Privacy Policy

Wedosoft Org Technology SRL ("we", "us", "our") is the company responsible for this Privacy Policy and for processing personal data in connection with our services.

Company details

Legal name: Wedosoft Org Technology SRL Registered address: Str. Plevnei 97, Cluj-Napoca, Romania Tax ID (CIF): RO40618680

You can request deletion of your account and associated personal data at any time. To do so, please contact us using the Contact Us form or by emailing support@wlcome.ai. We may need to verify your identity before completing your request.

Upon a valid request, we will delete or anonymize personal data associated with your account, except where we must retain certain information for legal, accounting, fraud‑prevention, or security reasons (for example, billing and tax records). We will notify you when the deletion is complete.

This section describes what information we collect from hosts when they create an account and configure an AI voice assistant for a property.

Account and authentication

When you sign up or log in, we collect basic account information such as your name and email address. You may authenticate using a standard email/password login or via Google or Facebook login. When you use a social login provider, we receive the information that provider shares with us (typically your email address, name, and a provider identifier) to create and secure your account.

Host phone number (urgent call routing)

We store the host phone number you provide so that the assistant can redirect urgent or important calls to you when needed (for example, when a guest requires immediate help).

Property and assistant configuration

We store the property details and assistant settings you provide, such as country, address, facilities, property rules, and any custom instructions. These details are generally intended to be public and used to help guests, but we still store them to operate the Service.

Purchasing a dedicated phone number

If you purchase a dedicated phone number for your assistant, payments are processed by our payment provider (e.g., Stripe). We do not store your full card details. We may store limited billing-related information needed to manage your subscription and purchases (such as payment status, plan, and transaction references).

We use the information we collect to operate, secure, and improve the Service, and to provide the features you request.

Provide and operate the Service

Create and manage your account, authenticate logins (including social login), and enable you to configure and run your AI voice assistant for your property.

Telephony features and urgent call routing

Provision and manage a dedicated phone number (if purchased) and route urgent calls to the host phone number you provide.

Support and communications

Respond to requests, provide technical support, send important service-related messages (such as security or billing notices), and troubleshoot issues.

Security and abuse prevention

Protect accounts and the platform, detect fraud or misuse, and enforce our Terms (for example, rate-limiting or preventing abusive usage).

Billing and accounting

Process subscriptions/purchases through our payment provider and maintain the records needed for invoicing, accounting, and compliance.

Improve and maintain the Service

Monitor performance and reliability, fix bugs, and improve features (using aggregated or de-identified data where possible).

We use the information we collect to operate, secure, and provide the Service, including account access, assistant configuration, telephony features, and billing.

Provide and operate the Service

Create and manage your account, authenticate logins (including social login), and enable you to configure and run an AI voice assistant for your property.

Telephony features and urgent call routing

Provision and manage your dedicated phone number (if purchased) and route urgent calls to the host phone number you provide when needed.

Support and service communications

Respond to your requests, provide technical support, and send important service-related messages (such as security, account, or billing notifications).

Security and abuse prevention

Protect accounts and the platform, detect and prevent fraud or misuse, and enforce our Terms.

Billing, accounting, and compliance

Process subscriptions and purchases through our payment provider and maintain records needed for invoicing, accounting, and legal compliance.

Maintain and improve reliability

Monitor performance, troubleshoot issues, and improve reliability and features (using aggregated or de-identified data where possible).

When guests call the phone number associated with your property, we process call data to connect the call to the AI assistant and, where applicable, to help you respond to urgent situations.

No call recording (default)

By default, calls are not recorded. We focus on connecting the caller to the AI assistant and enabling the Service to function reliably.

Caller phone number collection and sharing with the host (US properties)

For properties located in US territories, we play a brief audio notice at the beginning of the call stating that the call is not recorded, but that the caller’s phone number is collected and shared with the host so the host can take help actions if needed (for example, calling the guest back in urgent situations).

Call metadata

We may process call metadata such as timestamps and duration to operate the telephony feature, provide troubleshooting, and maintain security and reliability.

Where the GDPR applies, we process personal data based on one or more of the following legal bases, depending on the context:

Contract

To provide the Service you request (for example, account access, assistant configuration, and telephony features).

Legitimate interests

To maintain security, prevent fraud and abuse, ensure reliability, and support users (where these interests are not overridden by your rights).

