Privacy Policy

Last Updated: February 1, 2026

Hill Country Guide AI ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you interact with our AI chatbots deployed on client websites.

1. Information We Collect

1.1 Information You Provide

When you interact with our AI chatbots, we may collect:

• Contact Information: Name, email address, phone number, or other contact details you voluntarily provide
• Communication Content: Questions, messages, and other information you share during chatbot conversations
• Business Information: Company name, industry, or other business-related information you provide

1.2 Automatically Collected Information

We automatically collect certain information when you use our chatbots:

• Usage Data: Conversation timestamps, interaction patterns, and chatbot performance metrics
• Device Information: Browser type, operating system, device identifiers, and IP address
• Cookies and Tracking: Session cookies and similar technologies to maintain conversation context and improve user experience

2. How We Use Your Information

We use the collected information for the following purposes:

• Service Delivery: To provide AI chatbot responses and facilitate customer support on behalf of our clients
• Lead Generation: To capture and deliver qualified leads to our clients for their business purposes
• Improvement and Analytics: To analyze chatbot performance, improve AI responses, and optimize user experience
• Communication: To respond to your inquiries and provide information about products or services
• Compliance: To comply with legal obligations and enforce our terms of service
• AI Training: To train and improve our AI models while maintaining privacy safeguards

3. Information Sharing and Disclosure

3.1 Sharing with Clients

Information you provide through chatbots is shared with the client whose website hosts the chatbot. This is the primary purpose of our service—to connect potential customers with businesses.

3.2 Third-Party Service Providers

We may share information with trusted third-party service providers who assist us in:

• AI and machine learning services (including Claude AI by Anthropic)
• Cloud hosting and data storage
• Analytics and performance monitoring
• Customer relationship management (CRM) systems

3.3 Legal Requirements

We may disclose information when required by law, court order, or to protect our rights, safety, or property, or that of our users or the public.

3.4 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity.

4. Data Retention

We retain your information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required by law. Conversation data is typically retained for:

• Active conversations: Duration of the session plus 90 days
• Lead information: As required by our clients, typically 2-5 years
• Analytics data: Up to 3 years in aggregated, de-identified form

5. Data Security

We implement appropriate technical and organizational security measures to protect your information, including:

• Encryption of data in transit and at rest
• Regular security assessments and updates
• Access controls and authentication protocols
• Employee training on data protection practices

However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

6. Your Rights and Choices

Depending on your location, you may have the following rights:

• Access: Request access to the personal information we hold about you
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal information, subject to legal obligations
• Opt-Out: Opt out of certain data collection practices, such as analytics cookies
• Data Portability: Request a copy of your data in a structured, machine-readable format
• Restriction: Request restriction of processing under certain circumstances

To exercise these rights, please contact us using the information provided below.

7. Children's Privacy

Our chatbot services are not intended for children under the age of 13 (or the applicable age of digital consent in your jurisdiction). We do not knowingly collect personal information from children. If we become aware that we have collected information from a child without parental consent, we will take steps to delete that information.

8. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to:

• Maintain conversation context across page refreshes
• Remember user preferences
• Analyze chatbot usage and performance
• Provide personalized experiences

You can control cookies through your browser settings. Note that disabling cookies may affect chatbot functionality.

9. Third-Party Links

Our chatbots may provide links to third-party websites or services. We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies.

10. California Privacy Rights

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):

• Right to know what personal information is collected, used, shared, or sold
• Right to delete personal information
• Right to opt-out of the sale of personal information (we do not sell personal information)
• Right to non-discrimination for exercising your privacy rights

11. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. These countries may have different data protection laws. We ensure appropriate safeguards are in place to protect your information in accordance with this Privacy Policy.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Last Updated" date. Your continued use of our chatbot services after changes constitutes acceptance of the updated policy.

13. Contact Us

14. AI-Specific Disclosures

14.1 AI Model Usage

Our chatbots utilize advanced AI language models, including but not limited to Claude AI by Anthropic. These models process your conversations to generate responses. While we implement safeguards, AI-generated responses may occasionally be inaccurate or inappropriate. We continuously monitor and improve our systems.

14.2 Training Data

Conversation data may be used to improve our AI models. We anonymize and aggregate data used for training purposes. You may opt out of having your conversations used for model training by contacting us.

14.3 Automated Decision-Making

Our chatbots use automated processing to respond to inquiries. No significant decisions about you are made solely by automated means without human oversight available upon request.

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