Privacy Policy

1. Who we are

Reservoice is the controller responsible for the personal data described in this policy. If you have any questions or wish to exercise your rights, you can reach us at privacy@reservoice.com.

2. Data we collect

We collect the following categories of personal data:

• Information you provide: when you fill in our hotel onboarding form, book a demo, or contact us — such as your name, hotel name, email address, phone number, and the hotel details you submit.
• Guest interaction data: messages, chat content, and call-related information processed by the AI assistant when it answers guests on behalf of a hotel.
• Technical data: IP address, device and browser type, approximate location, and usage information collected automatically when you use our website.

3. How we use your data

We use personal data to:

• Provide, operate, and set up the AI assistant for our hotel customers;
• Respond to your enquiries, demo requests, and onboarding submissions;
• Maintain the security, reliability, and performance of our services;
• Improve our products and develop new features;
• Comply with our legal obligations.

4. Legal bases under KVKK

We process personal data where it is necessary for the performance of a contract, where we have a legitimate interest (such as operating and improving our service and keeping it secure), where we are required to do so by law, or on the basis of your explicit consent where required. You may withdraw consent at any time.

5. WhatsApp and Meta platforms

Our service integrates with the WhatsApp Business Platform provided by Meta. When a guest contacts a hotel through WhatsApp, the message content is processed so the AI assistant can generate a reply. This processing is also subject to Meta's own terms and privacy policy. We only use this data to provide the assistant service and do not use WhatsApp message content for advertising.

6. Service providers

We rely on a limited number of trusted service providers that process personal data on our behalf, under appropriate agreements. These include cloud hosting and infrastructure, email delivery, AI model providers that generate assistant responses, and messaging platforms such as Meta's WhatsApp Business Platform. These providers may only process data according to our instructions.

7. Data sharing

We do not sell your personal data. We share it only with the service providers described above, with the hotel on whose behalf an assistant operates, and where required to comply with the law, enforce our terms, or protect the rights and safety of our users.

8. International transfers

Some of our service providers may process data outside of Türkiye. Where personal data is transferred abroad, we take steps to ensure it is protected in accordance with the requirements of the KVKK, including obtaining explicit consent where required or relying on the applicable safeguards.

9. Data retention

We keep personal data only for as long as necessary to provide our services, to fulfil the purposes described in this policy, and to comply with our legal obligations. When data is no longer needed, we delete or anonymise it.

10. Security

We apply appropriate technical and organisational measures to protect personal data against unauthorised access, loss, or misuse. No method of transmission or storage is completely secure, but we work to protect your information using industry-standard safeguards.

11. Your rights

Under Article 11 of the KVKK, you have the right to:

• Learn whether your personal data is being processed and request information about it;
• Know the purpose of processing and whether it is used accordingly;
• Request correction of incomplete or inaccurate data;
• Request deletion or destruction of your data within the conditions set out in the law;
• Object to outcomes that arise from automated analysis of your data;
• Claim compensation for damage caused by unlawful processing.

12. Cookies

Our website uses only the cookies and similar technologies needed to operate the site, remember your language preference, and keep it secure. We do not use them for advertising.

13. Children

Our services are intended for hotels and their representatives and are not directed to children. We do not knowingly collect personal data from children.

14. Changes to this policy

We may update this Privacy Policy from time to time. When we do, we will revise the "Last updated" date at the top of this page. We encourage you to review it periodically.

15. Contact

If you have questions about this Privacy Policy or wish to exercise your rights, please contact Reservoice at privacy@reservoice.com.