Privacy Policy

1. Scope of This Privacy Policy

This Privacy Policy applies to personal information collected by HVT through www.hospitalityvoicetech.com (the “Website”) and through direct business communications related to inquiries made through the Website.

This Policy does not apply to personal information that HVT processes on behalf of hotel customers through HVT products and services. Such processing is governed by HVT’s agreements with the applicable hotel customer and the relevant hotel’s privacy policy.

2. Information We Collect

Information You Provide

When you subscribe to our newsletter, submit the demo request form, send us an email, or contact us through another direct business channel, we may collect:

• your first and last name;
• your email address;
• information included in your comment, email, or other communication; and
• other information you voluntarily provide in connection with an inquiry or business communication.

Information Collected Automatically

When you visit the Website, the Website and its technology providers may automatically collect certain technical information, such as:

• Internet Protocol address;
• browser, device type, and operating system;
• date and time of access;
• pages viewed and referring source; and
• website logs, diagnostic and error information, and information generated through cookies or similar technologies.

3. How We Use Information

We may use information collected through the Website and related business communications to:

• respond to your questions, comments, and other inquiries;
• arrange and provide product demonstrations;
• provide information about the products or services you request;
• send HVT news, product updates, and hotel technology insights when you subscribe to our newsletter;
• conduct appropriate business follow-up relating to your inquiry and manage current or prospective business relationships;
• operate, maintain, and improve the security, stability, and usability of the Website;
• prevent fraud, misuse, or other security issues;
• maintain appropriate business and communication records; and
• comply with applicable legal, regulatory, and contractual obligations.

4. How We Disclose Information

We may disclose personal information:

• to service providers that assist us with website hosting, form and email delivery, security, maintenance, and other business operations;
• where required by applicable law, court order, legal process, or government request;
• where reasonably necessary to investigate fraud or security incidents, enforce applicable agreements, or protect the legal rights, safety, and property of HVT or others; and
• in connection with a merger, acquisition, financing, sale of assets, or similar corporate transaction, subject to applicable law.

Service providers may process personal information only as necessary to provide services to HVT or as otherwise permitted by applicable law and contract.

5. Cookies and Similar Technologies

The Website may use cookies and similar technologies to support essential website functions, maintain security and stability, and remember settings or preferences related to website use. Depending on the Website’s configuration, cookies may also be used to understand website visits and interactions or to improve website performance and usability.

When you choose to allow analytics, HVT may use Google Analytics 4 to understand website traffic and marketing performance and Microsoft Clarity to understand website interaction patterns, including heatmaps and session recordings. HVT does not send the content you enter into newsletter or demo request fields to these analytics tools.

Analytics tools are not loaded until you make a choice through our analytics notice. Newsletter and demo request forms remain available if you decline analytics. We store your analytics choice locally so it can be remembered on later visits. You may change your choice at any time using the control below or by changing your browser settings.

Manage analytics choices

6. Data Retention

We retain personal information only for as long as reasonably necessary for the purposes described in this Privacy Policy, including responding to inquiries, managing business relationships, maintaining necessary records, complying with legal or contractual obligations, resolving disputes, and protecting legal rights. Retention periods depend on the type of information, the purpose of processing, and applicable legal and business requirements.

When information is no longer required, we take reasonable steps to delete, anonymize, or securely dispose of it.

7. Data Security

HVT uses reasonable administrative, technical, and organizational measures designed to protect personal information against unauthorized access, loss, misuse, alteration, destruction, or disclosure. No method of Internet transmission or electronic storage can be guaranteed to be completely secure, and we cannot guarantee that personal information will be free from all security risks.

8. Your Privacy Rights and Choices

Depending on your location and applicable law, you may have the right to request access to, correction of, or deletion of your personal information; object to or restrict certain processing; withdraw consent where processing is based on consent; opt out of marketing communications; or submit a complaint to an applicable privacy or data-protection authority.

You may unsubscribe from newsletter and other marketing emails at any time by using the unsubscribe option included in the message or by contacting HVT.

These rights may be subject to conditions, limitations, or exceptions under applicable law. To protect personal information, we may need to verify your identity before completing a request.

9. International Processing

HVT is based in the United States. Personal information may be processed in the United States or in other locations where HVT or its service providers operate. Privacy laws in those locations may differ from the laws in your country or region. Where required by applicable law, HVT will take appropriate measures to protect personal information processed across borders.

10. Third-Party Websites

The Website may contain links to third-party websites or services. HVT is not responsible for the independent privacy practices of third parties. You should review the privacy policy of any third party before visiting its website or providing information to it.

11. Children’s Privacy

The Website is intended for hotels, businesses, and professional users and is not directed to children. HVT does not knowingly collect personal information from children through the Website.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in the Website, our business practices, or applicable legal requirements. When we update this Policy, we will revise the “Last Updated” date at the top of this page. Where required by applicable law, we will provide additional notice of material changes.

13. Contact Us

For questions, concerns, or privacy requests, contact:

Hospitality Voice Tech
Email: support@hospitalityvoicetech.com
Website: www.hospitalityvoicetech.com