Privacy Policy

1. Who we are

Pro Agentic Studio is operated by Pro Agentic Studio, S. de R.L. de C.V., a Rentamira Inc. company, Calle 67C 539 x 66 y 68, Colonia Royal del Parque, 97302 Mérida, Yucatán, Mexico ("we", "us"). Questions about privacy go to [email protected].

We play two roles. On this website, we decide how visitor data is used, so we are responsible for it. In the platform, our client (the property management company) decides what data comes in and why. We process that data for the client and on its instructions.

2. On this website

Forms you fill in. The contact form asks for your name, email, number of listings, website, the tools you use and an optional message. It goes to our CRM so we can reply. The Command Center preview asks for your email address and sends you a one-time code. We record you as a contact so we can follow up.

Booking a walkthrough. "Pick a time" opens a scheduling service run by a third party. It collects what you enter there under its own privacy policy.

Analytics and cookies. We use Google Analytics 4 to count visits and see which pages help. It sets first-party cookies (named _ga and _ga_ plus an ID) and sends page and event data to Google. We never send your name or email address into an analytics event. Listing counts go out as ranges, not the number you typed. You can block these cookies in your browser or with Google's opt-out add-on, and the site still works.

Your theme choice. If you pick Light, Dark or Auto, we remember it in your browser's local storage. It never leaves your device.

Delivery. Fonts load from Google Fonts. Our hosting and network providers deliver the site. Each of them sees your IP address and basic request data as part of serving a page.

3. In the platform

The platform is an analytics and decision system for hospitality operators at app.proagentic.studio. The client connects its own tools in Setup, such as its property management system (for example Guesty or Hostaway), CRM, pricing, operations, phone and chat, website analytics, ads and accounting. Connections use keys the client enters, and they are read only by default.

What we process for the client:

• User accounts. Name, email, role and sign-in records of the client's team.
• Business data. Listings, reservations, rates, revenue, owners, tasks, marketing and website figures from the tools the client connects, plus documents the client adds to its knowledge base.
• Guest data. Guest names, email addresses and phone numbers, when the client's tools hold them. If the client connects a messaging or phone tool, the messages, call transcripts and summaries that tool provides.

How guest data is kept:

• Guest names and contact details are stored in one separate layer of the client's database. The reporting layers that the screens and the AI assistant read do not contain them.
• We do not store identity documents, payment card or bank details, or door codes. These are removed before the data is saved.
• Guests should send privacy requests to the property manager they stayed with. We help the client answer them.

4. Where the data lives

Each client has its own database. No database is shared between clients. A separate control database holds accounts and the client's connection keys, and it holds no client business data. The keys are encrypted, and the database itself does not hold the decryption key.

Data is sent over encrypted connections. Access by our team is limited to people who need it to run and support the service.

5. AI and human approval

The platform uses AI to answer questions and draft recommendations. AI answers use figures read from the client's own data. A client sees its numbers only after our staff check and release them.

Agents draft. A person approves. Nothing is sent to a guest, an owner or anyone outside the client's team until an authorised person at the client approves it, and each approval is recorded. Alerts to the client's own team, such as an urgent guest case, are sent without a separate approval. The platform makes no automated decision with a legal or similar effect on any person.

Voice. Where the voice assistant is turned on, your speech streams to our speech provider to be turned into text and to produce the spoken reply. The answer is checked against the client's data before it is spoken. We do not store the audio. The text of what was said and answered appears in our voice server's operating logs, which are kept for a short time to run and fix the service.

6. Who helps us

We use carefully chosen service providers to run the website and the platform. Each one processes data only to provide its service to us, under a contract that requires it to protect the data. They fall into these categories:

A client can ask us for the current list of the providers that process its data.

The tools a client connects (its PMS, CRM and the rest) are the client's own providers, under the client's own agreements with them.

Some providers process data in the United States and other countries. Where the law requires it, we use the safeguards that law provides for those transfers.

7. Why we use data

• To provide the platform under our agreement with the client.
• To answer enquiries and arrange walkthroughs you ask for.
• To keep the service secure, fix problems and improve it.
• To meet legal duties, such as tax and accounting records.

We do not sell personal data. We do not use guest data for our own marketing. Guest data is used only for the client, on its instructions.

8. How long we keep it

Client data stays in the client's database while the client uses the platform. When the agreement ends, or when the client asks, we delete the client's database within 30 days. Backups are overwritten on their normal cycle. Website enquiries are kept while they are useful for the conversation, and deleted when you ask.

9. Your choices and rights

Depending on where you live, you may ask to see, correct or delete your personal data, to object to or limit its use, or to withdraw consent. Write to [email protected]. We answer within the time the law sets. If your data came to us through one of our clients, we pass your request to that client and help it respond.

You can also complain to the data protection authority where you live.

10. Children

The website and platform are for businesses. They are not meant for children, and we do not knowingly collect children's data.

11. Changes

If we change this policy, we post the new version here with a new date. If a change matters for clients, we tell them by email or in the app before it takes effect.