Privacy Policy

AereAI LLC, operating under the name “Digital Hostess” (“we,” “us,” or “our”), respects your privacy. This Privacy Policy explains what information we collect, how we use it, and your rights.

This Policy applies to:

• Restaurant Customers— restaurant owners and their staff who use the Digital Hostess dashboard and voice service.
• Callers— individuals who call a restaurant that uses Digital Hostess.

1. Information We Collect

From Restaurant Customers:

• Account information: name, email address, business name, business phone, and timezone.
• Billing information: processed by a third-party payment processor. We do not store full card numbers; the payment processor handles payment card data under its own privacy policy.
• Service configuration: your menus, FAQs, operating hours, website URL, and other restaurant details you upload.

From Callers:

• Phone number (via Caller ID).
• Any name, order, reservation details, or question the caller shares during the call.
• Call audio recording.
• Call transcript (text).
• The language the caller speaks (detected automatically).

We do not collect government ID, social security numbers, financial account numbers, biometrics, or health information from callers.

2. How We Use Information

We use the information to:

• Operate and provide the Service: route calls, generate AI responses, send payment and reservation links by SMS, and record interactions for the restaurant to review.
• Process subscription payments through our third-party payment processor.
• Send service-related emails to Restaurant Customers (invitations, invoices, service announcements).
• Improve the Service and troubleshoot issues.
• Comply with legal obligations, enforce our Terms, and protect against fraud.

We do not use caller information to build advertising profiles, sell to third parties, or share with anyone outside what is necessary to deliver the Service.

3. AI Disclosure

The Service is powered by artificial intelligence. When a caller dials a restaurant that uses Digital Hostess, they speak with an AI voice assistant, not a human.

• The AI will disclose it is an AI if the caller directly asks.
• The AI may occasionally produce incorrect or misleading output. It is a conversational assistant, not a substitute for professional advice.
• The AI is designed only for hospitality use (orders, reservations, questions). It is not designed for healthcare, legal, financial, or other regulated advice.

4. Call Recording and Consent

Every call to a restaurant using the Service is recorded. Before the AI begins speaking, the caller hears a disclosure played by our telephony provider:

“This call is being recorded for training and quality purposes. Stay on the line to consent, or hang up now.”

Callers who remain on the line give their consent to the recording. The recording is accessible to the Restaurant Customer whose phone was called and to AereAI LLC for the purpose of providing the Service.

5. Data Retention

• Call recordings, transcripts, and caller information are retained for the duration of the Restaurant Customer’s subscription.
• Account and billing information for Restaurant Customers is retained for the duration of the account plus any period required by applicable law or legitimate business purposes.
• When a Restaurant Customer’s subscription ends, we will delete associated data within a reasonable period, or in accordance with a verified deletion request as described in Section 8.

6. Service Providers (Sub-Processors)

We use third-party service providers to deliver the Service. Each provider processes data only as necessary for its role. The categories of sub-processors we rely on are:

• AI language model provider:generates the voice assistant’s responses.
• Telephony provider: handles inbound and outbound phone calls and SMS messages.
• Speech-to-text provider: transcribes caller audio into text in real time.
• Text-to-speech provider:synthesizes the voice assistant’s audio output.
• Text embeddings provider: indexes restaurant knowledge for fast lookups by the AI.
• Database and authentication provider: stores account data and powers the dashboard.
• Cloud hosting provider: hosts the Service infrastructure.
• Transactional email provider: sends service emails such as invitations, password resets, and notifications.
• Third-party payment processor: processes subscription payments.

Each sub-processor operates under its own privacy policy and security practices. A current list of our specific sub-processor vendors is available upon written request to support@digitalhostess.ai.

7. Data Sharing

We do not sell your personal data. We share data only:

• With sub-processors described above, to deliver the Service.
• When required by law, legal process, or to respond to lawful requests from public authorities.
• With your express consent for a specific purpose.
• In connection with a business transfer (such as a merger or acquisition), provided the recipient agrees to protect your data.

8. Your Rights

Depending on where you live, you may have the following rights regarding your personal information:

• Right to know what personal data we have about you.
• Right to request correction of inaccurate personal data.
• Right to request deletion of your personal data (“right to erasure”).
• Right to object to or restrict certain processing.
• Right to data portability.

To exercise any of these rights, email us at support@digitalhostess.ai with your request. We will respond within thirty (30) days of receiving a verified request.

We verify the requester’s identity before acting on deletion or correction requests. This protects you from unauthorized changes to your data by someone else.

9. Children

The Service is intended for use by individuals 18 years of age or older. The Service is not marketed to or directed at minors. We do not knowingly collect personal information from children under 13. If you believe a child under 13 has provided personal information to us, contact support@digitalhostess.ai and we will take appropriate steps to delete it.

A minor may call a restaurant that uses the Service in the normal course of restaurant operations (for example, to place a to-go order). In that case we will handle the call as any other, but the Service is not designed or marketed around minors as users.

10. Security

We use industry-standard technical and organizational measures to protect your data, including encryption in transit (TLS/HTTPS), access controls on our internal systems, and secure practices with our sub-processors. However, no method of transmission or storage is 100% secure, and we cannot guarantee absolute security.

If we discover a data breach that affects your personal information, we will notify you as required by applicable law.

11. International Data

Digital Hostess operates in the United States. Our sub-processors operate primarily in the United States. If you access the Service from outside the United States, your data will be transferred to and processed in the United States, which may have different data protection laws than your country of residence.

12. Changes to This Policy

We may update this Privacy Policy from time to time. If we make material changes, we will notify you by email or through the dashboard before the change takes effect. The “Last Updated” date at the top reflects the most recent change.

13. Contact

For questions about this Policy or your personal data:

• Privacy and data requests: support@digitalhostess.ai
• Billing inquiries: billing@digitalhostess.ai

AereAI LLC — Operating as “Digital Hostess”