1 Introduction

Welcome to Impressa.

Impressa is a guest feedback management application for hospitality properties. Staff capture guest feedback on mobile devices, optionally by scanning handwritten feedback cards or importing feedback forms, and the app organizes, scores, and reports on that feedback. This Privacy Policy explains how we collect, use, store, and protect information when you use our application and related services.

Impressa is a multi-tenant platform. Each property's data is kept logically separate, and each property controls the information its staff enter into the app. By using Impressa, you agree to the collection and use of information in accordance with this Privacy Policy.

2 Information We Collect

When an account is created, we may collect:

• Full name
• Email address
• Phone number
• Authentication credentials
• Role and permission level
• Property affiliation

Impressa is used by properties to capture guest feedback, which may include:

• Guest names
• Guest email addresses
• Net Promoter Score (NPS) and category ratings
• Written comments and feedback
• Feedback dates
• Computed feedback scores

When capturing feedback, staff may add supporting media. This may include:

• Photographs of handwritten feedback or comment cards
• Imported PDF feedback forms
• Other files attached to a feedback record

To enable this, Impressa may request access to your device camera, photo library, and file storage. These permissions are used only to capture and attach feedback media.

Information entered by a property to manage its team may include:

• Staff names
• Contact details
• Roles and property assignments
• Activity records

We automatically collect certain technical information, including:

• Device type
• Device identifiers
• Operating system version
• App version
• IP address
• Crash logs
• Performance diagnostics

We use analytics services to understand how Impressa is used, including feature access, session duration, user engagement metrics, and error reports.

3 AI-Assisted Feedback Processing

When staff scan a handwritten feedback card or import a feedback form, Impressa sends the image or document to Anthropic's Claude API to automatically extract structured feedback data (such as scores, ratings, and comments) so it can be reviewed and saved.

This means the scanned image or imported document, and the text it contains, is transmitted to and processed by Anthropic to return the extracted data. Under Anthropic's commercial API terms, this content is used to provide the extraction service and is not used to train Anthropic's models. Anthropic processes this content in accordance with its own terms and privacy policy: Anthropic Privacy Policy.

Extracted results are always presented to staff for review and correction before they are saved.

4 Firebase Services

Impressa uses services provided by Google Firebase, including:

Used for secure user login and account management.

Used to securely store property, feedback, staff, and form data.

Used to securely store photos, scans, and imported feedback files.

Used for account provisioning, transactional email, and AI-assisted feedback processing.

Used to understand app usage and improve user experience.

Used to monitor crashes and application performance issues.

Google may process certain technical information in accordance with its own Privacy Policy: Google Privacy Policy.

5 Email Communications

Impressa sends transactional emails for account provisioning and security notifications, such as new account setup and password change confirmations. These emails are sent through a third-party email delivery service acting on our behalf.

6 Data Storage

Property and user data is stored securely using Firebase cloud infrastructure, with on-device storage used to support offline capture.

Data may be stored and processed on servers located outside your country of residence. By using Impressa, you consent to such storage and processing.

7 Property & Multi-Tenant Data

Impressa serves multiple properties, and each property's data is kept logically separate from others.

Where a property uses Impressa to capture guest feedback, that property is responsible for the guest information it collects and enters, including obtaining any consent or providing any notice required by applicable law. Impressa processes this information on the property's behalf to provide the service.

Within a property, authorized members may view feedback and operational data according to their assigned role and permissions.

8 Data Sharing

We do not sell personal information.

We may share information only in the following situations:

• With Firebase and Google Cloud services required to operate the application
• With Anthropic, to extract data from scanned or imported feedback
• With our email delivery provider, to send account and security emails
• With other service providers acting on our behalf
• Within your own property, according to user roles and permissions
• When required by law or legal process
• To protect our legal rights and prevent fraud or security threats

9 Data Security

We implement reasonable administrative, technical, and organizational safeguards designed to protect information from unauthorized access, disclosure, modification, and destruction.

Despite our efforts, no internet-based system can guarantee absolute security.

10 Data Retention

We retain data for as long as necessary to provide Impressa services, maintain feedback records, and meet legal, accounting, and regulatory requirements.

Users may request account deletion subject to applicable legal obligations.

11 User Rights

Depending on applicable laws, users may have the right to:

• Access their data
• Correct inaccurate information
• Request deletion of data
• Request data export
• Withdraw consent where applicable

Requests may be submitted using the contact information below or through the Delete Account section on this page. Where data belongs to a property, requests may need to be made through that property's administrator.

12 Children's Privacy

Impressa is intended for business and organizational use and is not directed toward children under the age of 13.

We do not knowingly collect information from children.

13 Changes to This Privacy Policy

We may update this Privacy Policy periodically.

Any changes will be posted within the application and/or on our website. Continued use of Impressa after changes become effective constitutes acceptance of the revised policy.

14 Contact Information

For questions regarding this Privacy Policy, account deletion, or your personal information, contact:

Impressa
Email: info@zafrionet.com
Location: Kigali, Rwanda