Privacy policy

Whose data this covers

Two groups of people. Our customers: tour businesses and the staff they invite. And guests: the people whose reviews our customers manage with Word of Tour. For guests' data, the tour business decides what is processed, and we process it for them.

What we collect

From customers: your name, email address, business name, tours, listing and review links, brand voice settings, and records of how you use the app. Polar handles card payments, so we never see or store your full card number.

About guests: what the review platforms show or email our customers about a review, such as the reviewer's display name, rating, review text and date, and the replies written to it. If a customer uses review requests, we also get a guest's name, email address or phone number, tour and date from that customer.

When a guest scans a QR card, we count the scan for that tour and guide. We don't ask guests for any details.

On this website we count visits with Plausible, which runs on our own server, sets no cookies and keeps no personal data. We use no advertising trackers. We set two cookies, and only after you make a choice: one remembers your light or dark theme, the other your language.

How we use it

Only to run the service: show your reviews, draft replies, send alerts and reports, bill you, answer support requests and keep the service secure. We don't sell personal data, and we don't use it for advertising.

AI processing

To sort reviews and draft replies, we send review text to AI models through Vercel AI Gateway. Jev, by TypeSafe, sorts and flags reviews. DeepSeek models draft replies. Forwarded review emails are read by our own code, not by an AI model.

Before anything is sent, we replace the reviewer names, email addresses and phone numbers we detect with placeholders, and put them back in the finished reply. The rest of the review text is sent as written, so a name we miss can reach a model.

We don't train AI models on your data. [CONFIRM: each provider's retention and training terms, and where DeepSeek requests are processed when they go through the Gateway.]

Who processes data for us

These companies process personal data on our behalf, only to provide their part of the service:

• [SERVER HOST]: rents us the server that runs the website, the app and our database.
• Vercel: runs the AI Gateway that passes review text to the AI models.
• TypeSafe (Jev): sorts and flags reviews.
• DeepSeek: drafts replies.
• Polar: is our merchant of record: it takes payments, manages subscriptions and handles sales tax and invoices.
• WorkOS: handles sign-in and team invitations, and stores your name and email address.
• Resend: sends alerts and reports, and receives forwarded review emails.
• Google: only if you connect your Business Profile or sign in with Google.
• [CALL BOOKING TOOL]: only if you book a call with us.

Where data is stored

[CONFIRM: the country our server is in.] Some processors, including the AI providers, may process data outside your country. Where the law requires it, we rely on safeguards such as standard contractual clauses.

How long we keep it

We keep your account data while your account is open. After you cancel, we delete your reviews, replies and settings within [RETENTION PERIOD], or sooner if you ask. We keep billing records for as long as tax law requires.

Your rights

You can ask us to show, correct, export or delete your personal data, or object to how we use it. Email us and we'll reply within 30 days. If you're a guest whose review a tour business manages with us, you can also contact that business directly. You can also complain to your local data protection authority.

Security

Data is encrypted in transit. Only the people who run Word of Tour can access it, and only when they need to for support or maintenance.

Children

Word of Tour is a tool for businesses. It isn't meant for children, and we don't knowingly collect their data.

Changes to this policy

If we change this policy in a way that matters, we'll email customers before the change takes effect and update the date at the top of this page.

Contact

Questions about this page? Email us: hello@wordoftour.com