Data compliance agreement
1. Who this is between
This agreement is between SkangoGroup LTD (“ROXIS”, “we”) and the business that uses ROXIS AI, AISellio, or ROXIS HOTELS (the “customer”). It describes how we process personal data to run those products. It is the public statement a partner can rely on. A signed copy can be requested at the address below.
The customer decides why their guests or buyers are contacted and what the assistant is allowed to say. For that data, the customer is the controller and ROXIS is the processor. ROXIS is the controller only for its own account data, such as a customer’s login and billing.
2. What we process
- Account data: name, email, company, and team logins the customer creates.
- Content the customer adds: knowledge-base answers, property facts, catalogs, room and stay records, and instructions for the assistant.
- Conversation data: chat messages, and, when a call is placed, the audio needed to hear the person and speak a reply.
- Technical data: IP address, browser, and logs needed to run and secure the service.
- Data from channels the customer connects, such as a website widget, a hotel room QR, a reception link, WhatsApp, Telegram, Facebook, or a phone number.
We do not sell personal data. We do not use one customer’s conversations to answer another customer’s guests.
3. Why we process it
We process this data to provide the assistant the customer configured, to show the customer their own inbox and service board, to keep the service secure, and to bill for the subscription. Messages are sent to an AI provider so that provider can generate the reply for that conversation. We do not ask that provider to train a public model on a customer’s private chats.
4. What the assistant may say
The assistant answers from the customer’s knowledge base, property facts, catalog, and the tools that customer has turned on. If a fact is not there, it is instructed to say it does not know. On ROXIS HOTELS, a room chat can see that room’s stay. It is not given other guests’ names or reservations. A reception chat has no room and cannot open another guest’s stay.
A spoken or written answer can still be wrong, incomplete, or out of date. The customer remains responsible for prices, availability, house rules, and anything promised to a guest or buyer.
5. Who else handles the data
We use these providers only to run the service:
- Google Cloud, including Firebase and Gemini, to store data and generate replies.
- Hostinger, to serve public websites.
- Stripe, when the customer pays a subscription.
- Twilio, when the customer connects a phone number.
- Meta, WhatsApp, or Telegram, only for the channels the customer connects.
Processing takes place in the European Union and the United States, depending on the provider. Hotel application functions run in Europe (Belgium). Voice audio is handled by our call service in the United States.
6. Security, retention, and deletion
Access to a customer’s data is limited to that customer’s account and to the people who operate the service. Secrets such as a hotel door PIN and a partner API key are not shown on the public website. We keep conversation and account data for as long as the customer’s account is active, and delete or anonymize it when the customer asks us to close the account, except where we must keep a record for law, tax, or an unresolved dispute.
7. The customer’s duties
The customer will tell its guests or buyers that they are talking to an AI, keep its knowledge base accurate, and not upload data it has no right to share. The customer will honor requests from its own users to access or delete their data, and will tell ROXIS when we must help with that request.
8. Contact
SkangoGroup LTD
ROXIS AI · roxis.ai
Hotels: [email protected]
AISellio: [email protected]