MAINE HOSPITALITY MANAGEMENT LLC
Generative AI · Automation · Consultation · Integration
Electronic Communication Policy
Electronic Communication Policy Overview
Maine Hospitality Management LLC (“MHM”) uses electronic communication—including email, SMS, text chat, WhatsApp, and AI‑assisted messaging—to support hospitality operations, guest service, and consulting engagements. This policy outlines how electronic communication is used, governed, and protected across all MHM services.
1. Purpose of Electronic Communication
Electronic communication is used to enhance operational efficiency, streamline workflows, and support real‑time collaboration. This includes:
- Guest messaging and service coordination
- Operational updates, alerts, and task routing
- Consulting communication between MHM and clients
- AI‑assisted responses for FAQs, SOP guidance, and workflow automation
2. Consent & Authorization
MHM and its client properties obtain consent before sending automated or AI‑assisted messages. Consent may be collected through:
- Booking engines and reservation systems
- Check‑in forms and digital registration cards
- SMS opt‑in prompts
- WhatsApp or messaging platform enrollment
3. Acceptable Use of Electronic Communication
Electronic communication must be used professionally, securely, and in alignment with hospitality standards. Acceptable use includes:
- Providing timely operational updates
- Coordinating guest service requests
- Sharing project information with clients
- Using AI‑powered tools to support efficiency and accuracy
4. Privacy, Security & Data Protection
MHM follows strict data protection standards to safeguard guest and client information. This includes:
- Secure transmission of messages
- Limited data retention based on operational need
- Encryption of sensitive information
- Controlled access to communication platforms
5. AI‑Assisted Messaging & LLM Usage
MHM uses Generative AI and Large Language Models (LLMs) to support communication workflows. AI‑assisted messaging is governed by:
- Human‑in‑the‑loop review for sensitive interactions
- Brand‑aligned tone and hospitality standards
- Clear escalation paths to human staff
- Compliance with guest privacy and consent requirements
6. Opt‑Out & Communication Preferences
Guests and clients may opt out of electronic communication at any time using standard commands such as “STOP” or by contacting MHM directly.
Questions About This Policy?
Contact us for clarification or to request updates to your communication preferences.
Contact Maine Hospitality ManagementSMS, Text Chat & WhatsApp Communication Policies
This page outlines how Maine Hospitality Management LLC and its clients use SMS, text chat, and WhatsApp messaging in connection with hospitality operations and AI‑powered communication tools.
Consent & Opt‑In
- Guest consent: Guests must provide explicit consent before receiving automated or AI‑assisted messages.
- Clear disclosures: Messaging programs disclose frequency, purpose, and data usage.
- Property‑specific policies: Each hotel may maintain additional terms aligned with local regulations.
Opt‑Out & Data Handling
- Easy opt‑out: Guests can stop messages at any time using standard commands (e.g., “STOP”).
- Data minimization: Only necessary information is retained to support operations and guest service.
- AI usage: Where AI or LLMs assist in messaging, content is monitored and governed by property policies.
Questions About Messaging Policies?
For questions about SMS, text chat, or WhatsApp usage in your property’s automation stack, contact us directly.
Contact Maine Hospitality Management