How TheFrontDeskAI collects, uses, and protects your personal information when you use our AI virtual receptionist platform.
TheFrontDeskAI is an AI-powered virtual receptionist service operated by TheFrontDeskAI (a proprietary business registered in India). Our platform provides 24/7 automated voice and WhatsApp-based guest communication services to short-term rental hosts in India.
Our registered office is in Delhi, India. For all privacy-related matters, you can reach us at privacy@thefrontdeskai.in.
Plain language summary: TheFrontDeskAI is an Indian company that gives Airbnb and Booking.com hosts an AI receptionist. This policy explains what data we collect from hosts, guests, and website visitors — and what we do with it.
We collect different categories of information depending on your relationship with our platform:
A. Property Host Account Data
B. Guest Data (provided by Channel Partner Integration)
C. Call & Conversation Data
D. Website & Dashboard Usage Data
| Purpose | Data Used | Basis |
|---|---|---|
| Deliver the AI receptionist service — answer guest calls and WhatsApp messages | Guest phone, booking dates, property knowledge base | Contract performance |
| Route inbound calls to the correct property | Caller ID, Active Bookings database | Contract performance |
| Send post-call WhatsApp summary to host | Host mobile number, call transcript | Contract performance |
| Manage your subscription, billing, and invoices | Host billing details, payment history | Contract performance |
| Send low-balance alerts and auto top-up notifications | Host mobile, minute balance | Legitimate interest |
| Improve AI accuracy and voice model training | Anonymised call transcripts (no personal identifiers) | Legitimate interest |
| Fraud prevention and platform security | IP address, login activity, payment signals | Legitimate interest |
| Regulatory compliance and legal obligations | All data categories as required by law | Legal obligation |
| Send product updates and service announcements | Host email and mobile number | Consent (opt-out available) |
We do not sell your data. We do not use your data or your guests' data for advertising purposes. We do not allow third-party advertisers to access any personal information on our platform.
Under India's Digital Personal Data Protection Act, 2023 (DPDPA) and applicable data protection principles, we process personal data under the following lawful bases:
When you connect your Airbnb or Booking.com account to TheFrontDeskAI via our channel partner, your guests' booking data (name, phone number, stay dates) is automatically synced to our platform to enable the AI receptionist service.
Host responsibility: As the property owner and the person who has a direct contractual relationship with your guests, you are responsible for informing your guests that an AI-powered virtual receptionist service handles inbound enquiries. We recommend adding a note in your Airbnb listing description or your check-in welcome message: "Guest queries are handled by an AI virtual receptionist service. Calls and messages may be recorded and transcribed for service quality purposes."
Guest data received via Channex.io is processed strictly for the purpose of routing calls and WhatsApp messages to the correct property AI. We do not contact your guests directly for any marketing purpose.
Guest phone numbers and booking data are automatically deleted from our Active Bookings database 30 days after the check-out date. Call transcripts are retained for 90 days unless the host deletes them earlier from their dashboard.
All inbound guest calls are handled by our AI system. In compliance with TRAI (Telecom Regulatory Authority of India) regulations, every call begins with a disclosure that the caller has reached an AI-powered virtual assistant.
We share your data only with service providers necessary to operate the platform. All partners are bound by data processing agreements and are prohibited from using your data for their own purposes.
| Partner | Role | Data Shared |
|---|---|---|
| Vapi.ai | Voice orchestration platform | Caller audio stream, property system prompt |
| Sarvam AI | Speech-to-text & text-to-speech | Audio stream (no personal identifiers retained post-processing) |
| OpenAI | AI language model (GPT-4o) | Transcribed guest query + property context (anonymised) |
| Exotel | Cloud telephony, Indian virtual numbers | Caller ID, call duration metadata |
| Meta (WhatsApp Cloud API) | WhatsApp message delivery | Guest phone number, message content |
| Channex.io | OTA booking data sync (channel manager) | Guest name, phone, booking dates — received from Airbnb/Booking.com |
| Razorpay | Payment processing | Billing details, transaction ID |
| Bubble.io | Platform database & dashboard hosting | All account and operational data |
We may disclose personal data if required by law, court order, or a regulatory authority (including TRAI, RBI, or the Ministry of Electronics and Information Technology).
| Data Category | Retention Period |
|---|---|
| Host account and profile data | Duration of subscription + 2 years after account closure |
| Guest booking records (Active Bookings) | 30 days after check-out date, then automatically deleted |
| Call transcripts and recordings | 90 days (host may delete earlier from dashboard) |
| WhatsApp message logs | 90 days |
| Billing and invoice records | 7 years (Indian tax law requirement) |
| Website analytics data (anonymised) | 26 months |
| Support correspondence | 3 years from last interaction |
We implement industry-standard technical and organisational measures to protect personal data against unauthorised access, disclosure, alteration, or destruction:
If you suspect a data security incident, please contact us immediately at security@thefrontdeskai.in. We will acknowledge all security reports within 24 hours and notify affected individuals within 72 hours if a breach is confirmed, in line with India's DPDPA obligations.
Under India's Digital Personal Data Protection Act, 2023 (DPDPA), you have the following rights in relation to your personal data:
To exercise any of these rights, email privacy@thefrontdeskai.in with the subject line "Data Rights Request — [Your Name]". We will respond within 30 days.
Property hosts may also delete their call logs, transcripts, and guest booking records directly from their dashboard at any time.
Our marketing website (thefrontdeskai.in) uses cookies and similar tracking technologies for the following purposes:
You can control cookie preferences through your browser settings. Disabling analytics cookies will not affect your ability to use the platform.
We do not use advertising or retargeting cookies. TheFrontDeskAI does not display third-party advertisements and does not participate in ad networks.
We may update this Privacy Policy from time to time to reflect changes in our services, technology, or legal requirements. When we make material changes, we will:
Continued use of the platform after the effective date of an updated policy constitutes acceptance of the revised terms.
For any questions, requests, or complaints relating to this Privacy Policy or your personal data, please contact:
Grievance Officer — TheFrontDeskAI
Email: privacy@thefrontdeskai.in
WhatsApp / Phone: Available to subscribed hosts via the dashboard support channel
Address: Delhi, India
We will acknowledge your grievance within 48 hours and resolve it within 30 days of receipt, as required under India's Information Technology (Intermediary Guidelines and Digital Media Ethics Code) Rules, 2021.
If you are not satisfied with our resolution, you may approach the Data Protection Board of India once established under the DPDPA, 2023.
Our team responds to all privacy queries within 48 hours. You can also manage your data directly from your host dashboard.
TheFrontDeskAI is being built for any business where a missed call means a lost guest, patient, or customer. Airbnb and villa hosts are first — you're shaping the foundation everything else will be built on.