We value your trust and take data privacy and protection very seriously. We have written our data management and protection policy in a simple, easy to understand, questions and answers format so that you fully understand what will happen to your data when you use our App. Notwithstanding this, please contact the undersigned for any additional information or clarification you may need on this subject.
For the purpose of this document as well as the definition and implementation of our data protection policy, the Sophia App is represented by the entire software development and management team of Sophia Systems Pvt Ltd.
Sophia App is a software App developed by Sophia Systems Private Limited. We are based in Kerala, India. The App is used to facilitate communication between guests and the services team in a hotel / resort / tour company (or similar business environments). Data is being collected by the Sophia App to enable this communication and workflow management.
During the signup process, we will collect your business information such as business name, contact person(s), phone numbers, email addresses, business address etc. While the app is being used, interactions between your customers (or prospective customers) and your support team will be collected.
Your business related information (business name, phone number, main contact person) would be used by us to configure your access to the system. Email address(es) would be used to send relevant communications to you. We will also use the same for our billing and accounting purposes.
Interactions through Whatsapp between customers and services team will be used by the App to enable the business logic, workflow management and reporting which are the core features of the app. No developer or team member at our end will access this data under any circumstances.
Summary data on the communication, such as number of messages, delivery failures, number of users etc may be tracked by our development and support team. This will be summarized without accessing the actual messages. This summary data would be needed by us for monitoring Quality of Service, usage volume, processing of billing etc.
All of the App data is being stored on Amazon Web Services (AWS) servers. The robust and secure nature of AWS deployment ensures that your data is stored safely and securely.
As indicated above, our team will have access to your business information (business name, contact details etc) as part of the sign up process. Only authorized users in your team will have access to the Whatsapp communication being managed by the App. We will take your explicit, written permission by email if we need to access any of your messages for debugging or troubleshooting purposes.
Yes, as indicated, all data stored in the cloud on AWS serves with appropriate backup mechanisms. This ensures best in class safety and security for your data. We use separate tablespaces to store data for each customer to ensure integrity and granularity for data related to each customer.
If at any point of time, you would like us to cease our App and storing your data, you can inform us about this in writing (to the contact information given below). All messages and customer information stored in our App Storage (on AWS) would be deleted within five working days of receiving such confirmation from your end. No back will be stored, which also means that such data cannot be further retrieved by our team for any purposes. You can use reporting features available in our App to download and store a relevant copy of your data before such deletion. If needed, our support team will assist you with this data retrieval.
Our team will continue to use business related information such as business name, phone number and contact details at our end for statutory purposes and business related needs. We will transparently disclose to you the complete information that we retain for such purposes. Any summary reporting information collected during the course of the App usage by your team as well as any error logs and support requests would also be retained.
For queries and concerns related to your data as well as for requesting removal of App data stored, please contact:
Sreeni TS,
Managing Director,
Sophia Systems Private Limited,
Arattupuzha PO, Thrissur, Kerala, India - 680562
Email: sales@sophiasystems.net
Phone / Whatsapp: +91 79076 54906
Website: https://www.sophiasystems.net