Privacy policy

GillisOne is a lead-finding service for hotel sales teams, run by Gillis Sales ("we", "us"). This policy explains what personal information we collect, where it comes from, how we use it, who we share it with, and how you can see it, correct it or ask us to remove it.

It covers two groups of people: users, the hotel staff who sign in to GillisOne, and business contacts, people whose work contact details may appear in GillisOne because their employer is a potential customer of a hotel.

If you use GillisOne

What we collect

• Your account. Your email address. When you sign in with Google, we also receive your name and, if your Google account has one, your profile photo. We don't receive your Google password or access to your Gmail, Drive or calendar.
• Your profile. The job title and phone number you add in Settings, which fill in your email signature.
• Your hotel and team. Your hotel's details, the answers you give during setup, and the first names and email addresses of teammates you invite.
• What you add. Customer lists you upload (which can include your contacts' names, emails and phone numbers), notes and instructions you give the assistant, your conversations with the assistant (Ask Gillis) and edits you make to its drafts, companies you dismiss or mark as accounts, and contacts you report as wrong.
• Technical information. A sign-in cookie that keeps you signed in, a few preferences stored in your browser (such as a dismissed notice), and the standard request logs our hosting providers keep, which include IP addresses. We don't use advertising or third-party analytics trackers.

How we use it

• To run the service: building your hotel's lead lists, researching companies, finding contacts when you ask for them, drafting emails, and showing your team's work to your teammates.
• To send you service emails: team invites and, unless you turn it off in Settings → Notifications, a Monday email with your top leads.
• To keep the service secure, fix problems and improve it.

People in the same GillisOne organization can see the hotels, lead lists, unlocked contacts and assistant drafts their organization works on. Customer lists you upload are kept for your organization only.

If your work contact details appear in GillisOne

GillisOne helps hotels find organizations that send people to stay in their area, such as companies with visiting staff, construction projects and event organizers, and reach the person who books those stays.

What we collect and where it comes from

• Business contact details only: your name, job title, employer, work email address, work phone number and professional profile link (such as LinkedIn). We don't collect home addresses, personal social media, or sensitive information.
• Sources: your employer's public website, public news and announcements, public government contract awards, business listings, and licensed business contact data providers. A hotel user may also upload your details from their own customer list.
• We look up contact details only when a hotel user asks for contacts at a specific organization, and we check that email addresses can receive mail.

How it's used

Hotel sales teams use these details to contact you about lodging for your organization's business travel, crews or events. We require our customers to follow anti-spam and telemarketing laws, including Canada's Anti-Spam Legislation (CASL), the US CAN-SPAM Act and the Telephone Consumer Protection Act (TCPA).

Removing your details

Email [privacy email] and tell us the name and work email address to remove. We'll delete your contact details from GillisOne within 30 days and keep only what we need to stop them being added again.

Services we share information with

We don't sell personal information. We share it only with service providers that help us run GillisOne, under contracts that limit their use of it:

• Supabase: our database, sign-in and background processing.
• Vercel: hosting for the website.
• Google: sign-in, and business listings from Google Maps.
• Anthropic: the AI models that research companies, judge leads and write drafts. Under its commercial terms, Anthropic doesn't use this information to train its models.
• FullEnrich and People Data Labs: business contact and company data providers. Results from FullEnrich are kept for the organization that asked for them.
• MillionVerifier: checks that email addresses can receive mail.
• Zyte: fetches public web pages for research.
• Resend: sends our service emails.
• OpenFreeMap: serves map images, and receives your IP address when a map loads.

We may also disclose information if the law requires it, or to a buyer if Gillis Sales or GillisOne is sold, under this policy's protections.

Where information is stored

Our database is in the United States (Ohio), and some of our providers process information in the United States and other countries. When information leaves Canada, the laws of the country where it's held apply, and authorities there may be able to access it.

How long we keep it

• Account information: while your account is active, and deleted within 90 days after your organization closes its account, apart from records we must keep by law.
• Business contact details: while they remain useful and accurate. We re-check them over time and delete them on request.

Your rights

You can ask to see the personal information we hold about you, correct it, or have it deleted, and you can withdraw your consent to how we use it (which may mean you can no longer use GillisOne). Depending on where you live, laws such as Canada's PIPEDA, the California Consumer Privacy Act and the EU and UK GDPR may give you further rights. Email [privacy email] and we'll respond within 30 days. If you're not satisfied with our answer, you can complain to the Office of the Privacy Commissioner of Canada or your local privacy regulator.

Security

Information is encrypted in transit, access is limited by organization, and browsers can only read the data their own organization is allowed to see. No system is perfectly secure; if a breach puts your information at risk, we'll tell you and the regulators as the law requires.

Children

GillisOne is a business service and isn't meant for anyone under 18.

Changes to this policy

We'll post any changes here and update the date at the top. If a change is significant, we'll tell users by email before it takes effect.

Contact

Gillis Sales, privacy questions and requests: [privacy email].