Last updated: July 2026
Xtreme Itinerary Assistant is an internal AI assistant used by staff of Xtreme Tours and Travels to create and manage tour itineraries, cost sheets, and related customer communications. This page describes what data the assistant handles and how.
Access is restricted to authenticated staff members of Xtreme Tours and Travels. It is not a public consumer product.
Data is used solely to operate the assistant: understanding staff requests, retrieving or updating itinerary/cost sheet records, and sending documents to customers at staff request. Conversation content is processed by OpenAI's API to generate responses, subject to OpenAI's privacy policy. Messages sent via WhatsApp are processed through Meta's WhatsApp Business Platform, subject to WhatsApp's privacy policy.
Chat logs and internal review records are retained for 30 days for audit purposes, then automatically deleted. WhatsApp conversation history is retained for 24 hours of inactivity, then automatically deleted. Itinerary notes (durable preferences/constraints staff explicitly ask the assistant to remember) are retained until manually removed.
Data is not sold or shared with third parties beyond the service providers necessary to operate the assistant (OpenAI for language processing, Meta/WhatsApp for messaging, and Xtreme Tours and Travels' own systems).
Questions about this policy can be directed to info@cloudedesign.com.