Privacy Policy

Your privacy is important to vGuest ("vGuest", "we", "our", or "us"). This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you access our website, chatbot, and associated services (collectively, the "Services"). By using the Services, you acknowledge that you have read and understood this Policy.

1. Scope

This Policy applies to any visitor, prospective guest, or partner ("user", "you") who interacts with the Services. It does not apply to third‑party websites or services that may be linked from our platform.

2. Information We Collect

3. How We Use Your Information

We use the information we collect for the following purposes:

• Service Delivery: To provide, operate, and maintain our Services, including processing bookings and responding to inquiries.
• Communication: To send you service-related communications, updates, and promotional materials (with your consent).
• Improvement: To analyze usage patterns and improve our Services, including AI chatbot responses and user experience.
• Security: To detect, prevent, and address technical issues, fraud, and security threats.
• Legal Compliance: To comply with applicable laws, regulations, and legal processes.

4. Legal Basis for Processing (GDPR)

If you are located in the European Economic Area (EEA), we process your personal data based on:

• Contractual Necessity: Processing necessary to perform our contract with you.
• Legitimate Interests: Processing necessary for our legitimate business interests, such as improving our Services.
• Consent: Processing based on your explicit consent, which you may withdraw at any time.
• Legal Obligation: Processing necessary to comply with legal requirements.

5. Data Sharing and Disclosure

We may share your information with:

• Service Providers: Third-party vendors who assist us in operating our Services (e.g., hosting, analytics, payment processing).
• Business Partners: Hotels, visitor centers, and heritage sites that use our platform to serve you.
• Legal Requirements: When required by law, court order, or governmental authority.
• Business Transfers: In connection with a merger, acquisition, or sale of assets.

We do not sell your personal information to third parties for their marketing purposes.

6. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to:

• Remember your preferences and settings
• Authenticate users and prevent fraud
• Analyze site traffic and usage patterns
• Deliver targeted advertisements (with your consent)

You can control cookies through your browser settings. Note that disabling cookies may affect the functionality of our Services.

7. Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes outlined in this Policy, unless a longer retention period is required or permitted by law.

• Account Data: Retained for the duration of your account plus 3 years after closure.
• Transaction Records: Retained for 7 years for tax and legal compliance.
• Chat Logs: Retained for 2 years for service improvement and dispute resolution.
• Analytics Data: Aggregated and anonymized data may be retained indefinitely.

8. Data Security

We implement appropriate technical and organizational measures to protect your personal information, including:

• Encryption of data in transit (TLS/SSL) and at rest
• Regular security assessments and penetration testing
• Access controls and authentication mechanisms
• Employee training on data protection practices
• Incident response procedures for data breaches

While we strive to protect your information, no method of transmission over the Internet is 100% secure. We cannot guarantee absolute security.

9. Your Rights

Depending on your location, you may have the following rights regarding your personal data:

• Access: Request a copy of your personal data.
• Rectification: Request correction of inaccurate or incomplete data.
• Erasure: Request deletion of your personal data ("right to be forgotten").
• Restriction: Request restriction of processing in certain circumstances.
• Portability: Request transfer of your data to another service provider.
• Objection: Object to processing based on legitimate interests or direct marketing.
• Withdraw Consent: Withdraw consent at any time where processing is based on consent.

To exercise these rights, please contact us at support@vguest.ai. We will respond within 30 days.

10. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. These countries may have different data protection laws.

When we transfer data internationally, we ensure appropriate safeguards are in place, such as:

• Standard Contractual Clauses approved by the European Commission
• Adequacy decisions by relevant authorities
• Binding Corporate Rules where applicable

11. Children's Privacy

Our Services are not intended for children under 16 years of age. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.

12. Third-Party Links

Our Services may contain links to third-party websites or services. We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies before providing any personal information.

13. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the updated Policy on this page with a new "Last updated" date. Your continued use of the Services after any changes constitutes acceptance of the revised Policy.

14. Contact Us

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

• Email: support@vguest.ai
• General Inquiries: info@vguest.ai

If you are in the EEA and believe we have not adequately addressed your concerns, you have the right to lodge a complaint with your local data protection authority.