Privacy notice
Provisional text, prepared before legal review. It describes what this site and the demo channels actually do today.
Who is responsible
Reservoice ("we") is the controller for the personal data described here. You can reach us about anything in this notice at privacy@reservoice.com.
This notice covers reservoice.com and Reservoice's own demo channels: the demo chat on this site, the demo phone line 0850 303 95 69 and Instagram messages to @reservoice.ai. It does not cover the hotels that use Reservoice; each hotel is responsible for its own guests' data and has its own notice.
What we process, why, and on what basis
| When | What | Why | Legal basis (GDPR) |
|---|---|---|---|
| You visit the site | Technical data your browser sends (IP address, browser, the page requested) | To deliver the page and keep the server secure | Legitimate interest, Art. 6(1)(f) |
| You use the contact form | Name, e-mail, hotel, phone if you give it, your message, the page and language you wrote from | To answer you and, if you wish, to arrange a demo | Steps at your request before a contract, Art. 6(1)(b); legitimate interest, Art. 6(1)(f) |
| You chat with the demo hotel on this site | What you type, a random session id | To generate the demo's replies and to improve the demo | Your consent, Art. 6(1)(a), given in the chat before it starts |
| You call the demo line | Your phone number, the call audio while the call lasts, a written summary of the call | To run the call, and so our sales team can follow up on your interest | Legitimate interest, Art. 6(1)(f) |
| You message @reservoice.ai on Instagram | Your Instagram username and your messages | To answer you as the demo hotel | Legitimate interest, Art. 6(1)(f) |
| You book a demo | What you enter in Calendly (name, e-mail, answers), the time you choose | To hold the meeting | Steps at your request before a contract, Art. 6(1)(b) |
| You e-mail us | Your e-mail and what you write | To answer you | Legitimate interest, Art. 6(1)(f) |
Please do not share ID, card or health details in the demo channels. The demo hotel is not real: no reservation is made and no payment is taken.
Who receives it
We do not sell personal data and we do not use it for advertising. We use these service providers, each only for the purpose stated:
| Provider | Purpose | Location |
|---|---|---|
| Ultrahost | Our server, which hosts this site, the demo chat and our inquiry system | Istanbul, Türkiye |
| OpenAI | Generates the demo chat's replies from what you type | USA |
| Resend | Sends our team an e-mail copy of contact-form messages | USA |
| Google (Google Workspace) | Our e-mail | EU / USA |
| NetGSM | Carries calls to the demo line | Türkiye |
| LiveKit | Runs the demo line's voice agent | EU region |
| Deepgram | Turns the caller's speech into text during the call | USA |
| ElevenLabs, Freya | Turn the agent's replies into speech during the call | USA / Türkiye |
| Meta Platforms | Instagram messaging | Ireland / USA |
| Calendly | Demo booking, only when you open the booking calendar | USA |
The site loads no analytics, advertising or tracking tools, and its fonts and scripts are served from our own server.
Transfers outside the EU and Türkiye
Some providers above process data in the USA. Where they do, the transfer relies on the European Commission's adequacy decision for certified US companies or on the European Commission's standard contractual clauses that these providers offer. For the demo chat, you are also told about the transfer before you agree to start.
How long we keep it
- Contact-form messages and e-mails: up to 24 months after our last exchange, unless you ask us to delete them sooner.
- Demo chat conversations, demo call summaries and Instagram demo messages: up to 12 months.
- Demo bookings: as long as needed to hold and follow up the meeting, and at most 24 months.
- Server and application logs: this server keeps no access logs of page views. Application logs are kept only until the application is next updated, which happens regularly.
Your rights
You can ask us for access to your data, its correction or deletion, to restrict or object to its processing, and to receive it in a portable form. Where we rely on your consent (the demo chat), you can withdraw it at any time; this does not affect processing before the withdrawal. Write to privacy@reservoice.com. You may also complain to a data-protection authority, for example the one where you live.
If you are in Türkiye, the KVKK information notice sets out your rights under Turkish law.
Children
This site and the demo channels are meant for hotel professionals and are not directed at children.
Changes
When what we do changes, we update this notice and its version and date below.