Privacy Policy

Last updated: July 9, 2026

CleverStay (“CleverStay”, “we”, “us”, or “our”) helps short-term-rental hosts build scannable digital guidebooks and printed QR cards, and answers their guests’ questions with an AI assistant drawn from each host’s own property information. This Privacy Policy explains what information we collect, how we use and share it, and the choices and rights you have.

It covers two kinds of people:

Hosts - the people and organizations who create an account, build guides, and order printed products.
Guests - the people who scan a QR code or open a guide link to read a guide or ask the assistant a question. Guests do not need an account.

By using CleverStay you agree to this Privacy Policy. If you do not agree, please do not use the service.

Information we collect

Information hosts provide

Account and profile. Your name, email address, and the credentials used to sign in. We support email/password, Google sign-in, and one-time email sign-in links through our authentication provider. We do not store your Google password.
Organization and property details. The names, addresses, photos, amenities, house rules, check-in details, and other content you add to describe your properties and build your guides.
Guide content. The text, images, videos, and files you upload or generate to build guidebooks and printed materials.
Billing information. When you subscribe to a paid plan or order printed products, our payment processor collects your payment-card and billing details. We receive a limited record of the transaction (such as the last four digits, card brand, and status) but never your full card number.
Shipping information. The recipient name and postal address you provide so we can print and ship physical cards and signs.
Support and communications. The contents of messages you send us and any information you include when you contact support.

Information from your connected integrations

If you connect a property-management or channel-manager account (for example, to import a listing or sync reservations), we receive the listing content, reservation dates, and guest-stay information that you authorize that provider to share with us. We access this data only to provide the features you enable, and only for the organization that connected the account.

Information from guests

When a guest uses a guide, we may process:

The questions and messages a guest sends to the assistant, and the assistant’s answers.
The guest’s language preference, so we can translate a guide or reply in their language.
Basic usage and device information (see below).

Guests generally use CleverStay without signing in, and we do not ask guests for their name, email, or account. A guest’s questions may be shared with the host of that property so the host can answer or improve their guide (see “How we share information”).

Where a host has enabled the guest book and recommendations, guests can choose to post notes and place recommendations:

Posts are public to future guests of that property and persist after your stay - they are not private messages.
The display name you choose is published with your post; avoid using your full name.
Posts are screened automatically before publishing (contact-detail, link, and abuse checks; the text is processed by our AI subprocessor for screening only and is never used to train models), and the host can remove any post.
You can edit or delete your post for a limited window from the device you posted on. To request deletion later - including after your session has ended - use the deletion request option in the guide, or contact us quoting the post; see “Your privacy rights”.

Information we collect automatically

When anyone uses the service, we automatically collect:

Usage data such as the pages or guides viewed, features used, the time and duration of a visit, and referring links.
Device and connection data such as IP address, browser type and version, operating system, and general device identifiers.
Cookies and similar technologies used to keep you signed in, remember preferences, and understand how the service is used.
A security-purpose device identifier (a long-lived random value in a cookie) on guest devices, used only to recognize a returning device for stay verification - for example, so a guest who has already entered a property’s access code is not asked again during the same stay. It is never used for advertising or cross-site tracking, and it is deleted when a guest requests erasure.

For details on cookies and your choices, see our Cookie Policy.

How we use information

We use the information above to:

Provide, operate, and maintain the service, including hosting guides and generating assistant answers.
Create and secure host accounts and authenticate sign-ins.
Generate, translate, and improve guide content and assistant responses.
Process payments, subscriptions, and printed-product orders, and ship physical items.
Send transactional messages such as sign-in links, order and billing notifications, and important service updates.
Send product news and marketing to hosts, where permitted; you can opt out at any time.
Provide customer support and respond to your requests.
Measure and improve the service, understand usage trends, and develop new features.
Detect, prevent, and address fraud, abuse, security incidents, and technical problems.
Comply with legal obligations and enforce our agreements.

AI assistant and automated processing

CleverStay uses AI models to draft guide content and to answer guest questions from a host’s property information. Guest questions and the relevant guide content are sent to our AI and translation providers to generate a response. We do not permit these providers to use your or your guests’ content to train their general-purpose models. Assistant answers can be imperfect, so hosts are responsible for reviewing their guide content, and important decisions should not rely solely on an automated answer.

We do not sell your personal information. We share information only as described here:

Service providers (subprocessors). We share information with vendors who process it on our behalf, including our cloud hosting and infrastructure provider, authentication provider, payment processor, print-and-ship fulfillment partner, email-delivery provider, product-analytics provider, and AI and translation providers. They may use the information only to perform services for us.
Between hosts and guests. Guest questions and interactions for a property are made available to that property’s host. Guide content a host publishes is shown to that host’s guests.
Within your organization. Content and account activity are visible to other members of the same host organization according to their role.
Legal and safety. We may disclose information if required by law or valid legal process, or where we believe in good faith it is necessary to protect the rights, property, or safety of CleverStay, our users, or the public.
Business transfers. If we are involved in a merger, acquisition, financing, or sale of assets, information may be transferred as part of that transaction. We will notify you if it becomes subject to a materially different policy.
With your consent. We share information for any other purpose you direct or consent to.

Roles: hosts as controllers of guest data

For guide content and guest interactions, the host is responsible for the property information they publish and for how they use guest questions. CleverStay acts as a processor on the host’s behalf for that content. Hosts are responsible for having any notices or permissions their local law requires for the guides and signs they display to guests.

Data retention

We keep personal information for as long as needed to provide the service and for the purposes described in this policy. We retain host account and content data while an account is active and for a reasonable period afterward. We keep transaction and billing records as required for tax, accounting, and legal purposes. We may retain aggregated or de-identified data, which no longer identifies you, for longer.

International transfers

CleverStay is operated from the United States, and we and our service providers may process information in the United States and other countries where data-protection laws may differ from those where you live. Where required, we use appropriate safeguards for these transfers. By using the service, you understand that your information may be transferred and processed in these locations.

Security

We use commercially reasonable technical and organizational measures to protect personal information, including encryption in transit, access controls, and encryption of stored credentials for connected integrations. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

Your privacy rights

Depending on where you live, you may have rights to:

Access the personal information we hold about you.
Correct inaccurate information.
Delete your information.
Object to or restrict certain processing.
Receive a copy of your information in a portable format.
Opt out of marketing messages.

To exercise these rights, contact us at privacy@cleverstay.ai. We will respond as required by applicable law. You will not be discriminated against for exercising your rights. If you are a guest, the fastest path is usually to contact the host whose guide you used, since they control that content; we will help route requests where needed.

Depending on your region, you may also have the right to lodge a complaint with your local data-protection authority.

Children’s privacy

CleverStay is not directed to children under 13, and we do not knowingly collect personal information from them. If you believe a child has provided us personal information, please contact us and we will take steps to delete it.

Links to other websites

Guides and our site may link to third-party websites we do not control. We are not responsible for the content or privacy practices of those sites, and we encourage you to review their policies.

Changes to this policy

We may update this Privacy Policy from time to time. When we make material changes, we will update the “Last updated” date above and, where appropriate, notify hosts by email or a notice in the service. Your continued use of the service after an update means you accept the revised policy.

Contact us

If you have questions about this Privacy Policy or your information, contact us:

By email: privacy@cleverstay.ai