relating to Texas residents.
The Texas Data Privacy and Security Act and other laws may apply depending on our business size, activities, data practices, and applicable exemptions. Where applicable, we will provide the rights and choices required by law.
This Policy does not itself constitute a representation that Austin Hotel Concierge is subject to or compliant with any particular privacy law. We will update this section after legal review and confirmation of applicable thresholds and obligations.
## 15. California residents
If California privacy law applies to our processing, California residents may have rights that include:
- The right to know or access personal information
- The right to delete personal information
- The right to correct inaccurate information
- The right to opt out of sale or sharing, where applicable
- The right to limit certain uses of sensitive personal information, where applicable
- The right not to receive discriminatory treatment for exercising rights
California residents may submit requests using:
privacy@[yourdomain].com
```
We do not knowingly sell personal information for monetary consideration. We will update this section with required California disclosures, categories, retention details, and “Do Not Sell or Share My Personal Information” controls if our activities meet applicable legal definitions.
---
## 16. International visitors
Our services may be hosted or operated in the United States and other locations where our service providers operate. If you access the services from outside the United States, your information may be transferred to and processed in the United States.
International visitors may have additional rights under the laws of their country or region, including rights relating to access, correction, deletion, objection, restriction, portability, and withdrawal of consent.
If the platform is intentionally offered to guests in the European Economic Area, the United Kingdom, or Switzerland, we will provide any required notices, legal bases, transfer safeguards, representative information, and consent mechanisms.
---
## 17. Children’s privacy
Our services are intended for hotels, hotel staff, adult travelers, and general audiences. They are not directed to children under 13.
We do not knowingly collect personal information directly from children under 13. If you believe a child has submitted personal information to us, contact:
```text
privacy@[yourdomain].com
```
We will review the request and take appropriate action.
Where a higher age threshold applies under local law, we will follow the applicable requirement.
---
## 18. Third-party websites and services
Our website and concierge may contain links to third-party websites and services, including:
- Hotels
- Restaurants
- Activities
- Events
- Maps
- Transportation providers
- Booking platforms
- Cloudbeds
- Payment providers
- Social networks
We do not control third-party privacy practices. Review the relevant third party’s privacy policy before providing information or completing a transaction.
When you leave our service, this Privacy Policy may no longer apply.
---
## 19. Promotional and affiliate disclosures
Some recommendations or links may be:
- Hotel-preferred
- Sponsored
- Affiliate links
- Commission-generating referrals
- Partner placements
Where applicable, these relationships will be labeled or disclosed. Commercial relationships do not necessarily mean that a recommendation is appropriate for every guest.
Hotels may be able to configure whether they display independent editorial recommendations, hotel-preferred partners, sponsored content, or commission-generating links.
---
## 20. Changes to this Privacy Policy
We may update this Privacy Policy periodically to reflect changes in our services, technology, vendors, legal requirements, or business practices.
When we make changes, we will update the “Last Updated” date. If changes are material, we may provide additional notice where required by law.
Your continued use of the services after an updated Privacy Policy becomes effective means that you acknowledge the updated policy, subject to applicable legal requirements.
---
## 21. Contact us
For privacy questions, requests, or complaints, contact:
`
Austin Hotel Concierge
Legal company name: Corporatekeysa Pty Ltd
Address: 23b Danie Piennar
Email: info@austinhotelconcierge.com/
```