Privacy Policy for the HotelApartments App in ChatGPT and Other AI Assistants
Last updated: 11 November 2026
This policy explains how Smart Stay Technologies LLC, trading as HotelApartments ("we", "us"), the operator of hotelapartments.com, handles information in the HotelApartments app for ChatGPT, Claude and other AI assistants ("the app"). The app lets you search our serviced apartments and villas for stays of a month or more, see their details and prices, and compare them, from inside the assistant. When you continue to hotelapartments.com, our website privacy policy applies to what you do there.
1. Summary
- The app needs no account or sign-in and never asks for your name, email address, phone number, ID or payment details.
- It receives only the search details your assistant sends it, plus, from ChatGPT, your language, your approximate location and an anonymous identifier.
- It uses them only to answer your request, to choose a language and currency, and to protect the service from abuse.
- It does not keep your search details in a database, build a profile of you, sell your information or use it for advertising or to train AI models.
- It is read-only: it cannot make, change or pay for a booking. Bookings are completed on hotelapartments.com.
2. Information the app receives
2.1 Search details you give the assistant (tool inputs)
When you ask about a stay, the assistant decides which of the app's tools to use and sends that tool the details it needs. These are the only inputs each tool accepts:
| Tool | What it does | What it receives | What it returns |
|---|---|---|---|
search_stays | Finds serviced apartments and villas that match a request. | City, district or building name; move-in and move-out dates; number of guests, bedrooms and bathrooms; lowest and highest monthly budget; amenities (for example pool or parking); minimum star rating; which collection to search (apartments, villas, luxury or special offers); currency; sort order; results page; language. | Up to 8 listings with title, building, district, city, photos, bedrooms, bathrooms, guests, listed monthly rate, price for the chosen dates if dates were given, minimum stay, special offers, and links to hotelapartments.com. |
get_stay_details | Shows the full details of one listing. | The listing id from a search; optional move-in and move-out dates; currency; language. | The listing's description, photos, key facts, listed monthly rate, building location shown on a map, in-apartment amenities, building facilities, house rules, nearby places, availability for the dates if given, and a link to the listing. |
get_price_quote | Prices one listing for exact dates. | The listing id; move-in and move-out dates; currency; language. | Rent, any discounts, taxes and fees, the total for the stay, the average per night, the refundable security deposit, whether the dates are free when that can be checked, and a link to the listing with the dates filled in. |
compare_stays | Compares two to four shortlisted listings on the total cost of the stay. | Two to four listing ids; move-in and move-out dates; currency; language. | Each listing's total for the stay, deposit and amount due up front, ordered from cheapest, with links to each listing. |
list_destinations | Lists the cities, or the districts of one city, that we cover. | Optionally a country or a city; language. | Cities or districts with the number of listings in each, and a link to browse them. |
These fields are about the stay you want, not about you. Please do not put personal information such as your name or contact details into a search; the app does not need it.
2.2 Information ChatGPT adds to each request
- Language setting (for example en-US), used to answer in English or Russian.
- Approximate location (city, country and time zone, as estimated by ChatGPT). The app uses only the country, to pick a default currency (for example USD in the United States).
- An anonymous identifier that ChatGPT assigns to you for this app. It does not reveal who you are. The app hashes it and uses it only to limit how many requests can be made per minute.
Other assistants do not send these. For them, the app uses the connecting IP address, hashed in the same way, for the same rate limit.
2.3 Technical information
Like any web service, our servers record the IP address of the computer that connects to them, the time and the address requested. Requests to the app come from the assistant provider's servers, so this is normally the provider's address, not yours.
2.4 What the app does not receive
The app does not receive your conversation, your assistant account details, your name, email address, phone number, payment details, passport or ID, or your precise location. It only sees the details listed above that the assistant passes to a tool.
3. What the app sends back
The app returns public information about our listings: titles, photos, descriptions, facilities, house rules, the building's location on a map, prices and price breakdowns, availability where it can be checked, comparisons, the places we cover, and links to hotelapartments.com (see the table above). It returns no personal information about you or anyone else. What the app returns becomes part of your conversation and is handled by the assistant provider.
Links to hotelapartments.com include the dates you chose and these tags, so that our website can count visits and bookings that started in the app: utm_source (for example chatgpt), utm_medium=ai_assistant, utm_campaign=hotelapartments_app and utm_content (the tool that produced the link). The tags contain nothing about you.
