What we collect, and what happens to it.

Who we are

Santosh Agents is a one-person company based in the Netherlands, run by Santosh. We build and operate an AI guest assistant for hotels.

Registration with the Dutch Chamber of Commerce (KvK) is in progress. This page will be updated with the registration and VAT numbers as soon as it completes.

For anything on this page, write to tosharan@live.nl.

Who is responsible for what

For this website, we are the controller. We decide what it collects, which is very little.

For the guest assistant, the hotel is the controller and we are its processor. The hotel decides to put the assistant in its rooms, decides what it should know and what it is for. We run it on the hotel's instructions. If you are a guest and you want your data removed, you can ask either the hotel or us — if you ask us, we will act on it and tell the hotel.

This website

The pilot form

The form asks for your hotel name, city, number of rooms, your name, an email address or WhatsApp number, and an optional message. We use it only to reply to you and to talk about a pilot. Nothing is passed to anyone else and nothing is used for advertising.

Today the form opens your own email app with the details filled in, so what reaches us is an ordinary email in our mailbox. We keep enquiries for up to 12 months after our last contact with you, then delete them. Ask sooner and we will delete sooner.

Cookies, analytics and tracking

There are none. This site sets no cookies, uses no analytics, and carries no advertising or tracking pixels. There is nothing to consent to, which is why you were not asked.

Technical data and fonts

The site is served by Cloudflare, which processes ordinary connection data — including your IP address — to deliver the page and to protect against attacks.

Everything else the page needs — the typeface, the images, the code — comes from this domain. Your browser does not contact Google, a font service, an advertising network or anyone else while you read this. The only company that sees your visit is Cloudflare, because it has to serve the page.

The guest assistant

What a guest sends

A guest scans a QR code and types. What reaches us is:

• the messages the guest writes, and the assistant's replies;
• the room number, when the guest gives one — usually because they are asking for something to be brought to it;
• the hotel the conversation belongs to, the time, and the language the guest wrote in;
• a reference number generated for any request.

The assistant does not ask for a name, an email address, a passport number or any payment details, and it cannot take a payment. There is no account and no login.

Please do not type medical details, payment card numbers or identity document numbers into the chat. It is a way to ask the hotel for things, not a secure channel, and hotel staff can read what you write.

What happens to it

• The message is sent to Anthropic to generate a reply. Under Anthropic's API terms, messages sent this way are not used to train its models.
• If the guest asks for something a person must do, a request is created and delivered to the hotel's staff group on Telegram, and appears on a dashboard the hotel's managers can open.
• Conversations and requests are stored so that staff can see the context behind a request, and so the hotel can see what its guests keep asking about.

Who can see a conversation

Staff at the guest's own hotel, and us, when we are asked to fix something or investigate a problem. One hotel cannot see another hotel's conversations.

The companies that process data for us

We use a small number of providers. Each of them only processes data to provide their part of the service.

Some of these providers are based outside the European Economic Area, or may process data outside it. Where that happens, it is covered by the European Commission's standard contractual clauses, which those providers publish as part of their terms.

How long we keep things

• Guest conversations and requests: 12 months from the day they are created, then deleted.
• Counts and totals — how many questions were asked, how many were answered without staff — are kept longer, because once the conversations behind them are gone they no longer identify anyone.
• Enquiries through this website: up to 12 months after our last contact with you.

Your rights

Under the GDPR you can ask for a copy of your data, ask us to correct it, ask us to delete it, ask us to restrict what we do with it, or object to it being processed at all.

If you are a hotel guest, the quickest route is to ask the hotel, since it is the controller. You can also write to us directly at tosharan@live.nl and we will act on it and tell the hotel. Quote the reference number from the chat if you have one — it is how we find the conversation. We will reply within one month.

If you are not happy with how we handle it, you can complain to the Dutch data protection authority, the Autoriteit Persoonsgegevens, or to the authority in the country you live in.

Keeping it safe

Connections to the assistant and the dashboard use HTTPS. Each hotel's dashboard is reachable only with a token specific to that hotel, and access to the underlying accounts is limited to the person running the company. We do not claim more than that, and we will tell you plainly if something goes wrong that affects you.

Children

The assistant is meant for hotel guests and is not aimed at children. We do not knowingly collect data from children. If a child has used it and you would like the conversation removed, write to us and we will remove it.

Changes to this page

If we change how any of this works, we will change this page and update the date at the top. If the change is significant, we will tell the hotels we work with directly rather than leaving them to notice.