Legal

Privacy Policy

Haibria drafts replies to the event inquiries a venue forwards to it. This page explains what that involves: what we collect, how it is processed, who else touches it, how long we keep it, and the controls you have. Plain language, no surprises.

Effective October 16, 2026. This is an early-access service and this policy will change as the product does. We will post updates here and note the date.

Who we are and who this covers

Haibria is operated by the Haibria team. You can reach us at hello@haibria.com. This policy covers two groups of people: venue owners and staff who use Haibria ("you"), and the customers whose inquiry emails you forward to Haibria. If you are a customer who emailed a venue, the venue decided to use Haibria to help answer you, and this page describes what happens to that email.

What we collect

Your venue profile

During setup you tell us about your venue: name, address, timezone, the email addresses to notify, your spaces and capacities, pricing packages, deposit terms, food and alcohol policy, frequently asked questions, sample replies you have written, house rules, a tour link, and the signature you want drafts to close with. You can also paste or upload documents such as a pricing sheet or an FAQ page. We extract the relevant text from those and keep the result in your profile; the uploaded file itself is read once and not stored.

Forwarded inquiry emails

Haibria receives the emails you forward to your Haibria address. For each one we store the sender and recipient addresses, the subject, the message body, and the technical headers needed to thread replies correctly. From the body we extract the details a reply needs, such as the customer's name, event date, headcount, event type, and budget. If you forward everything rather than a filtered sender, Haibria also receives mail that is not an inquiry. We classify each message and only draft replies for the ones that look like event inquiries; the rest are kept with the thread they belong to and otherwise ignored.

Calendar reads

If you connect a calendar, you give us a private iCal (ICS) link. We read it periodically and keep the event start and end times, titles, and all-day flags for the upcoming window so drafts can check whether a date is already taken. The connection is read-only. We never add, change, or delete anything in your calendar, and we never share its contents.

Drafts and replies

We store every draft we produce, your edits to it, and whether it was sent, discarded, or marked as sent from your own inbox. When you send a reply through Haibria, we send it on your behalf and keep a copy in the conversation thread, including the message identifiers that keep the thread together.

Account and login

Haibria has no passwords. You log in with a link we email you. We keep your email address and a signed session cookie that expires after 30 days. Login links expire after 15 minutes. Review links in notification emails expire after 7 days.

Product analytics

We use a product analytics service to understand how the product is used: which setup steps are completed, whether drafts are sent or discarded, and similar events. Analytics are tied to your account email. Session replay, when enabled, masks every input field and the customer conversation, so draft text, recipient addresses, and customer identities are never recorded in the clear. Analytics never affect how a draft is written.

Before you have an account

If you request early access or a resource from our website, we keep the email address and venue name you gave us and the page you gave them on, so we can follow up about access. We do not sell or share that list.

How we use it

Everything above exists for one purpose: to draft a reply you can review and send. Drafts use only what you have provided, checked against your calendar. If something is missing, the draft asks you to fill it in instead of making it up. Nothing reaches a customer without your approval. Beyond drafting, we use your data to notify you when a draft is ready, to verify your forwarding is working, to send you setup reminders while your venue is not yet live, to keep the service secure, and to improve the product.

How drafts are written

Drafts are written by a large language model that we access through a commercial API. To write a draft we send the model provider the inquiry text, your venue profile, the relevant calendar availability, and your sample replies. We send only what a given draft needs. The provider processes this data to return the draft and, under its commercial API terms, does not use it to train its models. We do not train models on your data either, and we do not use one venue's data to help draft for another.

Who else processes your data

We run on a small number of hosting, database, email delivery, AI, and analytics services, each with its own security and privacy commitments. Each one processes your data only to do its part of the job described on this page.

We do not sell personal data, and we do not share it with anyone else except when the law requires it.

Keeping venues separate

Every row of data belongs to exactly one venue, and the database enforces that separation with row-level security. The application sets the venue it is acting for before any query runs, and the database refuses to return another venue's rows even if the application asked for them. Review links are signed and carry the venue they belong to, so a link can only ever open its own draft.

How long we keep it

We keep your profile, conversations, and drafts for as long as your venue is active on Haibria, because an inquiry thread often comes back weeks later and the draft needs its history. Calendar events are refreshed on each read and past events are pruned, so only the upcoming window is kept. Early-access requests are kept until we have followed up. When you ask us to delete your venue, we delete the venue and everything attached to it, including inquiries, messages, drafts, and calendar data, within 30 days. Copies in routine database backups age out after that.

Your controls

• Review everything. Every reply waits for you. You review, you edit if you want, you hit send.
• Pause. Pause with one click and Haibria stops drafting; nothing else changes. Mail you forward while paused is still stored with its thread, and no draft is written for it.
• Disconnect. Remove your forwarding rule and Haibria never sees another email. Your inbox was always yours.
• Calendar. Remove the connection at any time from Settings and the stored events go with it.
• Edit or delete. Change any part of your profile from the dashboard. Email us to export or delete your venue's data.
• Customers. If you emailed a venue and want to know what Haibria holds about that thread, or want it deleted, contact the venue or write to us and we will coordinate with them.

Security

Data is encrypted in transit and at rest by the providers above. Access to production systems is limited to the people who operate Haibria. Login, review, and resume links are signed and time-limited. Incoming webhooks from our email delivery service are signature-verified before anything is stored.

Children

Haibria is a business tool for venues and is not directed at children under 16.

Changes and contact

When this policy changes we update the effective date at the top. Questions, requests, or concerns: hello@haibria.com.

This policy is written in plain language by the team that builds Haibria. It has not been reviewed by an attorney.