Privacy Policy

Last Updated: May 15, 2025

Welcome to AskViolet.ai! We provide an AI-powered voice concierge service to hotels, designed to make guest stays smoother and more enjoyable. We believe in clear and transparent communication, especially when it comes to your privacy. This Privacy Policy explains how we collect, use, and protect information.

We encourage you to read this policy to understand our practices.

1. What This Policy Covers

This Privacy Policy applies to:

• Our AskViolet.ai website (e.g., askviolet.ai) and any related subpages (our "Site").
• Our AI voice concierge services that we offer to hotels and are used by their guests (our "Services").

This policy applies when you visit our Site, when hotel staff use our Services to manage guest experiences, and when hotel guests use AskViolet.ai during their stay.

Our legal address is 325 Front St. W, 4th floor, Toronto, Ontario M5V 2Y1, CA.

By using our Site or Services, you're agreeing to the practices described in this policy. If our Terms of Service with a hotel client say something different from this Privacy Policy, the Terms of Service will take precedence.

2. Information We Collect and How We Use It

We collect information to provide and improve our Services, and to communicate with you. We get this information in a few ways: when you or a hotel provide it to us, when we get it from a hotel's systems (with their permission), and through technology like cookies on our Site.

Types of Personal Information We May Handle

"Personal Information" is any information that can identify you or is related to an identifiable person. It doesn’t include data that’s been anonymized so it can’t be linked back to you.

For Hotel Guests (when you use AskViolet.ai at a hotel):

• Your voice commands, questions, and the conversationsyou have with AskViolet.ai. We keep transcripts and interpretations of these to understand and respond to you.
• Details related to your stay that help us assist you, like your room number (often provided by the hotel or confirmed by you).
• The requests you make (e.g., for fresh towels, room service, information about the hotel, or a wake-up call).
• Any preferences you share with AskViolet.ai (e.g., "I prefer still water").
• Sometimes, reservation details shared by the hotel to help us personalize your experience (e.g., your length of stay).
• Your name (if shared by the hotel or if you provide it).

For Our Hotel Clients (hotel staff using our systems):

• Names, email addresses, and phone numbers.
• Account usernames and passwords for our administrative tools.
• Your role or department at the hotel.

For Visitors to Our Site or General Business Contacts:

• Names, email addresses, phone numbers, and company information if you provide them (e.g., by filling out a contact form).
• Payment information (like credit card details) if you subscribe directly to any of our services not covered by a hotel's main agreement.

Cookies and Similar Technologies (Mainly for Our Site)

Like many websites, we use "cookies" and similar technologies on our Site and for our administrative tools. Cookies are small data files stored on your browser that help websites remember things about you.

We use them to:

• Make our Site work better and easier for you to use.
• Understand how our Site is used, which helps us improve it.
• See if there’s any suspicious activity.
• Remember your account information for future visits if you have an account with us.

You can usually control cookies through your browser settings. If you disable cookies for our Site, some features might not work as well.

We might also collect general information like your IP address, browser type, computer type, and screen resolution. This helps us make sure our Site and Services work correctly and helps us diagnose any technical problems. We may also get an idea of your general location from your IP address. We sometimes use services like Google Analytics to understand Site usage. You can learn more about Google's practices and opt-out options on their website.

How We Use Your Personal Information

We use the Personal Information we collect for legitimate business purposes, including:

• Providing and Operating Our Services: This is our main goal! We process your voice commands and requests to help you as a hotel guest, or to assist hotel staff in managing the service.
• Supporting Our Hotel Clients: We provide hotels with the tools and information they need to offer AskViolet.ai to their guests and manage the service effectively.
• Improving Our Services: We analyze how AskViolet.ai is used to make it better. This includes training our AI models to understand requests more accurately and enhance the overall guest experience. When we do this, we often use anonymized or aggregated data (data that doesn’t identify individuals), and always in line with our agreements with hotels.
• Responding to You: If you contact us with a question or request, we’ll use your information to reply.
• Administrative Communications: We might send important service updates or information to our hotel clients.
• Personalizing Experiences: Where a hotel enables it, we might use information from your interactions to make your experience with AskViolet.ai more tailored (e.g., remembering a preference you stated during your stay).
• Security and Fraud Prevention: To protect our Site, Services, and users.

