Privacy Policy

01. Introduction & Scope

HostAI Solutions (ABN 46 163 259 970) (“we,” “our,” or “us”) operates the website hostaisolutions.com and builds AI chatbots, AI voice agents, review management systems, and custom AI automations for hospitality and local businesses in Australia.

This policy applies to website visitors, prospective clients, active clients, and end-users who interact with the communication agents we build and operate.

02. Information We Collect

We collect information through three primary channels:

• Direct Communications & Enquiry Data: Contact information you give us — your name, email address, business phone number, business name, and the details of your enquiry — provided via our contact form or a booking call.
• AI Agent Interaction Logs: Conversation transcripts, structured intent data, voice call audio and recordings, caller phone numbers, and booking requests processed when end-users interact with chatbots or voice agents we have deployed on a client’s website, phone lines, or messaging channels.
• Technical Data: IP addresses, browser and device attributes, and server request logs recorded automatically by our web host as part of operating and securing the website.

03. Cookies & Analytics

This website uses Google Analytics 4, a measurement service provided by Google LLC. It runs on every page of this site, including this one.

What it collects: pages you view and when, how you arrived (for example a search engine, a link from another site, or typing the address directly), your approximate location derived from your IP address, and general details of your device and browser such as screen size, operating system and language. Google Analytics 4 truncates IP addresses and we have not enabled Google Signals, advertising features, or any cross-site advertising integration. We do not use it to identify you personally, and we do not combine it with the enquiry details you send us through the contact form.

Cookies: Google Analytics sets its own cookies in your browser, principally _ga and a cookie beginning _ga_, to recognise a returning browser and group page views into a single visit. These are set when the page loads. The data collected is transmitted to and stored by Google, on infrastructure located outside Australia, principally in the United States, and is subject to Google’s own privacy terms.

How to opt out. You can install Google’s official browser add-on at tools.google.com/dlpage/gaoptout, which stops Analytics collecting data from your browser on every site you visit. You can also block or delete cookies in your browser settings, or use your browser’s private browsing mode. Blocking these cookies does not affect any other function of this website.

We do not run Google Tag Manager, the Meta Pixel, or any advertising or retargeting tracker on this website.

The other cookies and local storage this site uses are strictly functional: remembering your light or dark theme preference, and maintaining your session where a logged-in area is used. Our web host also sets cookies necessary for page caching and security.

The “Chat on WhatsApp” button is an ordinary outbound link. It sets no cookies and shares nothing with WhatsApp until you choose to click it and send a message, at which point WhatsApp’s own privacy policy applies to that conversation.

04. How We Process & Use Data

HostAI Solutions processes data strictly for legitimate operational purposes:

• To build, train, test, and maintain the knowledge bases that let a client’s agent answer questions accurately.
• To handle live conversations, phone calls, and drafted review responses.
• To sync bookings, availability queries, and enquiries with a client’s calendar, CRM, or booking system.
• To monitor system health, prevent unauthorised access or prompt-injection attempts, and keep the systems operating safely.
• To meet our obligations under Australian Consumer Law, the Privacy Act 1988 (Cth), and other applicable law.

05. Call Recording & AI Disclosure

Where we operate an AI voice agent on a client’s phone line, calls may be recorded and transcribed so the conversation can be actioned, reviewed, and improved.

• Disclosure: The agent can announce at the start of a call that the call is being recorded and that the caller is speaking with an AI assistant. We configure this by default, and it is the setting we recommend to every client.
• Consent basis: Recording proceeds on the basis of notified consent — the caller is told at the outset and can end the call or ask to speak to a person. Requirements differ between Australian states, and we configure each deployment to meet the rules that apply to the client’s location, including the stricter provisions in Queensland.
• Storage: Recordings and transcripts are held in the voice platform and in the systems the client controls. We walk each client through those privacy and retention settings during setup.

Where a client instructs us to configure disclosure differently, responsibility for meeting the applicable recording and consent rules sits with that client as the operator of the phone line.

06. AI Model Privacy & Data Non-Monetisation

Knowledge bases we build are kept separate per client account. Client data is not used to train public foundation models and is not shared between client accounts.

07. Sub-processors & Infrastructure Partners

We use the following third parties to operate this website and deliver our services. Each row states what that party handles and the country its infrastructure sits in, so this list can be amended one line at a time as arrangements change.

Where a specific engagement requires an additional platform — for example the review management platform used to deliver Review Management, or infrastructure hosting an interactive demo — that platform is identified to the client before the service begins and recorded in the service agreement. We do not claim security certifications on behalf of our suppliers; where a supplier’s own certifications matter to you, we will point you to that supplier’s current documentation.

08. Overseas Disclosure (APP 8)

Some of the personal information we handle is stored or processed outside Australia. The countries currently involved are the United States and the United Kingdom. The table in section 07 states the location for each individual provider and is the authoritative list; it is updated as arrangements change.

• United States — this website and its enquiry records are hosted on shared infrastructure located there, contact form submissions are stored on that server and emailed to us, AI language model processing is carried out there, voice call handling and transcription for AI Voice Agents is performed there, the fonts used on this site are served from there, and Google Analytics 4 measurement data is transmitted to and stored by Google there.
• United Kingdom — our hosting supplier (20i Ltd) and our review management platform supplier (EmbedMyReviews Ltd) are both United Kingdom companies. We are confirming directly with EmbedMyReviews where review data is physically held, and will amend the table in section 07 when we have that in writing.

Before we direct any prospect or customer of yours to a third-party demonstration environment, we will tell you where that environment stores data and who can access it. If you would like the current overseas-storage position for a specific service before you engage us, ask and we will put it in writing.

09. Data Security & Retention

We apply reasonable administrative and technical safeguards to protect the information we hold. Traffic to and from this website is encrypted in transit using HTTPS.

Enquiry records, interaction logs, and call recordings are retained only as long as needed to deliver the service, meet the terms of an active agreement, and satisfy our legal obligations — after which they are deleted or de-identified. You can ask us at any time how long a particular category of data is held.

10. Your Rights

HostAI Solutions handles personal information in accordance with the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth). You have the right to:

• Access the personal information we hold about you.
• Ask us to correct information that is inaccurate, out of date, or incomplete.
• Ask us to delete personal information, including conversation logs and call recordings, where we are not required to keep it.
• Ask how an automated system reached a particular outcome, and ask to deal with a person instead.

11. Privacy Complaints (APP 1)

If you believe we have mishandled your personal information, please tell us first so we can put it right.

• How to lodge a complaint: Email info@hostaisolutions.com with the subject line “Privacy Complaint”, describing what happened and what outcome you are seeking.
• Acknowledgement: We will acknowledge your complaint within 5 business days.
• Our response: We will investigate and give you a written response within 30 days. If we need longer, we will tell you why and when to expect an answer.

If you are not satisfied with our response, you can refer the matter to the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au, by phone on 1300 363 992, or by writing to GPO Box 5218, Sydney NSW 2001.

12. Contact Us

If you have any questions about this Privacy Policy or wish to exercise your rights, please contact us: