Who's responsible
The guide you're using was written by your host, the person or business letting the place you're staying. Your host decides what the guide says and what happens to what you send through it, so under data protection law your host is the controller.
Guest It LTD runs the guide for them as their processor: we store and deliver what you send only on your host's instructions, never for our own purposes. The one exception is our demo guide, which has no real host.
Your host's name and contact details are in the guide. Your host may also have a privacy notice of their own, which explains how they use your details.
What's collected and why
If you just read the guide
You don't need an account and you don't have to give any details. Our servers log what they need to deliver the page securely (your IP address, your browser and the time), and we count how many times a guide is opened from its QR code or plaque. That count isn't linked to you.
If you leave feedback
If your host has feedback switched on: your ratings and comments and, only if you choose to add them, your name and email address and whether you're happy for your host to contact you about your stay. Your host sees them in their dashboard and by email, and may use your contact details only to reply to you about your stay.
If you send your host a message
Your message and any name, phone number or email address you add. We send it straight to your host by email, and we don't keep a copy. If you add an email address, your host can reply to you directly.
If you ask the AI concierge
Your questions and the answers. See The AI concierge.
Your host decides why your data is used and the lawful basis for it; ask them if you'd like to know more. We use it only to run the guide for them.
The AI concierge
If your host has switched it on, you can ask questions about the property in the guide. You're talking to an AI assistant, not to your host. It writes its answers from your host's guide and notes, and like any AI it can be wrong, so check anything important with your host. In an emergency, call 999.
Your questions and the answers are sent to OpenAI, our AI provider in the United States, to write each answer. We send them with storage switched off; OpenAI may keep them for up to 30 days to detect and prevent abuse and then deletes them, unless the law requires otherwise, and it doesn't use them to train its models. For this transfer we rely on the standard contractual clauses in OpenAI's data processing addendum, with the UK addendum.
Your host can read the conversation in their dashboard. We delete it 90 days after your last message. Please don't share card details, passwords or health information in the chat.
Who else handles it
- Amazon Web Services: hosting, storage and email delivery, in the United Kingdom (London), with backups in Ireland.
- OpenAI: the AI concierge, in the United States (see above).
- Sentry: error monitoring, in the European Union. Error reports from guest pages are set up to leave out what you type and the guide data our code is working on at the time.
- Microsoft 365: our email, if you write to us.
We don't sell your data, we don't use it for advertising, and we don't track you across other websites.
How long it's kept
- Feedback answers: deleted 12 months after you give them.
- Your name and email, if you leave them with feedback: kept so your host can reply, and deleted when your host's Welcome data is deleted (12 months after their subscription ends), or sooner if you ask.
- Messages to your host: we don't keep a copy. Your host keeps the email for as long as they choose.
- AI concierge conversations: deleted 90 days after your last message.
- Server logs: up to 12 months, for security.
Cookies and your browser
Guest guides set one cookie, csrftoken, which protects the page's forms against cross-site request forgery. If you use the AI concierge,
the guide keeps a reference to your conversation in your browser's session storage so that you can carry on chatting; it's cleared when you close the tab.
If you leave feedback, the guide also notes in session storage that you've sent it during this visit, so the form isn't offered again; that's cleared when you close the tab too.
There are no analytics or advertising cookies on guest guides, and guest guides load nothing from other companies' servers.
More in our Cookie Policy.
Your rights
You can ask to see the data held about you, to correct it, to delete it, to restrict or object to how it's used, to receive a copy to take elsewhere, and to withdraw any consent you've given. Contact your host first, as they decide what happens to your data. You can also email us at support@guestit.co.uk with the guide's link; we'll pass your request to your host and help them answer it. We may need to check it's really you.
If you're unhappy with how your data has been handled, you can complain to the Information Commissioner's Office: ico.org.uk/make-a-complaint.
Reporting a guide
If a guide contains something unlawful, harmful or misleading, tell us at support@guestit.co.uk with the guide's link and what's wrong. We look at every report and can take a guide offline.
Our demo guide
Our demo guide, a fictional holiday cottage we show on our website, has no real host, so Guest It LTD is the controller for anything you send through it. We use it only to run the demo and to see how people use it, relying on our legitimate interest in showing how Welcome works.
- Messages to the demo's host aren't sent to anyone.
- Feedback you leave is stored and deleted after 12 months. If you add a name or email address, we won't use them for marketing, and we'll delete them if you ask.
- Questions to the demo's AI concierge are handled by OpenAI as described above and deleted after 90 days.
- Please don't enter real personal details into the demo.
Contact
- Email: support@guestit.co.uk
- Address: Guest It LTD, Unit 26g-26m Springfield Mill, Bagley Lane, Farsley, West Yorkshire, LS28 5LY, United Kingdom
- ICO registration: ZC095042
Our full Privacy Policy covers everything else we do with personal data.