Privacy Policy

1. Introduction

BrandShadow (“we”, “us”, or “our”) is a product of KindStay Ltd. This Privacy Policy explains how we collect, use, and protect information when you use BrandShadow (brandshadow.ai) and our related services, including our ChatGPT application.

2. Information We Collect

Hotel account information: When a hotel registers with BrandShadow, we collect the hotel name, website URL, contact email, and billing information.

Brand and property data: Hotels provide us with descriptions, amenities, rates, images, and other property content for the purpose of AI visibility monitoring and content distribution.

Usage data: We collect anonymised data about how our platform is used, including audit runs, page views, and feature interactions.

Traveller queries via ChatGPT: When a traveller uses our ChatGPT application to ask about a hotel, we receive the query in order to return hotel information. We do not store personal information about travellers using the ChatGPT app.

3. How We Use Information

We use the information we collect to:

• Provide and improve the BrandShadow platform
• Run AI visibility audits and monitoring for hotel clients
• Serve verified hotel content through our ChatGPT application and MCP server
• Send service emails including audit results and platform notifications
• Comply with legal obligations

4. Information Sharing

We do not sell personal information to third parties.

We share data with:

• AI platforms (including OpenAI/ChatGPT) as part of our MCP content distribution service — this is limited to hotel property information that hotels have explicitly provided for this purpose
• Service providers who help us operate the platform (hosting, email delivery, analytics) under data processing agreements
• Law enforcement or regulatory bodies where required by law

5. Hotel Content and AI Distribution

When a hotel subscribes to BrandShadow and provides property content (descriptions, rates, booking links, images), that content is made available through our public MCP server endpoint and may be served to users of AI platforms including ChatGPT. Hotels control what content they provide and can update or remove it at any time through the BrandShadow dashboard.

6. Data Retention

Hotel account data is retained for the duration of the subscription plus 90 days following cancellation. Audit results and historical data are retained for 24 months. Anonymised usage data may be retained indefinitely.

7. Your Rights

If you are a hotel account holder, you have the right to access, correct, export, or delete your data. Contact us at privacy@brandshadow.ai to make a request.

If you are located in the UK or EEA, you have additional rights under GDPR/UK GDPR including the right to object to processing and the right to lodge a complaint with your supervisory authority.

8. Cookies

BrandShadow uses essential cookies for authentication and session management. We do not use advertising or tracking cookies.

9. Security

We use industry-standard security measures including HTTPS encryption, secure database hosting, and access controls. No method of transmission over the internet is 100% secure.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify registered users of material changes by email. The date at the top of this page reflects the most recent update.

11. Contact

For privacy-related questions or requests:

Email: privacy@brandshadow.ai
Website: brandshadow.ai