Privacy policy

1. Who we are

BeVantai is a brand of BeSolution Engenharia, Lda. (Portuguese company no. 507295951), with registered office at Largo Almeida Moreira 21, 3500-211 Viseu, Portugal, building virtual concierges for short-term rentals, guesthouses and independent hotels.

For anything concerning personal data, write to info@bevantai.com.

2. Two different roles — worth telling apart

When you visit bevantai.com or talk to the public concierge demo hosted here, BeVantai is the data controller.

When you talk to an accommodation's concierge — on their site, in an embedded chat window or on their own domain — that accommodation is the controller. BeVantai is the processor: we handle the data on their behalf and under their instructions.

What follows describes both cases. What changes is which door you knock on to exercise your rights — and whichever it is, we pass it on.

3. What we store when you talk to a concierge

• The content of the messages you write and of the concierge’s replies.
• The date and time of each message.
• A random session identifier, generated in your browser, used only to keep the thread of the conversation. It does not identify you and does not follow you across sites.
• The language you wrote in, detected automatically.
• A category, a summary and a topic for the conversation, generated by artificial intelligence once it ends, so the accommodation can see what guests ask about.
• Technical measurements — response time and AI model usage — which we use to keep costs and quality under control.

We do not ask for your name, email or phone number in order to talk to the concierge. If you type them mid-conversation, they are stored in that conversation’s text like any other sentence.

We do not store your IP address alongside the conversation. It is used momentarily to stop abusive use and is discarded shortly after.

4. What we collect from clients

Each client fills in a private form with details of the property and professional contacts, and holds a dashboard account with a name, email and password. These serve to configure and run the concierge, and are accessible only to the client and to the BeVantai team.

5. What we use the data for

• Answering the guest — the whole point of the service.
• Showing the accommodation its guests’ conversations in the client dashboard.
• Producing statistics and summaries that help the accommodation improve its service and the information it gives.
• Calculating the cost of the service and billing it to the accommodation.
• Keeping the service secure and stopping abuse.

We do not sell data to anyone, we do not use it for advertising, and we do not use conversations to train artificial-intelligence models.

6. On what legal basis

When you talk to an accommodation’s concierge, processing rests on that accommodation’s legitimate interest in answering you and serving you well and, once you are a guest, on performance of the accommodation contract.

On our own site and public demo, it rests on our legitimate interest in showing and improving the product.

7. Who we share it with

Three recipients, and no others:

• An artificial-intelligence provider established in the United States — generates the replies and the summaries from the conversation’s messages, which are sent there for that purpose. Where web search is enabled on that concierge, the question may be used to search the internet.
• Amazon Web Services (AWS) — its infrastructure hosts the application and the database, in the Frankfurt region, within the European Union.
• The accommodation you addressed the conversation to — it sees its guests’ conversations in the client dashboard.

There are no ad networks and no data brokers in this circuit.

8. Transfers outside the European Union

The data is hosted in the European Union. Processing by the artificial-intelligence model happens in the United States, which is an international transfer.

That transfer rests on the framework approved by the European Commission: the adequacy decision of 10 July 2023 on the EU–US Data Privacy Framework, complemented by the standard contractual clauses.

The history is worth knowing, because it explains the caution: the first arrangement, Safe Harbour, was struck down by the Court of Justice of the European Union in 2015; the second, the Privacy Shield, fell to the same court in 2020. The current one is the third. Should it be struck down too, we will rely solely on the standard contractual clauses and on whatever supplementary measures are then required.

9. How long we keep it

• Concierge conversations: 24 months from the last message. After that they are deleted.
• Intake-form data and dashboard accounts: for as long as the client relationship lasts.
• Invoices and accounting records: for the period tax law requires.

10. Cookies and local storage

We use no advertising cookies and no cross-site tracking.

• In the chat, your browser may store a random conversation identifier and the recent messages, so the thread survives between pages; on the site, it stores your chosen language. You can remove them by clearing the site data in your browser.
• In the authenticated areas — the client dashboard and the intake form — we use a session cookie, without which you could not stay signed in.
• For site visits we measure aggregate statistics with a tool that uses no cookies and builds no visitor profiles.

11. Your rights

You have the right to access your data, to correct it, to erase it, to restrict or object to processing, and to receive it in a portable format.

To exercise any of them, write to info@bevantai.com. We answer within 30 days at most. If the conversation was with an accommodation’s concierge, the request belongs to that accommodation — but you may come to us and we will pass it on and help fulfil it.

If you believe your data has not been handled as it should, you may complain to the Portuguese data protection authority, the Comissão Nacional de Proteção de Dados (www.cnpd.pt).

12. Security

All traffic is encrypted. Access to conversations is restricted to the accommodation they belong to and to the BeVantai staff who need it to run the service. Each client is isolated from the others.

13. Minors

The service is meant for people contacting an accommodation and is not directed at children. We do not knowingly collect data from anyone under 16.

14. Changes to this policy

If we change it, we update the date at the top. Material changes are communicated to clients.

This policy exists in Portuguese, English and Spanish; if the versions differ, the Portuguese one prevails.