Guest Data Notice

1. What is collected

During a conversation, the concierge may collect:

• Information you choose to share: your name, phone number, email address, travel dates, number of guests, and any preferences or questions you type into the chat.
• The WhatsApp number the message came from, and the time of the conversation.

We do not ask for payment details, card numbers, government ID numbers, health information, or other sensitive personal data through this chat, and you should not share them here.

2. Why it is collected

• To answer your question in real time — rates, amenities, activities, policies.
• To pass a booking inquiry, or a question the assistant cannot confidently answer, to the property’s team so a person can follow up.
• To improve the accuracy of answers for that property.

3. Where the information goes

To generate a reply.Conversation text is sent to OpenAI, and if that is unavailable to Google (Gemini), solely to produce an answer. If both are unavailable, a limited set of pre-written responses is used and nothing leaves our system. Under these providers’ API terms, content sent this way is not used to train their models. They may retain it briefly — typically up to 30 days — for security and abuse monitoring, after which it is deleted.

Processing outside India. These providers process the text on servers located outside India, principally in the United States.

Questions the assistant cannot answer.The question, and your contact details if you gave them, are stored so the property’s team can follow up. These records are held in an encrypted database and are automatically deleted 14 days after they are created.

Booking inquiries.If you are making an inquiry, your details (name, contact information, dates, and what you asked about) are recorded in a dedicated record for that property that only the property’s team can access, so a person there can follow up. A copy is also kept in Sciencethoughts’ own systems for as long as the property is a Sciencethoughts client, so the service can keep working and so the property has a backup record — see Section 4 for how long this is kept.

Never. We do not sell guest information, we do not share it with other properties, and we do not market to you on our own behalf.

4. How long it is kept

Information used only to generate a live reply is not stored by us beyond the conversation. Questions the assistant could not confidently answer, and any contact details given with them, are kept for 14 days and then deleted automatically. Booking-inquiry details are different: we keep those for as long as the property is a Sciencethoughts client, so the service and the property’s own record of the inquiry keep working, and delete them within 30 days of that relationship ending, except where the law requires us to keep something longer. This matches standard practice among hosted guest-messaging services. Once your details reach the property’s own systems, how long the property itself keeps them is governed by its own policy, separate from ours.

5. Security

Messages travel over encrypted connections, including WhatsApp’s own encrypted transport to Meta. Property credentials are stored encrypted. Access to system configuration and to stored escalation records is limited to the Service Provider. If a breach affecting guest information occurs, the property is notified promptly so it can meet its own obligations.

6. Children

This chat is not intended for use by anyone under 18. We do not knowingly collect personal information from a child through it. Where a booking inquiry mentions children travelling, only the information the adult chooses to provide is captured. If you believe a child has shared personal information here, contact us using the details in Section 8 and it will be deleted.

7. Your choices

Sharing your name, phone number or email in this chat is entirely up to you. You can ask a question and get an answer without giving any contact details — they are only needed if you want the property’s team to get back to you.

8. Your rights, and who to contact

Under India’s Digital Personal Data Protection Act, 2023 you may ask for access to the information held about you, ask for it to be corrected or erased, raise a grievance, and nominate someone to exercise these rights on your behalf. To do any of these:

• For information already passed to the property — contact that property’s own guest services or reservations team directly.
• For anything still held in our own systems — the 14-day escalation window, or a booking-inquiry copy kept while the property is a client, both described in Section 4 — contact Sciencethoughts at nishithmanu@gmail.com.

Grievances are acknowledged and responded to within 30 days. The person responsible is Nishith Krishnan, reachable at nishithmanu@gmail.com.

9. Our approach to Indian data protection law

This notice and the underlying system are designed around the core principles of the Digital Personal Data Protection Act, 2023 — collecting only what is needed, using it only for the stated purpose, and not keeping it longer than necessary. The property you are messaging is the data fiduciary for guest information collected through this chat; Sciencethoughts processes it on the property’s behalf. This is a good-faith design approach and a description of how the system actually works, not a formal compliance certification.