Legal
Privacy Policy & Terms of Service
Last updated: May 2026. Operated by Probuild Digital LLC, Saybrook, OH.
Privacy Policy
Cottages Concierge ("we," "us," "our") is operated by Probuild Digital LLC. This policy describes how we collect, use, and protect information when you use our website and concierge service.
Information We Collect
From property hosts: Name, email address, phone number, and property-related content you share with us during setup (listing details, house manuals, local recommendations, access codes). This information is used to build and operate your property's concierge.
From guests interacting with a concierge: The content of chat messages and the IP address associated with each session. IP addresses are hashed immediately upon receipt and are never stored in readable form. We do not ask guests for names, email addresses, or other personal identifiers.
From website visitors: Standard server logs (IP address, browser type, pages visited). We do not use third-party analytics or tracking scripts on this website.
How We Use Information
Host information is used to build, configure, and operate your property's concierge, to communicate with you about your account, and to send notifications you've opted into (booking-intent alerts, guest question escalations).
Guest chat content is processed in real time to generate responses. Chat logs are retained for the audit trail and are accessible to the property host. Hashed IP identifiers are included in audit records for operational integrity.
Sensitive Property Details
Access codes (door codes, lockbox combinations, gate codes, alarm codes, garage codes) are stored with additional protections. Retrieval of these codes through the concierge is gated and logged individually. Each retrieval event records a timestamp and the hashed IP identifier of the requesting session.
Data Sharing
We do not sell or share personal information with third parties for marketing purposes. We share information only with service providers necessary to operate the concierge (hosting infrastructure, AI model providers, SMS delivery via Twilio). These providers process data under contractual obligations consistent with this policy.
Data Retention
Host account data is retained for the duration of the service relationship and for a reasonable period afterward for record-keeping. Guest chat logs are retained for the audit trail and are purged on a rolling schedule. Hashed IP identifiers cannot be reversed to recover the original IP address.
Your Rights
Hosts may request access to, correction of, or deletion of their account data by contacting us at zack.pearson@probuilddigital.com. Guests who wish to inquire about data associated with their chat sessions may contact us at the same address.
Terms of Service
By using Cottages Concierge, you agree to these terms. "You" refers to the property host or account holder.
The Service
Cottages Concierge provides an AI-powered guest concierge for short-term rental properties. The concierge answers guest questions based on content you provide and, on Pro plans, captures booking-intent leads and sends notifications to designated team members.
Your Responsibilities
You are responsible for the accuracy of the content you provide during setup and ongoing updates. This includes property details, access codes, local recommendations, and any other information the concierge draws from. You are responsible for ensuring that any access codes shared through the concierge are current.
You agree not to use the service for properties you do not own or have authorization to manage.
Billing
Pricing is per-property, per-month, as described on our pricing page. Setup fees are one-time, per-property. During our early period, billing is handled through manual invoicing. We will provide reasonable notice before any changes to pricing.
SMS and Notifications (TCPA Compliance)
If you opt into SMS notifications (available on Pro), you consent to receive text messages at the phone number you provide. Message frequency varies based on guest activity. Message and data rates may apply. You can opt out at any time by contacting us or replying STOP to any message.
We use Twilio for SMS delivery. By opting into SMS, you acknowledge that your phone number will be shared with Twilio for the sole purpose of delivering notifications.
AI Limitations
The concierge answers questions from the knowledge base you've helped us build. It is designed to stay within that knowledge and to acknowledge when it doesn't have an answer. We do not guarantee that every response will be perfectly accurate. You should review the concierge's audit trail periodically and notify us of any corrections needed.
Liability
Cottages Concierge is provided "as is." Probuild Digital LLC's total liability for any claim related to the service is limited to the fees you've paid in the twelve months preceding the claim. We are not liable for guest actions taken based on information provided by the concierge.
Termination
Either party may terminate the service with 30 days' written notice. Upon termination, your concierge will be deactivated and your property content will be deleted within 90 days, unless you request earlier deletion.
Contact
Probuild Digital LLC
Saybrook, OH
zack.pearson@probuilddigital.com