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Privacy Policy

Effective December 14, 2025

1. Introduction

withQ ("we," "our," or "us") provides artificial intelligence voice and text solutions for the hospitality industry. We value your privacy and are committed to protecting your personal data. This Privacy Notice explains how we process information when you visit our website or interact with our AI services at our partner hotels.

2. Our Role: Controller vs. Processor

It is important to understand our distinct roles:

  • For Website Visitors & Business Leads: We act as a Data Controller. If you request a demo on withqconcierge.com, we determine how your data is used.
  • For Hotel Guests: We act as a Data Processor. When you speak to our AI agent at a hotel, we process your data solely on behalf of the hotel (the Data Controller) to fulfill your service requests. The hotel's privacy policy governs that data.

Note on Family Usage

We understand that our services may be used by minor guests staying in a room registered to an adult (e.g., a child requesting housekeeping services). In such instances, we process the data as incidental to the performance of the contract with the registered adult guest. We do not knowingly build user profiles or behavioral models on individuals under the age of 18. All voice data from the room is treated under the same strict retention and security policies, regardless of the speaker's age.

3. Data We Collect & Why

We collect and process specific types of data depending on whether you are visiting our website or using our services as a guest at a partner hotel.

Website Cookies

We collect data related to site analytics and functionality to ensure our website works correctly.

Legal Basis: Legitimate Interest. Retention: For the duration of the session or up to 1 year.

Business Inquiries

If you request a demo or contact our sales team, we collect your name, email, and company information.

Legal Basis: Consent. Retention: Retained until you withdraw your consent.

Guest Voice Data

When you speak to our AI concierge, we process your voice audio to transcribe your requests (e.g., ordering towels) and route them to the appropriate hotel staff.

Legal Basis: Performance of a Contract (via the Hotel). Retention: 90 Days after your checkout date.

Note: Raw audio is securely archived or permanently deleted based on the specific data retention configuration of the partner hotel.

Guest Transcripts

We retain text-based transcripts of interactions to create service summaries, update guest preferences, and ensure system quality.

Legal Basis: Performance of a Contract (via the Hotel). Retention: 6 Months (Rolling).

4. How We Share Data

We do not sell your personal data. We share data only with:

  • The Hotel: We send your requests (e.g., "Room Service needed") directly to the hotel property where you are staying.
  • Service Providers: We use trusted cloud infrastructure (e.g., AWS, Google Cloud) to host our AI models. These providers are contractually bound to protect your data
  • Legal Obligations: We may disclose data if required by law, subpoena, or court order.

5. International Transfers

Our primary servers are located in the United States. If you are interacting with us from the EU/EEA, we rely on Standard Contractual Clauses (SCCs) and strict data processing agreements to ensure your rights are protected under GDPR.

6. Your Rights

Depending on your location (GDPR, CCPA), you have rights regarding your data:

  • Access: Request a copy of your data.
  • Deletion: Request that we erase your data ("Right to be Forgotten").
  • Correction: Fix inaccurate information.

To exercise these rights regarding Guest Data: Please contact the Hotel where you stayed directly. As the Data Controller, they authorize all guest data requests.

7. Security Measures

We employ enterprise-grade security, including AES-256 encryption for data at rest and TLS 1.3 for data in transit. We utilize strict Role-Based Access Control (RBAC) to ensure only authorized personnel can access system data.

8. Contact Us

withQ Privacy Team Email: support@withqconcierge.com Address: 1140 Harrison, Suite 434, San Francisco CA 94103, USA

Privacy Info for Young Guests (Under 18)

Can I use the digital concierge?

Yes, you can use the room phone to ask for things like towels, snacks, or information, but please ask your parent or guardian for permission first.

How we handle your voice

When you speak to our digital assistant, a computer listens to understand what you need (like "more toothpaste").

  • We do not create a personal file about you.
  • We only link your request to your Room Number, not to you as a child.
  • We delete the recording of your voice shortly after your stay is over.

Important Rule

Because the hotel room is booked by an adult, our system assumes it is speaking to an adult or someone helping them. If you are unsure about using the service, please let your parent make the call.