Privacy Policy

At myhotail, we believe that trust begins with transparency. Protecting your personal data is an important part of how we build and operate our business. This Privacy Policy explains what personal data we collect, how we use it, who we share it with, and the choices and rights you have when using our Services.

We are committed to processing personal data responsibly, securely, and in accordance with the European General Data Protection Regulation ("GDPR") and other applicable data protection laws.

Please read this Privacy Policy carefully before using our website or any of our Services.

The controller responsible for the processing of personal data described in this Privacy Policy is:

myhotail GbR
Strelitzer Str. 66
10115 Berlin
Germany

Authorized Representative Partners

• Clemens Miller
• Mateo Iacovelli

Email: info@myhotail.com

If you have any questions regarding this Privacy Policy or the way we process personal data, you can contact us at the email address above.

This Privacy Policy applies whenever you interact with myhotail, including when you:

• visit our website;
• contact us by email or through a contact form;
• request a demo or consultation;
• create or use an account for our AI Visibility Dashboard;
• purchase or request an AI Visibility Report;
• engage us for website audits, website redesign, AI visibility optimization, AI automation, consulting or related professional services;
• communicate with us as a customer, supplier, partner or prospective customer.

This Privacy Policy applies only to personal data processed by myhotail.

It does not apply to third-party websites, applications or services that may be linked from our website. Those services operate under their own privacy policies, and we encourage you to review them before providing any personal data.

For the purposes of this Privacy Policy, the following definitions apply.

Company

"myhotail", "we", "our" or "us" means myhotail GbR, consisting of the authorized representative partners Clemens Miller and Mateo Iacovelli.

Services

"Services" means all products and services offered by myhotail, including our AI Visibility Dashboard, AI Visibility Reports, website audits, website redesign and optimization, AI visibility optimization services, AI automation services, consulting services, and any related products or features.

Dashboard

The subscription-based online platform through which customers can manage their account, complete onboarding, initiate scans, access scan history, manage settings and use available dashboard functionality.

AI Visibility Report

A standalone report generated by myhotail and delivered directly to the customer via email.

Professional Services

Consulting and implementation services provided by myhotail, including website audits, website redesign, website optimization, AI visibility optimization, AI automation services and related consulting.

Personal Data

Any information relating to an identified or identifiable natural person as defined by the GDPR.

Processing

Any operation performed on personal data, including collection, storage, organization, use, disclosure, deletion or any other processing activity as defined under the GDPR.

We only collect personal data that is necessary to provide our Services, operate our business, comply with legal obligations and improve the experience for our customers.

Depending on how you interact with myhotail, we may collect different categories of information.

Information You Provide Directly

When you contact us, create an account, request our Services or otherwise communicate with us, you may provide information including:

• your name;
• your business email address;
• your company name;
• your role or job title;
• your telephone number (if provided);
• your hotel name;
• your hotel website;
• information you submit through contact forms;
• information you provide during onboarding;
• information contained in emails or other communications with us.

Providing this information is generally voluntary. However, certain information may be necessary for us to provide the Services you request.

Account Information

If you register for our AI Visibility Dashboard, we may process information including:

• your account credentials;
• authentication information;
• account preferences;
• subscription information;
• billing-related information;
• scan usage;
• dashboard settings;
• account activity required to operate the platform.

For security reasons, passwords are never stored in plain text.

Information Related to Your Hotel

To provide our Services, you may enter information relating to your business, such as:

• hotel name;
• hotel website URL;
• business contact information;
• analysis preferences;
• information required to perform website audits or AI visibility analyses.

Our Services are designed around publicly available business information and information that you choose to provide to us. We do not require you to upload guest information, reservation data or other customer databases in order to use our Services.

Payment Information

If you purchase paid Services, payment processing is handled securely by our payment provider.

We do not store complete payment card information on our own systems.

Billing information such as company name, billing address, invoices and payment status may be processed as necessary for accounting, invoicing and legal compliance.

Information Collected Automatically

When you visit our website or use our Services, certain technical information is collected automatically.

This may include:

• IP address;
• browser type and version;
• operating system;
• device information;
• language settings;
• pages visited;
• referring website;
• date and time of access;
• session information;
• technical log data required to ensure the security, stability and performance of our Services.

This information helps us operate, secure and improve our Services and detect misuse or technical issues.

Communications

If you contact us, request support or otherwise communicate with us, we process the information contained in those communications in order to respond to your request, provide support and improve our customer service.

This may include email correspondence, meeting requests, consultation notes and other business communications.

Information We Do Not Intentionally Collect

Our Services are not designed to process special categories of personal data under Article 9 GDPR, such as health information, biometric data, political opinions, religious beliefs or similar sensitive information.

We also do not require customers to upload guest databases, reservation systems or other customer records in order to use our Services. If such information is submitted unintentionally, we encourage you to contact us so that we can take appropriate action.