Consent (where applicable)

For optional features or situations where consent is required under applicable law.

Legal obligation

To comply with tax, accounting, and other legal requirements, and to respond to lawful requests by authorities.

This Policy applies to (a) hosts who create an account and use the Service to configure and operate an AI voice assistant for a property, and (b) callers/guests who contact a property phone number operated through the Service.

Depending on the context, we may act as a “data controller” or a “data processor” under applicable privacy laws.

When we act as a controller

We act as a controller for information related to our own business operations, such as host account management, authentication, billing/subscription administration, customer support, security, and compliance.

When we act as a processor

When providing call-handling and AI assistant features for a host’s property (including processing caller phone numbers and call metadata), we generally act as a processor on behalf of the host. In those cases, the host is typically the controller for guest/caller data.

Data processing terms

Our Terms and Conditions (and any applicable data processing terms) describe the roles and responsibilities between hosts and us, including instructions, security measures, and the use of service providers.

We do not sell personal information. We share data only as needed to provide the Service, comply with law, and protect the Service.

Service providers (processors/sub-processors)

We use trusted service providers to help us operate the Service. Depending on the feature, this may include providers for hosting and infrastructure, telephony (for call routing and phone numbers), AI processing (for real-time assistant responses), payment processing (for subscriptions and purchases), and customer support tooling. These providers are subject to confidentiality and data protection obligations.

Legal and safety disclosures

We may disclose information if required to comply with law, respond to lawful requests, protect rights and safety, prevent fraud or abuse, or enforce our agreements.

Business transfers

If we are involved in a merger, acquisition, financing, or sale of assets, information may be transferred as part of that transaction, subject to appropriate safeguards.

We may process data in the United States, Romania, the European Union, and other countries where our service providers operate. Where required by law, we use appropriate safeguards for cross-border transfers and apply technical and organizational measures to protect personal data.

We retain personal data only for as long as necessary to provide the Service, comply with legal obligations, resolve disputes, and enforce agreements. Retention periods may vary depending on the type of data and the purpose for which it is processed.

Host account and configuration data

Account data and property/assistant configuration are retained while your account is active and for a reasonable period after account closure or deletion request, unless a longer period is required by law or for legitimate business purposes (such as security or dispute resolution).

Host phone number

The host phone number is retained while needed for the urgent call routing feature and may be deleted or updated by the host. We may retain limited audit logs of changes for security purposes.

Call data

Call metadata (such as timestamps and duration) and caller phone numbers (where collected and shared with the host) are retained for limited periods consistent with operational needs and the host’s settings, then deleted or anonymized where feasible.

Billing records

We retain billing and transaction records as required for accounting, tax, and compliance purposes.

We implement administrative, technical, and organizational measures designed to protect personal data, including access controls, encryption in transit where appropriate, and monitoring for abuse. No system is perfectly secure, and we continuously work to improve our safeguards.

Depending on your location, you may have rights under applicable privacy laws, such as access, correction, deletion, restriction, objection, and data portability. Where processing is based on consent, you may withdraw consent at any time.

How to exercise rights

To submit a request, contact us using the details in the “Contact” section. We may need to verify your identity before completing a request.

Guest/caller requests

If you are a caller/guest and your request relates to a host’s property (for example, call logs shared with a host), the host may be the relevant controller. We may refer you to the host or assist the host in fulfilling the request, as applicable.

EU/EEA complaints

If you are in the EU/EEA, you may lodge a complaint with a supervisory authority if you believe processing infringes applicable law.

The Service uses AI to generate real-time responses during calls based on the assistant configuration provided by the host. We do not record calls by default. Where we derive operational labels (such as a topic category), we aim to minimize stored information and avoid storing sensitive content.

The Service is intended for use by adults and is not directed to children. We do not knowingly collect personal data from children. If you believe a child has provided personal data to us, please contact us to request deletion.

This Policy should be read together with our Terms and Conditions and our Cookie Policy. The Cookie Policy explains how we use cookies and similar technologies and how you can manage cookie preferences.

We may update this Policy from time to time. We will post the updated version on our website and update the “Last Updated” date. Your continued use of the Service after changes become effective means you accept the updated Policy.

If you have questions about this Policy or want to exercise your rights, contact us at support@wlcome.ai.