4. How we use the information
- To answer your request: search our catalogue, show details, calculate prices for your dates and compare stays.
- To choose a language and currency: from your language setting and approximate country, unless you or the assistant ask for a specific one.
- To protect the service: the hashed identifier or IP address limits each user to 60 requests a minute.
- To keep the app working: we record which tool was used, whether it worked, how long it took and which kind of assistant called it, so we can fix errors and slow responses. These records do not include your search details or the identifier.
- To measure the app: the link tags in section 3 tell our website a visit came from the app.
We do not use information from the app for advertising, to build a profile of you, to make automated decisions about you, or to train AI models, and we do not sell it.
5. Who receives the information
- Our booking system (api.hotelapartments.com, run by us) receives the search details, listing ids, dates, language and currency so it can return listings and prices. It does not receive the anonymous identifier or your location. Its request logs record the addresses requested, which can include search filters and dates.
- Hosting and infrastructure providers run the servers for the app and the booking system on our behalf and process data only on our instructions.
- Microsoft (Azure Application Insights) stores our operational records: for the app, the tool name, outcome, duration and kind of assistant; for the booking system, request addresses, response times and errors.
- Image and map providers. When the assistant shows the app's cards, your device loads listing photos from our image storage (UpCloud) and the map from Google Maps or OpenStreetMap. Like any image on the web, these requests reveal your device's IP address and browser details to those providers, under their own privacy policies. They do not receive your search details.
- The assistant provider (for example OpenAI for ChatGPT, or Anthropic for Claude) sends the tool inputs to the app and receives what the app returns, under its own privacy policy.
- Authorities, if we are required to by law or to protect our rights, users or the public.
We do not sell or rent information from the app to anyone.
6. How long we keep it
| Information | How long it is kept |
|---|---|
| Your search details (the inputs above) | Used to answer the request and not written to a database. Our booking system's answers are cached in the app's memory so that repeated searches are fast: search results for 1 minute, listing details for 5 minutes, and the list of places and amenities for up to 24 hours. The cache holds our listings and prices, labelled by the search that produced them but not by who asked. It is cleared when the app restarts. |
| Anonymous ChatGPT identifier (or, from other assistants, the connecting IP address) | Turned into a one-way hash and held in memory only, for the 1-minute window used to limit how many requests can be made. It is never written to disk or to our logs. |
| Language and approximate location from ChatGPT | Used while handling the request to choose the language and default currency, then discarded. Not stored. |
| App operational records (which tool was used, whether it worked, how long it took, which kind of assistant called it) | Kept for up to 90 days, then deleted. |
| Server and access logs of the app and of our booking system (IP address of the connecting server, time, requested address, which can include search filters and dates, and errors) | Kept for up to 30 days for the app and up to 90 days for the booking system, then deleted, unless needed longer to investigate a specific security incident. |
7. Your choices and rights
- Share less: the app works with just a city. Dates, budget and other filters are optional.
- Turn the app off: you can disconnect or remove HotelApartments at any time in your assistant's settings (in ChatGPT, under Settings, Apps). Once disconnected, the assistant sends the app nothing.
- Your conversation: you can delete conversations with the assistant provider, under its own policy and controls.
- Access, correction, deletion and objection: depending on where you live, you may have the right to ask what information we hold about you, to correct or delete it, or to object to how we use it. Email [email protected]. Because the app does not keep information linked to you, we usually hold nothing we can connect to you; we will say what we hold and delete what we can identify. You can also complain to your local data protection authority.
8. Security
The app is reached only over HTTPS. It is read-only and cannot create or change bookings or accounts. Identifiers are hashed before use and kept in memory only, and access to our servers and logs is limited to staff who need it.
9. Children
The app is meant for adults planning a stay. It is not directed at children under 18, and bookings can only be made by adults on hotelapartments.com.
10. International processing
Our servers and providers may process information in countries other than yours. Where the law requires it, we use appropriate safeguards for those transfers.
11. Changes to this policy
When the app or the way it handles information changes, we update this page and the date at the top. Significant changes are also noted in the app's listing.
12. Contact
Questions or requests about the app or your data: [email protected], or use our contact page.