We only process personal data where we have a legitimate reason to do so. Depending on how you interact with our Services, we use your information for one or more of the following purposes:

• Providing and operating our Services;
• Creating and managing customer accounts;
• Delivering AI Visibility Dashboard functionality;
• Generating and delivering AI Visibility Reports;
• Performing website audits and professional consulting services;
• Providing customer support;
• Processing payments and managing subscriptions;
• Communicating with you regarding your account or our Services;
• Improving, maintaining and securing our Services;
• Detecting fraud, misuse or unauthorized access;
• Complying with legal obligations; and
• Exercising or defending legal claims where necessary.

We never use your personal data for purposes that are incompatible with those described in this Privacy Policy.

Under the GDPR, every processing activity must be supported by a legal basis.

Depending on the circumstances, we process your personal data on one or more of the following legal grounds:

Performance of a Contract (Art. 6(1)(b) GDPR)

Most processing takes place because it is necessary to provide the Services you have requested.

This includes, for example:

• creating your account;
• authenticating users;
• operating the AI Visibility Dashboard;
• generating AI Visibility Reports;
• performing website audits;
• providing consulting services;
• processing payments;
• responding to support requests.

Without this processing, we would be unable to provide the requested Services.

Legitimate Interests (Art. 6(1)(f) GDPR)

In certain situations, we process personal data because we have a legitimate interest in operating and improving our business.

This may include:

• protecting our platform against abuse;
• monitoring system security and stability;
• preventing fraud;
• improving our website and Services;
• analysing technical performance;
• maintaining internal business records;
• responding to legal claims.

Whenever we rely on legitimate interests, we carefully balance those interests against your rights and freedoms.

Consent (Art. 6(1)(a) GDPR)

Where required by law, we process personal data only with your consent.

This may include, for example:

• non-essential cookies;
• marketing communications;
• newsletters;
• optional analytics technologies.

You may withdraw your consent at any time. Withdrawal of consent does not affect processing carried out before the withdrawal.

Legal Obligations (Art. 6(1)(c) GDPR)

In certain situations, we are legally required to process or retain personal data.

This includes obligations relating to:

• accounting;
• taxation;
• commercial record keeping;
• responding to lawful requests from authorities; and
• complying with other applicable legal requirements.

Our AI Visibility Dashboard enables customers to manage their subscription, initiate scans and access dashboard functionality.

When using the Dashboard, we may process information including:

• account information;
• authentication data;
• subscription details;
• hotel information provided during onboarding;
• website URLs;
• scan history;
• dashboard settings;
• usage information necessary to operate the platform.

The Dashboard is designed to provide customers with visibility into their AI presence and related insights.

The Dashboard does not require customers to upload guest information, reservation databases, property management system data or similar customer records.

We process Dashboard information solely for the purpose of providing the requested functionality, maintaining platform security, improving performance and fulfilling our contractual obligations.

myhotail also offers AI Visibility Reports as a separate Service.

To generate these reports, we process information that is necessary to perform the requested analysis, including information relating to the relevant hotel or website.

Completed reports are delivered directly to the email address provided by the customer.

AI Visibility Reports are independent from the Dashboard and are not stored within Dashboard user accounts unless explicitly stated otherwise for a particular Service.

In addition to our digital products, we provide professional services including:

• website audits;
• website redesign;
• website optimisation;
• AI visibility optimisation;
• AI automation implementation;
• consulting and advisory services.

Where necessary to perform these services, we may process personal data provided by our customers throughout the engagement.

We process only the information reasonably necessary to deliver the requested services and communicate with the customer.

Some of our Services use artificial intelligence to generate analyses, recommendations and other outputs.

To provide these features, information supplied by customers-such as hotel websites, business information or analysis parameters-may be processed by carefully selected AI service providers acting on our behalf.

Depending on the Service requested, these providers may include:

• OpenAI;
• Anthropic;
• Google Gemini;
• Google AI Overview; and
• Perplexity.

We only transmit the information necessary to generate the requested output.

AI-generated results are intended to support decision-making and should not be interpreted as legal, financial or other professional advice.

Although we continuously work to improve the quality of our Services, AI-generated outputs may contain inaccuracies, omissions or outdated information. The accuracy of AI-generated analyses may also change over time as AI models, publicly available information and external systems evolve.

To operate our Services efficiently and securely, we work with carefully selected third-party service providers. These providers process personal data only where necessary to perform services on our behalf or to fulfil contractual obligations.

Depending on the Services you use, we may work with providers in the following categories:

Hosting & Infrastructure

We host parts of our Services using Vercel, which provides the infrastructure required to deliver our website and certain online services.

Authentication & Database

User authentication, account management and database services are provided through Supabase.

Email Communication

Business email communication is managed through Google Workspace.

Appointment Scheduling

Where you book meetings or consultations with us, appointment information may be processed through Google Calendar.

