Privacy Policy

Luna Hotel AI ("we", "us", "our") is committed to protecting your privacy. This policy explains what data we access, why we access it, and how we handle it when you use the Luna Hotel AI Google Workspace add-on.

Data We Access

Luna Hotel AI requests access to the following Google services on your behalf:

• Gmail — to read incoming night audit report emails from your Property Management System and to send daily audit summary emails to your hotel management team.
• Google Drive — to read CSV files uploaded to your designated Upload folder and to move processed files to your Archive folder after each successful audit run.
• Google Sheets — to read and write audit data, transaction records, and reconciliation results to your designated spreadsheet.
• Apps Script Triggers — to install and manage time-based triggers that run the automated nightly audit pipeline.
• External Requests — to validate your hotel license and optionally fetch payment data from third-party sources such as Shift4 Payments.

What We Do NOT Do

• We do not store your email content on any external server
• We do not share your hotel data, guest data, or financial data with third parties
• We do not sell your data under any circumstances
• We do not read emails unrelated to your night audit reports
• We do not access Drive files outside your designated Upload and Archive folders
• We do not access spreadsheets other than your designated audit spreadsheet

Data Storage

All audit data processed by Luna Hotel AI is stored exclusively within your own Google Sheets spreadsheet and Google Drive folders — resources owned and controlled by your Google account. Luna Hotel AI does not maintain any external database of your hotel's transaction or guest data.

License validation data (your INN code and license status) is cached locally in your Google Apps Script project properties for up to 24 hours to minimize server calls. This cache is stored within your Google account and is never transmitted to third parties.

Third-Party Services

Luna Hotel AI may make requests to the following external services as part of normal operation:

• Luna Hotel AI License Server — to validate your active license. Only your INN code is transmitted. No guest or financial data is sent.
• Shift4 Payments — to download End-of-Day and Settlement reports when you have configured Shift4 reconciliation. Data flows from Shift4 to your spreadsheet only.

Data Retention

Luna Hotel AI automatically archives MASTER_LEDGER rows older than 60 days to a separate archive tab within your spreadsheet. You control all data retention — you can delete any data from your spreadsheet at any time.

Security

Access to your Google account data is governed by Google's OAuth 2.0 security framework. Luna Hotel AI only requests the minimum permissions necessary to perform its functions. You can revoke access at any time by visiting your Google Account security settings and removing Luna Hotel AI from authorized apps.

Children's Privacy

Luna Hotel AI is a business-to-business product designed for hotel operators. It is not directed at children under the age of 13 and we do not knowingly collect data from children.

Changes to This Policy

We may update this Privacy Policy from time to time. We will notify active license holders of any material changes by email. Continued use of Luna Hotel AI after changes constitutes acceptance of the updated policy.