Privacy policy

What we collect

• Account data — your email, name, and tenant settings.
• Property knowledge — the house facts you paste or upload so the AI can answer questions.
• Messages — inbound guest messages and outbound replies. Stored encrypted-at-rest. Guest email addresses and phone numbers are encrypted at the column level (AES-256-GCM) with a per-column blind index for deduplication.
• AI interaction telemetry — prompt/completion token counts, model used, confidence scores, and the thumbs-up/thumbs-down feedback you provide on drafts.
• Billing data — name, email, and card-on-file token from Stripe (we never store full card numbers).

How we use it

The data above is used exclusively to: (1) route messages between you and your guests, (2) generate AI draft replies, (3) bill you, (4) improve confidence scoring with your explicit feedback, and (5) protect the service (rate-limiting, abuse detection). We do not train third-party models on your data. We do not sell your data.

Sub-processors

We rely on the following sub-processors. Each is contractually bound by our Data Processing Agreement (DPA).

• Anthropic — LLM inference for draft generation (Claude Haiku / Sonnet / Opus).
• OpenAI — text embeddings for retrieval (text-embedding-3-small).
• Mailgun — outbound transactional email and inbound email parsing.
• Stripe — payment processing and subscription billing.
• Sentry — error monitoring. PII (emails, phone numbers) is scrubbed before any event leaves our servers.
• Railway — application hosting and Postgres infrastructure (EU and US regions).

Retention

We retain messages for as long as your account is active, with the following jurisdiction-specific defaults:

• Japan — 3 years (Minpaku record- keeping requirements).
• European Union — varies by member state (typically 1–3 years under local STR regulations).
• Other jurisdictions — we keep messages for the lifetime of the account unless you request deletion.

When you request account deletion, we soft-lock immediately and perform the hard delete after a 30-day grace period so accidental deletions can be reversed.

Your rights

Under GDPR, the Japan APPI, and the California CCPA you have the right to:

• Access — download a copy of everything we hold on you at any time from Settings → Your data.
• Erasure — request full deletion of your account or a specific guest's records. The deletion cascades to all related messages and conversations.
• Portability — the export is a self-contained JSON bundle you can take elsewhere.
• Rectification — edit your tenant profile and property knowledge directly in the host console.

A signed DPA is available on request for EU customers. Contact privacy@lobbyai.com.

Contact

Data-protection questions: privacy@lobbyai.com. General support: support@lobbyai.com.