Vyola Privacy Policy (DPDP Act–Compliant)

Vyola Privacy Policy (DPDP Act–Compliant)

Effective Date: 17-Nov-2025

1. Introduction

Welcome to Vyola, an AI-powered guest experience platform operated by Saaranya Hospitality Technologies Pvt. Ltd. (“Saaranya Hospitality Technologies”, “we”, “our”, or “us”).

Vyola enables hotels and their guests to communicate seamlessly through WhatsApp and other approved messaging channels, providing real-time, AI-assisted hospitality interactions.

Saaranya Hospitality Technologies acts as the Data Fiduciary under the Digital Personal Data Protection Act, 2023 (“DPDP Act”), while hotels using Vyola may act as Data Processors or Joint Fiduciaries, depending on their configuration and usage.

By using Vyola, you consent to the collection and processing of your personal data as described in this Privacy Policy.

2. Scope and Applicability

This policy applies to:

  • Guests communicating with hotels via Vyola’s WhatsApp interface

  • Hotel staff using Vyola’s web or mobile console

  • Any individual interacting with Vyola services hosted or managed by Saaranya Hospitality Technologies Pvt. Ltd.

This policy is framed in accordance with the Digital Personal Data Protection Act, 2023 and relevant Indian privacy standards.

3. Definitions

For clarity:

  • “Data Principal”: the individual to whom personal data relates (e.g., hotel guest).

  • “Data Fiduciary”: Saaranya Hospitality Technologies Pvt. Ltd., which determines the purpose and means of processing.

  • “Data Processor”: any entity processing data on behalf of Saaranya Hospitality Technologies (e.g., WhatsApp API provider).

  • “Consent Manager”: an authorized intermediary facilitating consent management between Saaranya Hospitality Technologies and Data Principals.

4. Personal Data We Collect

We may collect and process the following categories of information:

a. Guest Information

  • Name, phone number, and WhatsApp ID

  • Booking details (hotel name, check-in/check-out dates, room type)

  • Preferences, service requests, and feedback

  • Chat transcripts between the guest and hotel

b. Hotel Staff Information

  • Name, role, and contact information

  • Login credentials (hashed) and activity logs

c. Technical and System Data

  • IP addresses, device identifiers, and connection metadata

  • Message timestamps, delivery status, and platform usage logs

We do not intentionally collect sensitive personal data unless required for service delivery (e.g., dietary or accessibility preferences shared voluntarily).

5. Purpose of Processing

Saaranya Hospitality Technologies processes data strictly for specific, lawful, and limited purposes:

  • Facilitating guest–hotel communication

  • Delivering AI-assisted replies and automation features

  • Improving platform performance and personalization

  • Detecting and preventing fraud or misuse

  • Complying with legal and contractual obligations

No personal data is processed for unrelated purposes without renewed consent.

6. Consent Management

Vyola operates under a Consent-based Processing Framework aligned with the DPDP Act:

  • By initiating or continuing a chat with a hotel through Vyola, guests provide informed and explicit consent for communication and service automation.

  • Consent is logged, traceable, and auditable.

  • Guests can withdraw consent anytime by replying “STOP” or by emailing privacy@vyola.ai.

  • Upon withdrawal, data processing for that user ceases except as required by law.

7. Data Sharing and Disclosure

Saaranya Hospitality Technologies does not sell or rent personal data. Data may be shared only with:

  • Hotels, for legitimate operational purposes

  • Authorized processors, such as WhatsApp Business API and hosting partners, under strict confidentiality

  • Government or regulatory authorities, if mandated by law

All data sharing complies with Section 8 of the DPDP Act and is governed by binding processing agreements.

8. Data Retention

  • Chat logs and related metadata are retained for 90 days for quality monitoring, service analytics, and dispute resolution.

  • After 90 days, such data is anonymized or permanently deleted.

  • Non-identifiable, aggregated statistics may be retained longer for analytical purposes.

9. Data Security

Saaranya Hospitality Technologies maintains robust organizational and technical safeguards, including:

  • Data encryption (in transit and at rest)

  • Role-based access controls for hotel and Saaranya Hospitality Technologies personnel

  • Regular security audits and vulnerability testing

  • Ongoing alignment with ISO 27001 standards

In case of a data breach, Saaranya Hospitality Technologies will notify affected individuals and the Data Protection Board of India as mandated under the DPDP Act.

10. Cross-Border Data Transfers

If personal data is stored or processed outside India (e.g., via cloud infrastructure or global APIs), Saaranya Hospitality Technologies ensures such transfers are made only:

  • To jurisdictions approved by the Indian government, or

  • Under contractual clauses guaranteeing equivalent protection levels.

11. Rights of Data Principals

Under the DPDP Act, you have the right to:

  • Access your personal data

  • Request correction or deletion of inaccurate or outdated data

  • Withdraw consent at any time

  • Lodge grievances regarding data handling

Requests can be sent to privacy@vyola.ai or managed via an approved Consent Manager.

12. Grievance Redressal

Data Protection Officer (DPO):
 Name: Sanchit Goel
Designation: Data Protection Officer
Email: privacy@vyola.ai
Address: Saaranya Hospitality Technologies Pvt. Ltd., 1st Floor, H62, Sector 63 Rd, H Block, Sector 63, Noida, Uttar Pradesh 201301

If a grievance is not resolved satisfactorily, you may escalate it to the Data Protection Board of India, per the DPDP Act provisions.

13. Children’s Data

Vyola is not designed for individuals under 18 years of age.
We do not knowingly collect data from minors.

14. Policy Updates

This policy may be revised periodically to align with updates in law or technology.
The latest version will always be published at vyola.ai/privacy.

15. Contact

Saaranya Hospitality Technologies Pvt. Ltd.
 Email: privacy@vyola.ai
Website: vyola.ai 

✅ Summary of Compliance Elements

Requirement

Implementation

Retention Period

90 days for chat logs

DPO Assigned

Sanchit Goel

Consent Mechanism

Initiation via WhatsApp + “STOP” withdrawal

Legal Alignment

DPDP Act, 2023

Cross-Border Transfer

Restricted and safeguarded

User Rights

Access, correction, erasure, consent withdrawal