Data and security
As of 30 October 2026.
Short and concrete: where Āori runs, what reaches the AI model and how we protect the personal data of hotel guests and clients. We describe what works today.
Where the application runs
The Āori application and its data run on servers in the European Union, in Frankfurt, with the provider Render. That is where events, BEOs, the hotel offer and the change history are stored.
The AI model
To read the email thread, Āori uses the Claude AI model by Anthropic, via its API. The model runs at Anthropic, outside our servers in the EU. That is why, before a thread reaches the model, we replace personal data with placeholders (described below).
When a hotel offer is imported from a PDF, the content of that offer is also sent to the model, to turn it into a draft of rooms, items and prices. The coordinator reviews and approves the draft.
The AI model does not calculate prices. Prices are calculated by the system from the hotel rate card, and an item without a price is marked as missing and blocks approval.
Pseudonymisation before AI
Before a thread reaches the AI model, the system replaces personal data with placeholders:
- first names and surnames, including inflected Polish forms,
- email addresses,
- phone numbers,
- Polish tax and personal ID numbers (NIP, PESEL),
- bank account and card numbers,
- postal addresses.
The model sees, for example, “[OSOBA_1], tel. [TEL_1]”. The real data stays in the system and returns to the BEO only after the reading. Company names, guest counts, dates and prices stay, because the BEO needs them.
Exactly what the AI saw
In every BEO the coordinator sees a “What the AI saw” preview with the list of hidden data.
This is data minimisation, not full anonymisation. For example, a first name mentioned once in the middle of a sentence, without “Mr” or “Mrs”, may remain in the text. That is why the preview always shows exactly what reached the model.
A person approves
Nothing reaches the kitchen or the client without the coordinator’s decision. Every change to a BEO is saved with a timestamp.
We check the results on test threads before every change to the system.
Data processing agreement
A hotel that uses Āori is the controller of its guests’ and clients’ data, and Āori processes that data on the hotel’s behalf. A data processing agreement is available on request: write to kontakt@aoristudio.pl.
Demo
In the demo at demo.aori.studio all data is fictional (the Lazur Hotel & Conference). Please do not paste real threads with guest data there.