Payment Processing

Payments are securely processed by Stripe. We do not store complete payment card information on our own systems. Payment information is processed directly by Stripe in accordance with its own privacy practices.

Artificial Intelligence Providers

To generate AI-powered analyses and recommendations, we may use carefully selected AI providers, including:

• OpenAI
• Anthropic
• Google Gemini
• Google AI Overview
• Perplexity

These providers receive only the information necessary to perform the requested functionality.

We regularly review the providers we use and may replace or add providers where this improves the quality, reliability or security of our Services. This Privacy Policy will be updated where required.

Some of the service providers we use may process personal data outside the European Economic Area ("EEA").

Whenever personal data is transferred internationally, we take appropriate measures to ensure that the transfer complies with applicable data protection laws.

Depending on the provider and destination country, these safeguards may include:

• an adequacy decision issued by the European Commission;
• participation in the EU–U.S. Data Privacy Framework, where applicable;
• the European Commission's Standard Contractual Clauses (SCCs); or
• other lawful transfer mechanisms permitted under the GDPR.

We seek to work with providers that maintain high standards of privacy and security and regularly evaluate our service providers as our business evolves.

Our website uses cookies and similar technologies to provide a secure and reliable user experience.

Cookies are small text files that are stored on your device when you visit a website.

We use different categories of cookies depending on their purpose.

Strictly Necessary Cookies

These cookies are required for the operation, security and functionality of our website.

They cannot be disabled through our cookie preferences because the website would not function correctly without them.

Functional Cookies

Functional cookies allow us to remember certain preferences and improve your experience when using our website.

Analytics Cookies

Where enabled, analytics cookies help us understand how visitors interact with our website so that we can improve our Services.

Analytics cookies are only used where required by applicable law and, where necessary, only after obtaining your consent.

Marketing Cookies

If we introduce marketing or advertising technologies in the future, these cookies will only be used in accordance with applicable law and, where required, with your prior consent.

You can manage or withdraw your cookie preferences at any time through our cookie settings or your browser settings.

Additional information about the cookies we use is available in our Cookie Policy.

We retain personal data only for as long as necessary to fulfil the purposes described in this Privacy Policy or to comply with legal obligations.

The exact retention period depends on the type of information and the purpose for which it was collected.

For example:

• Account information is generally retained for as long as your account remains active.
• Billing and accounting records are retained for the periods required under applicable tax and commercial laws.
• Customer communications may be retained for as long as reasonably necessary to provide support, resolve disputes and maintain business records.
• Technical logs are retained only for as long as necessary to ensure the security, stability and operation of our Services.

Where personal data is no longer required, we will securely delete or anonymise it unless we are legally required or otherwise permitted to retain it.

Protecting personal data is an important part of our business.

We implement appropriate technical and organisational measures designed to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or unauthorised access.

These measures may include:

• encrypted communication using HTTPS;
• secure authentication procedures;
• access controls based on business need;
• regular software updates;
• monitoring of system security;
• restricted access to personal data;
• reputable cloud infrastructure providers.

Although we work continuously to protect personal data, no method of electronic transmission or storage can guarantee absolute security.

For this reason, we encourage all users to choose strong passwords, protect their login credentials and notify us immediately if they believe their account has been compromised.

Under the GDPR, you have a number of rights regarding the personal data we process about you. Depending on the circumstances, these rights include:

• The right to access your personal data.
• The right to request correction of inaccurate or incomplete personal data.
• The right to request the deletion of your personal data.
• The right to request the restriction of processing.
• The right to object to certain processing activities.
• The right to receive your personal data in a structured, commonly used and machine-readable format (data portability).
• The right to withdraw your consent at any time where processing is based on consent.
• The right to lodge a complaint with a competent data protection supervisory authority.

We aim to respond to all legitimate privacy requests as quickly as possible and, where applicable, within the time limits required by the GDPR.

We may update this Privacy Policy from time to time to reflect changes to our Services, legal requirements or our data processing practices.

When we make material changes, we will update the "Last updated" date at the beginning of this Privacy Policy. Where required by applicable law, we will also provide additional notice.

We encourage you to review this Privacy Policy periodically to stay informed about how we process and protect your personal data.

If you have any questions about this Privacy Policy, your personal data, or the way we process information, we encourage you to get in touch with us.

myhotail GbR
Strelitzer Str. 66
10115 Berlin
Germany

Authorized Representative Partners

• Clemens Miller
• Mateo Iacovelli

Email: info@myhotail.com

We are committed to handling privacy requests promptly and transparently. If you wish to exercise any of your rights under the GDPR or have any concerns regarding the processing of your personal data, please contact us using the details above.

Thank you for taking the time to read our Privacy Policy. We appreciate the trust you place in myhotail and remain committed to protecting your personal data with transparency, care and respect.