Al Maxy Innovation And Artificial Intelligence Research And Consultancies FZ-LLC (hereinafter "we", "us", or "our") operates the website https://www.aimaxy.net and provides an AI voice agent service for hotel reservations (the "Service"). This page informs you of our policies regarding the collection, use, and disclosure of personal data when you use our Service and the choices you have associated with that data.
1. Definitions
- Service: The AI voice agent reservation service provided by our company.
- Personal Data: Any information relating to an identified or identifiable natural person.
- Guest: An individual who makes a hotel reservation via the Service.
- Hotel Partner: A hotel or hotel group that uses the Service to handle reservations.
- Permanent Email Address: A never-expiring email address created for each Guest, linked to their WhatsApp number (e.g., [whatsapp_number]@mail2w.com).
2. Information Collection and Use
We collect several different types of information for various purposes to provide and improve our Service to you.
2.1 Information You Provide to Us
- When you book a hotel via our AI voice agent: Your phone number (caller ID), name (if provided), room preferences, booking dates, and payment information (processed securely by the hotel's PMS).
- When you contact us: Your name, email address, hotel name, and message content.
- When you request a demo or start now: Your name, hotel name, job title, WhatsApp number, email address, and selected plan.
2.2 Information Collected Automatically
- Call Transcripts: When you interact with our AI voice agent, we generate transcripts of the conversation to process your booking and improve our Service. No audio recordings are stored.
- Usage Data: IP address, browser type, browser version, pages visited, time and date of visit, time spent on pages, and other diagnostic data.
- Cookies & Tracking Technologies: We use cookies and similar technologies to track activity on our Service and hold certain information (see our Cookie Policy).
2.3 Permanent Email Address Feature
When a Guest makes a booking, we automatically create a unique, permanent email address using their WhatsApp phone number (e.g., +971501234567@mail2w.com). This email address:
- Never expires – it remains active even after the Guest checks out.
- Is linked to the Guest's WhatsApp – emails are automatically delivered to the WhatsApp application.
- Enables hotels to send: booking confirmations, pre-arrival instructions, special offers, and loyalty communications.
- Is managed by the applicable hotel – the hotel is the data controller for communications sent to this address.
3. Legal Basis for Processing (GDPR)
If you are from the European Economic Area (EEA), our legal basis for collecting and using your personal information depends on the Personal Data we collect and the specific context in which we collect it. We process your Personal Data on one or more of the following bases:
- Performance of a contract: To fulfill your booking request (Art. 6(1)(b) GDPR).
- Legitimate interests: To improve our Service, prevent fraud, and maintain security (Art. 6(1)(f) GDPR).
- Legal obligation: To comply with applicable laws (e.g., tax retention).
- Consent: For marketing communications (you may withdraw consent at any time).
4. How We Use Your Data
- To process and confirm hotel reservations via our AI voice agent.
- To create and manage permanent email addresses for Guests.
- To deliver booking confirmations and hotel communications via email/WhatsApp.
- To provide customer support and respond to inquiries.
- To monitor and analyze usage of the Service (e.g., call analytics).
- To detect, prevent, and address technical or security issues.
- To send you marketing communications (only with your consent).
5. Sharing and Disclosure of Data
We do not sell your personal data. We may share your information in the following limited circumstances:
- With Hotel Partners: We share booking information (name, phone number, preferences, permanent email address) with the hotel you booked to fulfill your reservation.
- With Service Providers: We engage third-party companies to facilitate our Service (e.g., cloud hosting, email delivery, analytics). These providers have access to your data only to perform tasks on our behalf and are obligated not to disclose or use it for any other purpose.
- Legal Requirements: We may disclose your data if required to do so by law or in response to valid requests by public authorities.
- Business Transfer: In the event of a merger, acquisition, or asset sale, your data may be transferred.
6. Data Retention
We retain your Personal Data only for as long as is necessary for the purposes set out in this Privacy Policy.
- Call transcripts and summaries: Retained for 24 months to handle follow-up questions and improve Service quality.
- Permanent Email Address: Remains active indefinitely unless you or the applicable hotel requests deletion. You may request deletion of your permanent email address at any time by contacting the hotel or us.
- Booking data: Retained as necessary to fulfill the contract with the hotel and comply with legal obligations.
- Marketing data: Retained until you withdraw consent.
7. Data Security
We implement commercially reasonable administrative, technical, and physical safeguards to protect your Personal Data, including TLS 1.3 encryption for data in transit, 256-bit AES encryption for data at rest, regular security audits, and access controls. However, no method of transmission over the Internet is 100% secure.
8. Your Rights (GDPR and Other Jurisdictions)
If you are located in the European Economic Area (EEA), you have the following data protection rights: access, rectification, erasure, restriction, portability, objection, and withdrawal of consent. To exercise these rights, please contact us at privacy@aimaxy.net.
9. International Data Transfers
Your information may be transferred to and maintained on computers located outside of your country. We are headquartered in the United Arab Emirates (RAKEZ, Ras Al Khaimah). We take steps to ensure adequate protection for your data, including using standard contractual clauses approved by the European Commission.
10. Children's Privacy
Our Service is not intended for anyone under the age of 18. We do not knowingly collect personally identifiable information from anyone under 18.
11. Changes to This Privacy Policy
We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "last updated" date.
12. Contact Us
If you have any questions about this Privacy Policy or your data, please contact us:
- Email: privacy@aimaxy.net
- Mail: Al Maxy Innovation And Artificial Intelligence Research And Consultancies FZ-LLC, VB01, RAKEZ Business Zone, Ras Al Khaimah, United Arab Emirates