We may use and share information that is not Personal Information (like anonymous usage statistics) for any purpose, unless law requires otherwise.

3. Sharing and Disclosure of Information

We don't sell your Personal Information. Your mobile information will not be sold or shared with third parties for promotional or marketing purposes. Additionally, text messaging opt-in data and consent will not be shared with any third parties, except as required to provide the Services you have requested or as required by law.

We only share information in the following ways, as necessary:

• With the Hotel Where You Are a Guest: When you use AskViolet.ai at a hotel, we share the information about your requests and interactions with that hotel. This allows them to provide you with services, understand your needs, and manage their operations. The hotel is generally the primary party responsible for your data in this context.
• With Third-Party Service Providers: We work with trusted third-party companies that help us provide and improve our Services. These include providers for voice transcription, AI model hosting, data hosting, IT support, and customer service. We have contracts with them that require them to protect your information and only use it for the services they are providing to us.
• With Other Services Integrated by the Hotel (at the Hotel's Direction):If you ask AskViolet.ai to do something that involves another service the hotel uses (like booking a table at the hotel restaurant through their system, or requesting a taxi), we will share the necessary information to fulfill your request, on behalf of the hotel.
• For Legal Reasons: We may share information if we believe it's necessary to comply with laws, respond to valid legal requests (like a court order), protect our rights or property, protect the safety of any person, prevent fraud, or address security or technical issues.
• In Case of Business Transfers: If we are involved in a merger, acquisition, bankruptcy, or sale of assets, your information might be transferred to the new entity. We would ensure they are bound by commitments similar to this Privacy Policy.

4. Your Choices

• Marketing Communications (from AskViolet.ai directly):If you are a business contact (like hotel staff) and receive marketing emails from us, you can opt-out by using the "unsubscribe" link in the email or by replying with "unsubscribe." This won’t stop essential service-related communications.
• Hotel Guest Data: If you are a hotel guest, AskViolet.ai processes your data mainly on behalf of the hotel where you are staying. If you want to make choices about your data (like opting out of certain uses), you should usually contact the hotel directly. They are responsible for how your data is used during your stay.

5. Protecting Your Information

We take the security of your information seriously. We use reasonable administrative, technical, and physical measures to protect Personal Information from loss, misuse, unauthorized access, disclosure, alteration, and destruction. Our servers are primarily located in [Specify Primary Data Center Location(s), e.g., Canada and/or the United States].

While we strive to protect your information, please remember that no method of transmitting or storing data is 100% secure.

6. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we’ll change the "Last Updated" date at the top. We encourage you to review this policy periodically. If we make significant changes that affect our hotel clients, we will notify them as agreed in our contracts. Your continued use of our Site or Services after we post changes means you accept the revised policy.

7. International Data Transfers

We are based in Canada. Your Personal Information may be stored and processed in any country where we have facilities or where we use service providers (for example, our servers may be located in Canada or the United States). This means your information might be transferred to countries outside of your country of residence, which may have different data protection rules. By using our Site or Services, you (and hotels on behalf of their guests) consent to these transfers.

8. Contact Us and Your Rights

If you have an account for our administrative tools (e.g., if you are hotel staff), you might be able to update your information by signing in.

For any questions about this Privacy Policy or our privacy practices, please contact us at:

Regarding Information Processed on Behalf of Hotels:

As mentioned, when AskViolet.ai is used by a hotel guest, we are typically acting as a "data processor" or "service provider" for the hotel (the "data controller"). This means the hotel is primarily responsible for your Personal Information.

If you are a hotel guest and have questions, or want to exercise your rights regarding your Personal Information (like requesting access, correction, or deletion of data related to your interactions with AskViolet.ai during your stay), pleasecontact the hotel directly. We will support our hotel clients in responding to these requests as required by law and our agreements with them.

We have a Data Protection Officer (or a designated privacy contact) who can be reached at the email address above. We also provide Data Processing Agreements (DPAs) to our hotel clients where appropriate.

9. For Children

Our Site and Services are not intended for direct, unsupervised use by children under 13 (or a higher age if required by local law). We don’t knowingly collect Personal Information directly from children. If a guest makes a request that mentions a child (like needing a cot), we process that as part of the adult guest's request. If you are a parent or guardian and believe your child has directly given us Personal Information without your consent, please contact the hotel where you stayed, or contact us using the details above.