Privacy Policy

We collect information in three categories:

• Account information. When you register, we store your name and email address. The platform owns authentication tokens, sessions, and email verification state. We never store passwords in plain text or ask for payment credentials outside of the payment processor.
• Operational content. Organizations you belong to, your venues, locations, screens, playlists, content blocks, media assets, schedules, scenes, and orchestration rules you create.
• Usage & telemetry. Screen heartbeats, content plays, engagement events (polls, trivia, karaoke, bingo, raffles), diagnostics, and analytics events. Game sessions (CORE Strike, Trivia Arena) store scores, waves, and optional guest nicknames only.

Smart-device integrations (locks, thermostats, sensors) connect through provider OAuth; the provider holds the access token. GuestWire stores the device identity and last-known status, never raw device PINs or credentials.

• Operate the Service — render playlists, run engagement sessions, call bingo numbers, host trivia, and synchronize screens in real time.
• Provision, secure, and monitor your screen fleet and connected devices, including offline alerts and health notifications.
• Generate AI content (images, audio/voice, text) and 3D virtual host experiences when you enable those features, with per-call cost controls and provider fallbacks.
• Send transactional email — invites, password reset messages, and announcements from your venue staff to registered app users and, when permitted by a paid plan, guests who provide a valid address.
• Improve reliability, detect abuse, and comply with legal obligations.

The Service integrates AI models for content generation and 3D host presentation. Prompts you submit are processed by vetted providers; we do not use your content to train third-party models. Voice synthesis (TTS) inputs are stored only when an administrator explicitly enables short diagnostic retention, and those records auto-expire. Telemetry for AI calls records latency, cost, and fallback usage — never API keys or full payloads.

We do not sell your information. We share data only with:

• Service infrastructure providers (cloud hosting, file storage, email delivery, AI/voice generation) acting as processors under our instructions.
• Smart device and integration providers (e.g., lock vendors) to the extent necessary to execute commands you have authorized — always through provider OAuth, never by exposing raw credentials.
• Legal authorities only where required by valid legal process or to protect the rights, safety, or property of GuestWire, our users, or the public.

CORE is a multi-tenant platform. Your organization's data is isolated by a tenant key enforced on every read and write. A user in Organization A cannot read, modify, or delete Organization B's records. Tenant identity is resolved server-side and is never trusted from the client. Administrator audit logs (corporate-admin tier) record cross-tenant administrative actions.

• Access & portability. Registered users may request a copy of their account data. Organization owners may export their org's operational content.
• Deletion. You may request deletion of your account; organization owners may archive their organization. We retain limited records as required by law, billing, and abuse prevention.
• Communications. You can opt out of non-transactional email via the unsubscribe link or your User Preferences; system and security notices remain.
• Cookies & sessions. The Service uses authentication sessions and essential cookies. We do not use cross-site advertising cookies.

We protect data with encrypted transport (TLS), server-resolved authorization, granular role-based and row-level security, audit logging, and runtime kill switches for high-cost AI paths. AI agents are governed: every consequential action requires authorization revalidation, confirmation, and audit. Despite these measures, no system is perfectly secure; you should protect your account credentials and report suspected breaches to us promptly.

Account and tenant data is retained while your account or organization is active. Diagnostics and engagement telemetry are retained operationally and automatically aged per their retention class. AI/voice diagnostic snapshots expire on the schedule set by your administrator. Deleted records are removed from active indexes and purged from backups on the standard backup rotation.

The Service is a business tool and is not directed to children under 13 (under 16 where required). We do not knowingly collect personal information from children. Guest nicknames in games are sanitized and are not personal data. If you believe a child has provided us personal data, contact us and we will delete it.

Your information may be processed in the United States and other countries where our infrastructure providers operate. Where required, we transfer data under standard contractual clauses or equivalent safeguards.

We will post an updated version here with a revised "Last updated" date. Material changes will also be surfaced in the in-app notifications or via email to organization owners. Continued use after the effective date constitutes acceptance.

For privacy questions or to exercise your rights, use a support request from our Support page (preferred), or email our Privacy contact. Mailing address: GuestWire Technologies LLC, Attn: Privacy, c/o the support address shown on the Support page.