Privacy Policy

Last Updated: 22 April, 2026

This Privacy Policy (“Policy”) describes how HostOp LLC (“HostOp,” “Company,” “we,” “us,” or “our”), a Texas limited liability company, collects, uses, discloses, and otherwise processes personal information in connection with your access to and use of https://hostop.ai/ and any related services, software, or applications (collectively, the “Service”).

By accessing or using the Service, you acknowledge that you have read and understood this Policy.

1. SCOPE AND APPLICABILITY

This Policy applies to all users of the Service, including visitors, registered account holders, and any individuals whose data is processed by HostOp in connection with the provision of the Service.

This Policy does not apply to third-party websites, platforms, or services that may be accessed through the Service, including but not limited to booking platforms and external integrations, which are governed by their own privacy policies.

2. INFORMATION WE COLLECT

HostOp collects information in the following categories:


2.1 Information You Provide Directly

We may collect personal information that you voluntarily provide, including but not limited to:

  • Name

  • Email address

  • Account credentials

  • Billing and payment information (processed via third-party payment processors such as Stripe)

  • Property, listing, and operational data submitted through the Service

  • Communications sent to HostOp, including support inquiries


2.2 Information Collected Automatically

When you access or use the Service, we may automatically collect certain information, including:

  • IP address

  • Browser type and version

  • Device identifiers

  • Operating system

  • Access times and usage patterns

  • Pages or features accessed within the Service

This information is collected through cookies, log files, and similar tracking technologies.


2.3 Information from Third-Party Integrations

Where you connect third-party platforms (including but not limited to short-term rental platforms such as Airbnb or equivalent services), we may receive information from such platforms in accordance with your authorization and the applicable third-party terms.

Such information may include listing data, booking data, messaging data, and related operational information necessary for the functionality of the Service.


3. GUEST DATA COLLECTED THROUGH THE GUEST PORTAL

HostOp's Guest Portal feature collects and processes information about guests who stay at properties managed by our Operators. This section explains how we handle guest data specifically.


What we collect. When a reservation is synced from your connected Property Management System, we receive and store: guest name, guest email address, guest phone number (where provided by the PMS), reservation dates, property assignment, and reservation status. When a guest uses the Guest Portal, we additionally collect: portal access timestamps, sections viewed, upsell offers viewed, upsell purchase history, and payment method details (stored by Stripe, not HostOp).


Why we collect it. To deliver the guest experience the Operator has configured, including check-in information, house rules, local recommendations, upsell offers, and post-stay communications. To process Upsell transactions via Stripe. To provide Operators with analytics on portal engagement and upsell performance.


Legal basis (GDPR). Processing is carried out under the legitimate interest of the Operator to deliver services to their guests (Article 6(1)(f) GDPR), and under contractual necessity where the guest has made an Upsell purchase (Article 6(1)(b) GDPR).


Retention. Guest data associated with a reservation is retained for the duration of the reservation plus twenty-four (24) months for accounting, tax, and dispute resolution purposes. Thereafter, guest personally identifiable information (PII) is deleted or anonymized, except where retention is required by applicable law (such as tax records).


Guest rights. Guests may request access to, correction of, deletion of, or portability of their personal data by emailing privacy@hostop.ai. HostOp will process verified requests within thirty (30) days. Guests in the European Economic Area, United Kingdom, or California have additional rights under applicable data protection law.


Sharing with Stripe. Guest payment information for Upsells is processed and stored by Stripe, Inc. and is not retained by HostOp. Stripe's privacy policy is available at stripe.com/privacy.


Sharing with Operators. The Operator managing the property receives all guest data necessary to operate the reservation, including guest contact information, reservation details, and Upsell purchase history. Operators are independently responsible for the handling of guest data in compliance with applicable law.


No sale of guest data. HostOp does not sell guest personal information. We do not share guest data with third parties except as described in this Privacy Policy, as required by law, or with the guest's explicit consent.

