Terms & legal documents

The Dutch version is leading. An English translation can be requested via info@horecahub.ai.

HorecaHub ("we", "us") values your privacy. This privacy statement explains which personal data we process, why, how long we keep it and which rights you have.

Scope

• Our website and online services
• Our AI customer-service software (chat, voice/telephony, email and messaging channels)

1) Contact details

• Trade name: HorecaHub
• Address: Vlierweg 12, 1032LG Amsterdam, Netherlands
• Email: info@horecahub.ai

2) Which personal data do we process?

A) Website visitors

• IP address and technical data needed to operate the website
• Browser and device data
• Visit data, depending on your cookie choice

B) Contact requests

• Name (if provided)
• Email address and/or phone number
• Content of your message

C) Customers and platform users

• Account data (email and login)
• Settings and usage data within the software
• Support requests and communication

D) End users (guests) who chat, call or email

• Contact details (phone or email, depending on the channel)
• Chat, email and call content (reservation requests, questions, remarks)
• Metadata (time, language, channel)

E) Email data via connected Gmail or Outlook mailbox

• Contact details and content of incoming emails from guests
• Metadata such as time, sender and channel

We use the Gmail API (Google) and the Microsoft Graph API (Outlook / Microsoft 365) solely to read incoming emails from guests and generate automatic replies on behalf of your venue. Processing happens at the moment of handling; we do not permanently store the content of those emails in our own systems afterwards. We never use this data to train AI models, for advertising or profiling, and we do not sell or share it with third parties for commercial purposes. You can revoke access at any time via your Google account (Security > Third-party apps) or your Microsoft account (Privacy > Apps and services).

Important: in many cases the business using HorecaHub (e.g. the restaurant) is the party that determines why and how data is processed. HorecaHub then processes on behalf of that customer.

3) Why do we process personal data?

• To provide the website and services
• For contact and communication
• Support and service
• Security (abuse detection, logging, fraud prevention)
• Improvement of our services

4) Legal basis

• Performance of a contract
• Legitimate interest (security and operations)
• Consent (e.g. cookies, connecting your Gmail or Outlook mailbox)
• Legal obligations

5) Sharing with others

• Hosting/IT providers
• Communication providers (telephony, messaging, email providers such as Google and Microsoft)
• Tools for support, logging and monitoring

We have confidentiality and security agreements with suppliers that process on our behalf. We do not sell personal data.

6) Transfers outside the EU/EEA

Some technical providers may process data outside the EU/EEA. In that case we apply appropriate safeguards under the GDPR.

7) Retention

• Content of incoming Gmail and Outlook messages: not stored permanently in our systems; only processed at the moment a reply is generated
• Contact requests: as long as needed for handling and follow-up
• Support requests: as long as needed for handling and quality improvement
• Security logs: as long as necessary
• Conversation and chat data: depending on settings and agreements with the customer using HorecaHub

8) Security

• Encrypted connections (TLS)
• Access controls (authorised people only)
• Logging/monitoring to detect abuse and incidents

9) Your rights

• Access to your data
• Correction of inaccurate data
• Erasure (where possible)
• Restriction of processing
• Objection to processing based on legitimate interest
• Data portability (where applicable)
• Withdrawal of consent, including disconnecting Gmail or Outlook

Submit a request to info@horecahub.ai.

10) Cookies

We use cookies. You can set your preferences via our cookie banner.

11) Complaints

Complaint? Email info@horecahub.ai. You may also file a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens).

12) Changes

We may update this privacy statement. The latest version is always on this page.

The Dutch version is leading. An English translation can be requested via info@horecahub.ai.

The Dutch version is leading. An English translation can be requested via info@horecahub.ai.