Who we are
Regent Inbox is a software service for short-term rental managers, operated by Regent Capital Ventures LLC ("Regent", "we", "us"), based in Dallas–Fort Worth, Texas. This policy covers the Regent Inbox web application, its integrations, and this website at bookwithregent.com/regent-inbox.
If you are a guest staying at a Regent Stays property, our guest-facing practices are described in the Book with Regent privacy policy.
Information we collect
Information you give us
- Account details — your name, email address, phone number, company, number of properties and plan.
- Billing details — billing contact and plan information. Card numbers are handled by our payment processor; we don't store full card numbers.
- Demo and support requests — what you send us through our forms or email, such as your name, email, phone, portfolio size, plan interest and message.
Information from services you connect
- Property management system (such as Guesty) — listings, reservations, guest names and contact details, and message threads, as permitted by the access you grant.
- Messaging channels — guest and owner conversations from channels you connect, such as Airbnb, Vrbo, direct booking, SMS and email.
Content you create in Regent Inbox
- Knowledge base — property details, house rules, check-in instructions and other facts the AI uses to answer.
- Notes and their history — cleaner checklists, repair logs and other notes, including every saved version, who made each change and when.
- AI chat and approvals — instructions you give the AI assistant, the actions it takes on your behalf, and drafts you approve, edit or reject.
- Collaborators — names, email addresses and roles of the people you invite, and their activity in your workspace.
Information collected automatically
- Usage and device data — IP address, browser and device type, pages and features used, and timestamps, recorded in server logs.
- Cookies and local storage — essential cookies to keep you signed in and secure, and local storage for preferences such as your colour theme. We don't use advertising cookies.
How we use information
- To provide the service — syncing conversations, drafting replies, running send gates, automating cleaner workflows, storing notes and their versions, and managing collaborator access.
- To keep the service secure and reliable — authenticating users, preventing abuse, and diagnosing problems.
- To support you — answering questions, onboarding, and responding to demo requests.
- To bill for paid plans and keep records required by law.
- To improve the product using aggregated or de-identified usage information — never by training AI models on your content or your guests' data.
- To send service announcements. Marketing emails are optional and you can unsubscribe at any time.
How AI is used
Regent Inbox uses large language models from third-party AI providers to draft replies, answer questions in the AI chat, and carry out actions you request.
- Minimum necessary context. We send only the conversation and property facts needed for the task, and redact guest personal data from AI context where possible.
- No training. We don't use your content or your guests' data to train models, and our AI providers are contractually prohibited from using it for training.
- Human control. Replies are sent only with your approval or through send gates you configure, such as quiet hours and policy checks.
- Scoped actions. The AI assistant can act only within the permissions of the person using it, and every action it takes is recorded in your workspace.
Your guests' data
When you use Regent Inbox to manage guest conversations, you decide what data comes into the service and why. For that data we act as your service provider (a "processor"), handling it only to provide Regent Inbox to you and as you instruct.
Guests who want to access, correct or delete their information should contact the host or property manager they booked with. We'll help our customers respond to those requests.
Google user data
If you connect a Google account (for example, to bring email conversations into Regent Inbox), we access only the data needed for the features you turn on. Regent Inbox's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. We don't use Google user data to serve ads or to train AI models, and people can read it only with your permission, for security purposes, or where required by law. You can disconnect Google at any time from your account settings or your Google account permissions.
Data retention
We keep workspace data — including conversations, notes and their version history — for as long as your account is active. When you close your account or ask us to delete your data, we delete or de-identify it within a reasonable period, typically within 30 days, except where we must keep certain records for legal, tax or security reasons. Copies in encrypted backups are removed as those backups expire. Demo and support requests are kept only as long as needed to respond and follow up.
Security
We protect information with encryption in transit and at rest, role-based access controls, least-privilege access for our team, and activity logging. Regent Inbox runs on cloud infrastructure providers that maintain industry-standard security certifications. No system is perfectly secure, so if we become aware of a breach affecting your information, we'll notify you as required by law.
Your choices and rights
Depending on where you live — including under the Texas Data Privacy and Security Act, the California Consumer Privacy Act, and the GDPR — you may have the right to:
- Access the personal information we hold about you, and get a copy of it.
- Correct information that is inaccurate.
- Delete your information, or export your workspace data.
- Opt out of marketing emails, and object to or restrict certain processing.
- Appeal a decision we make about your request.
You can also disconnect integrations, remove collaborators and revoke share links at any time in the app. To make a request, email hello@bookwithregent.com. We'll verify your identity and respond within the time the law requires, and we won't treat you differently for exercising your rights.
International transfers
Regent Inbox is operated from the United States, and information is processed and stored there. Where the law requires, we use appropriate safeguards for transfers from other countries.
Children
Regent Inbox is a business tool and isn't directed to children under 18. We don't knowingly collect personal information from children.
Changes to this policy
We'll update this policy as our service or the law changes, and revise the "Last updated" date above. If a change is material, we'll let you know in the app or by email before it takes effect.
Contact us
Questions about this policy or your data? We're happy to help.