4. USE OF INFORMATION

HostOp processes personal information for the following purposes:

  • To provide, operate, and maintain the Service

  • To process transactions and manage subscriptions

  • To enable automation and platform functionality

  • To communicate with you regarding your account or service updates

  • To provide customer support and respond to inquiries

  • To improve, develop, and optimize the Service

  • To detect, prevent, and address technical issues, fraud, or misuse

  • To send marketing and promotional communications, subject to your opt-out rights

5. LEGAL BASIS FOR PROCESSING (WHERE APPLICABLE)

To the extent applicable under data protection laws, HostOp processes personal information on the following bases:

  • Performance of a contract

  • Legitimate business interests

  • Compliance with legal obligations

  • Consent, where required

6. COOKIES AND TRACKING TECHNOLOGIES

HostOp uses cookies and similar technologies to:

  • Enable core functionality of the Service

  • Authenticate users

  • Analyze usage patterns and performance

  • Improve user experience

You may modify your browser settings to refuse cookies; however, certain features of the Service may not function properly as a result.


Portal Analytics. When a guest accesses the Guest Portal, HostOp collects aggregated usage data (page views, time on page, upsell clicks) to provide analytics to Operators and to improve the Guest Portal product. This data is associated with the specific reservation but is not used for cross-site tracking or advertising.

7. SHARING AND DISCLOSURE OF INFORMATION

HostOp does not sell personal information.


We may disclose personal information under the following circumstances:

7.1 Service Providers

We may share information with third-party vendors who perform services on our behalf, including:

  • Payment processors (e.g., Stripe)

  • Cloud hosting providers

  • Analytics providers

  • Customer support tools


7.2 Third-Party Integrations

We may share or receive information from third-party platforms you choose to integrate with the Service in order to enable core functionality.


7.3 Legal Compliance and Protection

We may disclose information where required to:

  • Comply with applicable laws or legal processes

  • Enforce our Terms of Service

  • Protect the rights, property, or safety of HostOp, our users, or others

8. DATA RETENTION

We retain personal information for as long as necessary to:

  • Provide the Service

  • Comply with legal obligations

  • Resolve disputes

  • Enforce agreements

Retention periods may vary depending on the nature of the data and applicable legal requirements.

9. DATA SECURITY

We implement reasonable administrative, technical, and organizational safeguards designed to protect personal information. However, no system is entirely secure, and we cannot guarantee absolute security of your information.

10. INTERNATIONAL DATA TRANSFERS

HostOp is based in the United States. If you access the Service from outside the United States, you acknowledge and consent to the transfer, storage, and processing of your information in the United States and other jurisdictions where our service providers operate.

11. YOUR PRIVACY RIGHTS

Depending on your jurisdiction, you may have rights regarding your personal information, which may include:

  • Accessing your data

  • Requesting correction of inaccurate data

  • Requesting deletion of your data

  • Opting out of marketing communications

Requests may be submitted to the contact information provided below.

12. MARKETING COMMUNICATIONS

By using the Service, you may receive transactional and promotional communications from HostOp. You may opt out of marketing communications at any time by following the unsubscribe instructions included in such communications.

13. CHILDREN’S PRIVACY

The Service is not intended for individuals under the age of eighteen (18). We do not knowingly collect personal information from minors. If we become aware that such information has been collected, we will take appropriate steps to delete it.

14. THIRD-PARTY LINKS AND SERVICES

The Service may contain links to third-party websites or services. HostOp is not responsible for the privacy practices, content, or policies of such third parties.

15. CHANGES TO THIS PRIVACY POLICY

We reserve the right to modify or update this Policy at any time. Changes will be effective upon posting. Your continued use of the Service after such changes constitutes acceptance of the updated Policy.

16. CONTACT INFORMATION

For questions, requests, or concerns regarding this Privacy Policy, please contact:

HostOp LLC📧 support@hostop.ai