Privacy Policy

This Privacy Policy describes how Zendo Home Technologies, LLC ("Zendo," "we," "us") collects, uses, and shares information when you use GuidePix (the "Service"). By using GuidePix you agree to the practices described below.

1. Who this policy applies to

GuidePix is a business-to-business hotel operations platform. Our direct customers are organizations ("Operators") that use the Service to coordinate property work, dispatch staff, manage visual standard operating procedures ("SOPs"), receive operational requests, and document completed work. Operators invite and manage their own managers, workers, porters, and other staff ("End Users"). Operators control the End User and operational data they put into GuidePix; Zendo processes that data to provide the Service.

2. Information we collect

• Account and staff data. Name, email address, mobile number, organization, property, department, role, duty status, and preferred language. Managers may sign in through secure account links. Workers may use a secure text-message link or a temporary six-digit code on a shared device.
• SOP and property content. Reference photos, written steps, room and property labels, room types, amenities, service levels, acceptable-variation notes, and other content an Operator uploads or creates.
• Operational records. Room assignments and statuses, work start and completion times, guest-service requests, messages, acknowledgements, escalation history, condition reports, Do Not Disturb reports, manager decisions, action logs, and daily-report settings.
• Photos and related details. Live-camera photos submitted as work evidence, pre-clean condition or Do Not Disturb documentation, together with the associated room, task, worker, property, and timestamp. A worker may also choose to submit a photo after the device warns that it may be blurry, too dark, or too wide for a required close-up.
• Imported and inbound data. Property Management System reports, pasted report text, uploaded CSV files, PDFs or images, and operational emails sent to a property's GuidePix address. These may contain room, occupancy, departure, status, attendant, request, or note information supplied by the Operator or its other systems.
• Usage and security data. Features used, message and optional AI-review counts, device and browser metadata, IP address, sign-in attempts, session details, and error logs.
• Billing data. Property room count, plan tier, subscription status, usage allowances, and transaction records. Payment card details are collected and stored by our payment processor; we do not receive full card numbers.

3. How we use information

• To operate the live Dispatch board and coordinate assignments, requests, and progress.
• To present SOPs and worker instructions in a worker's selected language.
• To deliver secure access links, temporary access codes, operational messages, and optional daily reports.
• To show Operators activity, reports, cleaning times, and audit history.
• To transcribe uploaded PDF or image reports for manager review; CSV and pasted-text imports may be parsed without AI.
• To perform narrow or selective AI-assisted checks when enabled, such as reading a room number in a Do Not Disturb photo or flagging submitted work for manager review. AI output is not the final employment or disciplinary decision.
• To use manager feedback within the same organization to improve later review context.
• To detect misuse, protect accounts, and troubleshoot errors.
• To meet legal, tax, and accounting obligations.

We do not sell personal information. We do not use End User content to train third-party foundation models.

4. Subprocessors

We use service providers to operate GuidePix, including cloud hosting, database and file storage, AI inference, text-message and email delivery, error monitoring, and payment processing. We share information with them only as needed to provide those services, secure GuidePix, or meet legal obligations. We may also disclose information when required by law or as part of a business transaction, subject to appropriate protections.

5. Data retention

• Worker submission photos: 60 days by default, or 365 days when the Operator enables extended photo retention, after which the stored image is automatically purged. Associated work records, timestamps, decisions, and audit history may remain.
• SOP reference photos, room information, imported operational records, requests, and written content: retained while needed to provide the Service or until the Operator deletes them, subject to backup, security, and legal requirements.
• Temporary worker access codes and shared-device sessions expire automatically. Security and failed-attempt records may be kept for a limited period to prevent abuse.
• Account, billing, email-delivery, and transaction records: retained while the account is active and for a reasonable period afterward to satisfy contractual, tax, accounting, security, and legal obligations.

6. SMS / text messaging

GuidePix sends transactional SMS messages, including shift and room assignments, operational requests and reminders, secure sign-in links, and temporary shared-device codes. Operators are responsible for providing accurate staff numbers and obtaining any consent required before enrolling a person. Frequency varies with property activity. Message and data rates may apply. Recipients can reply HELP for help or STOP to unsubscribe; those commands are handled automatically by our messaging provider.

Mobile phone numbers and SMS opt-in data are never shared with third parties or affiliates for marketing or promotional purposes. Mobile numbers are shared with our messaging provider solely to transmit and support the transactional messages described above.

7. Security

We use technical and organizational safeguards designed to protect information, including encryption in transit and at rest, role-based access, organization and property access controls, private photo storage, expiring links and sessions, and monitoring. Operators are responsible for managing their users, access roles, shared devices, and imported data. No service is perfectly secure, and we cannot guarantee absolute security.

8. Your choices

End Users should direct access, correction, or deletion requests to the Operator that invited them. Operators may correct or delete many operational records in GuidePix and may contact us about an export, account deletion, or other privacy request. We will verify and respond to requests as required by applicable law. SMS recipients may opt out as described above; an Operator may also disable optional property-level daily-report emails.

9. Children

GuidePix is not directed to children under 16 and we do not knowingly collect personal information from them.

10. Changes

We may update this policy from time to time. Material changes will be announced via the Service or by email. Continued use after the effective date constitutes acceptance.

11. Contact

Zendo Home Technologies, LLC — privacy@guidepix.com