Privacy Policy

1. Who we are

HospitalityTechAI is a product of HexaTech (“we”, “us”, “our”). For personal data collected through this website, HexaTech is the data controller. You can reach us at info@hexa-tech.uk or by post at 25 Cabot Square, Canary Wharf, London, E14 4QZ, United Kingdom.

2. What this policy covers

This policy covers personal data we collect when you visit this website or contact us — for example, to book a demo or ask a question. It does not cover how guest, staff or other operational data is processed inside the HospitalityTechAI platform on behalf of a restaurant, bar or venue; that is governed by the agreement (including a data processing agreement) between HexaTech and the venue — see section 12.

3. Personal data we collect

Information you give us. When you book a demo, message us on WhatsApp, email us, or otherwise get in touch, we may collect your name, email address, phone number, the venue or organisation you represent, and the content of your message.

The AI chat widget. This website includes an AI chat widget, provided through a technology platform hosted at loyalty.hotel-tech.ai. Messages you send through the widget are processed on that platform in order to answer your questions and route enquiries.

Information collected automatically. Like most websites, we may collect basic technical and usage information — such as your device type, browser, approximate location (from your IP address), the pages you view and how you arrived — through cookies and similar technologies.

4. How we use your data and our lawful bases

We use personal data to:

• respond to your enquiries and arrange demos — on the basis of taking steps at your request before entering a contract, or our legitimate interests in responding to you;
• operate the AI chat widget and route your message to the right place — on the basis of our legitimate interests in responding to enquiries efficiently;
• provide, secure and improve this website — on the basis of our legitimate interests in running a safe, effective website;
• send you information you have asked for or agreed to receive — on the basis of your consent, which you can withdraw at any time; and
• comply with legal obligations — on the basis of legal obligation.

5. Cookies and analytics

We may use cookies and similar technologies to make the site work, remember your preferences and understand how the site is used. You can control cookies through your browser settings. Where required, we will ask for your consent before setting non-essential cookies.

6. Who we share your data with

We do not sell your personal data. We may share it with trusted service providers who help us operate our website, our AI chat widget and our communications (for example, hosting, email and chat-platform providers), who act on our instructions under appropriate contracts. We may also disclose data where required by law or to protect our rights.

7. International transfers

Some of our providers, including the platform that operates our AI chat widget, may process data outside the United Kingdom. Where they do, we take steps to ensure your data is protected by appropriate safeguards recognised under UK data protection law.

8. How long we keep your data

We keep personal data only for as long as necessary for the purposes described in this policy, to meet legal or accounting requirements, or to resolve disputes. When it is no longer needed, we securely delete or anonymise it.

9. Your rights

Under UK GDPR you have the right to access your personal data; to have it corrected or erased; to restrict or object to its processing; to data portability; and to withdraw consent where processing is based on consent. To exercise any of these rights, contact us at info@hexa-tech.uk. You also have the right to complain to the UK Information Commissioner’s Office (ICO) at ico.org.uk.

10. How we protect your data

We use appropriate technical and organisational measures to protect personal data against loss, misuse and unauthorised access. No method of transmission or storage is completely secure, but we work to keep our safeguards under review.

11. Children’s privacy

This website is intended for venue owners, managers and hospitality professionals. It is not directed at children, and we do not knowingly collect personal data from children.

12. Guest data and our venue customers

When a restaurant, bar or venue uses the HospitalityTechAI platform, the venue is the data controller for the personal data it processes through the platform — including reservation and enquiry details, guest CRM records, guest preferences and visit history, loyalty membership data, and guest feedback or survey responses — and HexaTech acts as a data processor, processing that data only on the venue’s documented instructions under a data processing agreement. Guests wishing to exercise data-protection rights over their reservation, loyalty or feedback data should contact the venue they booked with directly, as the venue holds those records and decides how long they are kept.

13. Employee scheduling data

The platform also includes a staff scheduling and workforce-planning module used by venues to plan shifts, tasks and hours for their employees. This is employment data about identifiable workers, which is a different category from guest or website-visitor data. As with guest data (section 12), the venue is the data controller for its own staff’s scheduling data and HexaTech acts as a data processor on the venue’s instructions. Where a venue uses scheduling analytics, hours are derived from planned and completed task records, not from stopwatch time-tracking, and any AI-assisted planning is designed to inform the venue’s own decisions rather than to make automated decisions about a worker without human review. Employees with questions about their own scheduling data should contact their employer (the venue) directly.

14. Payments and deposits

Some venues use the platform to record deposit or confirmation status against a booking or enquiry — for example, for private dining. Where a venue also collects a card payment or deposit through the platform, that payment step is carried out by a specialist third-party payment provider engaged for that purpose; HospitalityTechAI and HexaTech do not store full card details, and the payment provider’s own privacy and security terms apply to that step.

15. Changes to this policy

We may update this policy from time to time. When we do, we will change the “last updated” date above, and where changes are significant we will take reasonable steps to let you know.

16. How to contact us

If you have any questions about this policy or how we handle your personal data, please contact us at info@hexa-tech.uk.