Privacy Notice

What we collect.The invoices you send us — forwarded by email or uploaded/photographed — and the details we read from them (vendor, amount, currency, dates, expense category, and financial treatment). We also keep corrections you make, optional vendor categorization defaults you choose, and the history needed to explain how a classification changed. Also your email address, for sign-in, and the property names on your account. If you choose to add them, the name and phone number you enter on your own account page — both optional, visible only to you, never used to sign you in and never shared with a vendor. Each time you sign in we record when, whether you used the code or the link, and a short device description such as “Safari · iPhone” — no IP address. DashInn staff use it to look into unusual access, and it is deleted with your personal account. If you or your GM add staff sign-ins for front desk, housekeeping, maintenance or night audit, we keep each person’s name, username, role and hotel; their password is held by our sign-in provider and DashInn cannot read it. Failed staff sign-ins are counted against the username and a one-way scrambled form of the network address they came from, and those counts are deleted within a day. Staff sign-ins never see invoices, payroll, revenue or any other financial records. Notes, comments and photos anyone adds to a hotel’s board are kept with who added them and when, and are deleted 30 days after the item is closed; please leave out guest names and card numbers. If you turn on alerts on a device, we keep that device’s push address until you sign out there or turn alerts off; an alert says only a fixed line such as “You have a new task”, never what anyone wrote, and the list behind the bell is kept 30 days. We also keep a record of each time you accept these terms and this notice — the version, the time and the sign-in session — which is deleted with your personal account too. DashInn also records how long screens take to load, without any of your figures or anything that identifies you or your hotels, and deletes those timings after 90 days. If you send a payroll report, we read it in memory and keep only totals for each pay period and department — wages, overtime, hours, headcount and, for owners, employer taxes and benefits — the provider’s year-to-date totals, the payroll company’s name and client number (so each report reaches the right hotel), plus any staffing note you add. The report itself, employee names, pay rates and tax IDs are never stored. A hotel’s general manager sees that hotel’s wages and hours for the current and previous pay period, never employer taxes or benefits. If you invite a co-owner or a property manager, we store the email address you invite, the role, and whether the invitation was accepted, revoked, or expired, and we send that address one single-use invitation link. If you connect Siri, we process the short invoice note you dictate; the voice transcript is not saved in your DashInn account after it is processed (a note waiting for the daily AI allowance is kept privately for at most seven days). If you upload a supported night-audit report or schedule it to a property’s DashInn report address, we read only approved aggregate room and revenue totals. For scheduled delivery, we also keep bounded sender, recipient, and Message-ID routing metadata. The complete report bundle is processed temporarily and discarded; we retain one aggregate Hotel Statistics page, the normalized daily facts, their provenance, and any corrections you make. Where the report publishes an accounts-receivable aging summary, we also keep your direct-bill account names and their balances— the companies, groups and agencies your hotel invoices — so you can see who owes the total. We keep only the CURRENT ledger: each accepted report replaces it, so a settled account disappears and no history of who owed what is built. Guest folios, guest names and individual transactions are never read or stored.
Optional property bill checklist. If you import your existing checklist, we send that PDF, image, or spreadsheet content to Anthropic to propose bill metadata. We retain draft and confirmed vendor names, customer account references, billing phone numbers, GL references, estimates, schedules, and your decisions. We do not retain the original checklist file, except privately for at most seven days while it waits for the daily AI allowance. Customer account numbers are masked in the checklist and exports by default; authorized property users can choose to reveal them. Never upload bank or card credentials. A declared bill is a planning expectation, not an invoice or proof of payment.
Lodging taxes. DashInn suggests which lodging taxes apply to a hotel from its address; for an address it does not already know, it sends the hotel address to Anthropic for one web search. If you upload a month’s tax report, we read it in memory and keep only totals for each tax (exempt and refunded revenue, or the tax your PMS charged); guest names and stays in it are never stored, and the file is not kept. We store the figures and answers you enter, and when you mark a return filed or paid. DashInn prepares figures to check; it does not file or pay any return.
Morning brief. DashInn can email each owner a short summary of their hotels at about 7 am: last night’s figures, what changed and why, missing reports, overdue invoices, late bills and price rises. You choose daily, weekly or off, and whether amounts appear, in Settings → Account. It goes only to your verified sign-in address, covers only hotels you own that are active, and stops when your access ends. We keep a record of each brief sent (the date, the hotels it covered and its delivery status), and stop sending to an address that bounces or marks it as spam.
We never touch your email account. You forward invoices to an address we own, hand that address to your vendors, or configure your PMS to send a scheduled report to a separate property address. We never log into your inbox or PMS, and we never hold a password or token for either.
We use AI to read invoices. Invoice files, related text, and a Siri invoice note when you use that feature are sent to Anthropic’s Claude models to pull out the vendor, amount, currency, dates, property, and expense category. For a vendor with no saved payment link, we run one Claude web search to suggest a payment page for you to confirm. Each hotel has up to 50 documents read by AI a day; anything beyond that waits, unread, and is read on a later day in the order it arrived. If you load past invoices in bulk (up to 500 files a batch), they are stored privately and read at up to 100 an hour, separately from that daily allowance; files still waiting are deleted seven days after you started the batch, or sooner if you cancel it. The cost range shown before you confirm is an estimate, not a charge. We record which model read each document and how much it used, never the document’s text. AI-filled file values are flagged “auto” and never overwrite anything you type. Financial treatment is derived from the selected category or set by you; AI does not decide whether an item is cash, accrued, or booked. Night-audit reports are read by a deterministic layout parser and are not sent to Anthropic or another AI model.
Where it’s stored. In our database and a private file store (Supabase, US-East), encrypted in transit and at rest. Invoice files and retained aggregate night-audit pages are private — opened only through short-lived links generated for you, and a file can be opened only when a DashInn record belonging to your ownership group references that exact file. Full night-audit bundles are not stored.
Your data is walled off. Every row is scoped to your account at the database level; other owners can never see it.
Deletion. You can delete your personal sign-in from this page. Hotel records stay with the ownership group so another owner does not lose shared invoices, reports, corrections, or financial history. If you are the last owner, ownership must be transferred or resolved by DashInn first.