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Privacy Policy for Xenia Hospitality Engine

Last Updated: 12 November 2024

1. Introduction

Xenia Hospitality Engine ("we," "us," or "our") is committed to complying with South Africa's Protection of Personal Information Act (POPIA) and safeguarding your personal information. This Privacy Policy explains how we collect, use, store, and share your personal information when you interact with our service.

2. Information We Collect

In compliance with POPIA, we collect and process your information only for the purpose of providing, improving, and personalising our service. We may collect:

i. User Input Data: Information you provide in conversations (e.g., text input).

ii. Usage Data: Data about how and when you use the service to help us understand user patterns and enhance our offerings.

We strive to collect only the minimal amount of information necessary and do not collect personally identifiable information unless you provide it directly.

3. How We Collect Your Information

Information is collected through your interaction with our services ie. the Xenia Hospitality Engine (GPT) and voluntary disclosures.

4. How We Use Your Information

Your information is processed for specific, lawful purposes, including:

i. Providing responses: To enable our service to respond accurately to your inputs.

ii. Improving Service Quality: To analyse usage and improve the service experience.

We do not use your data for purposes other than those stated here without informing you.

5. Information Sharing and Disclosure

Your data is not shared with any third parties unless:

i. Required by law or court order.

ii. Necessary to prevent fraud, ensure security, or protect our rights.

Any third-party processing will adhere to strict data protection agreements as per POPIA requirements.

6. Data Security

We take reasonable and appropriate measures to secure your personal information and prevent loss, misuse, unauthorised access, or disclosure. These measures include:

i. Using encryption for data storage.

ii. Limiting access to authorised personnel only.

In the event of a data breach, we will notify affected users as required by POPIA.

7. Data Retention

We retain your personal information only as long as necessary to fulfil the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law.

8. Your Rights

Under POPIA, you have the right to:

i. Access: Request access to your personal information.

ii. Correction: Correct or update inaccurate personal information.

iii. Deletion: Request deletion of your personal information if it is no longer needed.

iv. Opt-out: Request to be omitted from the focus group and test run.

To exercise these rights, please contact us at shaminchibba@gmail.com.

9. Changes to the Privacy Policy

We may update this Privacy Policy to ensure continued compliance with POPIA. Changes will be communicated and the effective date updated at the top of the document.

10. Contact Us

For questions about this Privacy Policy or to exercise your data rights under POPIA, please contact us at shaminchibba@gmail.com.

Shamin Chibba

+27 84 645 4805

shaminchibba@gmail.com

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