Privacy and personal data
Data scope and user choices for the website, hotel calls, bookings and payment links.
Content reviewed:
Data processing principles
Data scope depends on the feature: website enquiries, call handling, native bookings and external PMS connections are separate flows. Share only necessary information and enter card data on the provider’s checkout page.
Scope and data responsibility
This page describes website and application data flows. The hotel determines the purposes for guest stay and call data and acts as controller; the HotelVoice service operates under the hotel’s instructions and contract. Website enquiries require a separate notice identifying the service operator, request channel and processing grounds. This general policy does not replace that notice.
Official KVKK sourceDemo and contact enquiries
The form collects name, business email, phone, hotel name, role, room-count range, request type and optional notes. Details are stored to respond and arrange a discussion; rate limits protect the form. Submitting it does not subscribe you to advertising. Do not include guest identity documents, card details or API keys in notes.
Call and guest data
Caller number, time, duration, status and usage may be processed. Depending on recording preferences, audio, transcripts, summaries and structured guest requests may also be created. Audio recording and transcription are separate settings. Disabling storage does not eliminate real-time speech processing or basic metadata needed to handle the call.
Booking and payment data
The native PMS processes guest contact details, dates, party size, room, booking and payment status. Billing and contact information may be collected for payment; card numbers and CVV are entered on the provider’s checkout page. The assistant does not request card details. External PMS bookings and payments are completed on the provider’s page and are not treated as completed locally without verification.
Service providers and transfers
Depending on setup, data flows may involve Vapi and connected voice/model services, hosting and database infrastructure, payment providers and PMS/notification adapters. A contact enquiry summary may also reach the authorized team through Telegram when configured. Countries, recipients and transfer safeguards depend on actual accounts and contracts; exclusive storage in Türkiye is not promised.
Official KVKK sourceCookies and browser storage
Login cookies support the authenticated session. Optional visitor measurement starts only with your permission: page, campaign source, referring domain and button interactions are processed with random identifiers. These identifiers do not guarantee full anonymity. You can change the choice in the footer; refusal does not prevent using the contact form or booking pages.
Official KVKK sourceBrowser keys and durations
hotelvoice_analytics_consent stores permission or refusal in localStorage; the choice is valid for 180 days. With permission, hotelvoice_analytics_id stores a random visitor identifier and hotelvoice_attribution stores campaign attribution. These analytics keys are cleared on withdrawal or when an expired choice is detected on a subsequent visit. hotelvoice_analytics_session uses sessionStorage for the tab session. These periods do not define server event retention; you can also clear browser data in your browser settings.
Official KVKK sourceRetention, deletion and access
Access follows hotel membership and role permissions; authorized platform administrators may access data for support and operations. Call content has configurable retention and maintenance jobs. Copies at voice providers, backups, reservations and financial records have separate lifecycles. A single automatic deletion period is not assumed to cover every provider.
Individual rights and requests
Rights under KVKK include learning whether data is processed, requesting information on purposes and recipients, correction, deletion or destruction where conditions apply, notification of those actions to recipients, objection to adverse results from automated analysis, and compensation for damage. Contact the relevant hotel for its calls and bookings; identity checks should use only necessary information.
Official KVKK sourceData inventory
Privacy workflow
Auditable workflowManage your data choices
Change analytics preferences in the footer. Send requests about your hotel call or reservation to the relevant hotel.