1. Data We Collect

HostFlow may collect and process the following categories of data to provide, develop, and secure the Service, handle billing, and meet legal obligations:

• Account and identity data: name, surname, email, phone, company / organization details, user role, and account preferences.
• Business and operations data: listing / property details, unit information, calendars and availability, pricing, reservation records, channel connections, messaging and task data, and usage logs.
• Guest and contact data: guest contact and reservation information entered by Users into the platform or synchronized from connected channels.
• Technical data: IP address, device / browser information, session data, cookies, and error / performance logs.
• Payment and billing data: subscription plan, invoice details, payment status, and limited payment-method information. Sensitive card data such as full card numbers and CVV are not stored in HostFlow systems; they are processed through the payment provider infrastructure.

2. How We Collect Data

Data may be collected through account registration, forms and surveys, use of the Service, support requests, email / phone communication, synchronization with connected third-party channels (for example Airbnb and Booking.com), and automated technical logging.

3. Purposes of Processing

Collected data may be processed in particular for the following purposes:

• Providing, operating, personalizing, and improving the Service
• Managing accounts, organizations, authorization, and security
• Running subscription, billing, collection, and payment processes
• Support, notifications, product updates, and campaign communications
• Preventing fraud, abuse, and security risks
• Complying with legal obligations
• Analytics, reporting, and product development
• Developing, training, testing, improving, and operating artificial intelligence, large language models (LLMs), and similar technologies

4. Artificial Intelligence and Large Language Models (AI / LLM)

HostFlow may use User data in current or future artificial intelligence features (including recommendation systems, automated reply / summarization, pricing assistants, operations assistants, search, classification, and similar functions).

In this context, HostFlow may use data collected or processed through the Service for:

• Developing, training, fine-tuning, evaluating, and improving AI / LLM models
• Designing, testing, and launching new AI features
• Increasing Service quality and operating automated decision / recommendation systems

5. Campaign, Product, and Service Communications

HostFlow may send campaigns, new feature announcements, product information, promotions, and service notices. Users may manage preferences in account settings or unsubscribe via the link in the relevant message.

Mandatory notices related to subscriptions, billing, security, contracts, and Service continuity may be sent regardless of marketing preferences.

6. Security and Retention of Personal Information

HostFlow applies reasonable technical and administrative measures to protect personal data against unauthorized access, loss, alteration, or disclosure. Access to data is limited to what is necessary for Service delivery, support, security, development (including AI), and legal obligations.

Personal data is not disclosed to third parties outside the purposes set out in the User Agreement / Terms of Service and this Policy, except as otherwise provided herein.

7. Use of IP Addresses

HostFlow may record and use IP addresses to detect system issues, maintain security, prevent abuse, protect Service quality, and perform general usage analysis. IP addresses may also be used to identify users in a general manner and to produce demographic / technical statistics.

8. Payment, Credit Card, and Subscription Security

HostFlow prioritizes User security in subscription payments. For online payments, credit card details are not stored in HostFlow systems; transactions are processed through the authorized payment provider (iyzico) and/or the relevant bank infrastructure.

9. Third-Party Websites, Applications, and Integrations

HostFlow may provide links to third-party sites within the website or application and may use channel / payment / infrastructure integrations (for example Airbnb, Booking.com, iyzico, cloud, analytics, or AI model providers).

HostFlow is not responsible for the privacy practices or content of these third parties. Users are encouraged to review the relevant third-party policies separately. Sharing data required for integrations to function with the relevant parties may be necessary by the nature of the Service.

10. Exceptional Disclosures to Third Parties

In the following limited cases, HostFlow may disclose User information to third parties outside the terms of this Policy:

• To comply with laws, decrees, regulations, and similar legal requirements
• To fulfill obligations under membership / service agreements concluded with Users
• To respond to investigations or inquiries properly conducted by competent administrative or judicial authorities
• Where disclosure is necessary to protect Users' rights or security
• Where sharing data with trusted service providers is necessary to deliver, host, bill, support, secure, or develop the Service (including AI / product development)

11. Email Security

Do not share credit card numbers, CVV, expiration dates, or similar sensitive payment information in emails sent to HostFlow. Email content may be visible to third parties; HostFlow cannot guarantee the security of information sent through this channel.

12. Browser Cookies

HostFlow may use cookies and similar technologies for session management, security, storing preferences, measuring performance, and improving the user experience.

13. Policy Updates and Acceptance

HostFlow may update, amend, or replace this Policy at any time, unilaterally.

The updated Policy takes effect as soon as it is published on the HostFlow website or within the Service. Separate approval from the User is not required.

Continuing to use the Service after publication means the updated Policy is deemed accepted without waiting for approval. If the User does not accept an update, they must stop using the Service immediately.