User Data Deletion

At Polygon AI GmbH, we respect your right to control your personal data. This page explains how Hotel Operators and guests can request deletion of data held within the sparkdesk platform, in accordance with GDPR and Swiss data protection law (DSG/nDSG).

1. Scope of Data Deletion

sparkdesk processes two categories of personal data: Hotel Operator account data (for which we act as Data Controller) and guest interaction data (for which we act as Data Processor on behalf of the Hotel Operator).

The deletion process differs depending on the data category and the role of the requesting party. Both Hotel Operators and guests have the right to request erasure of their personal data, subject to applicable legal retention requirements.

2. Hotel Operator Data Deletion

Hotel Operators may request complete deletion of their account and all associated data by contacting us at privacy@sparkdesk.ai or through the account settings in the sparkdesk dashboard. Upon receiving a verified deletion request, we will permanently remove your account information, organisation details, platform configuration, and usage data.

Before account deletion is processed, you will have the opportunity to export your data. Once deletion is confirmed, the process is irreversible and all data — including conversation logs, analytics, and configuration — will be permanently erased from our systems within thirty days.

3. Guest Data Deletion

Since sparkdesk processes guest data on behalf of Hotel Operators, guests should first contact the hotel they interacted with to request data deletion. The Hotel Operator, as the Data Controller, is responsible for handling your request and instructing us to delete the relevant data.

If you are unable to reach the Hotel Operator or do not receive a response within a reasonable timeframe, you may contact us directly at privacy@sparkdesk.ai. We will make reasonable efforts to identify the relevant data and coordinate deletion with the Hotel Operator on your behalf.

4. Deletion Process & Timeline

Once a valid deletion request is received and verified, we will process the deletion within thirty calendar days. You will receive email confirmation once your data has been permanently removed from our active systems.

Data may persist in encrypted backups for up to ninety days after deletion from active systems. Backup data is automatically purged on a rolling cycle and is not accessible for any operational purpose during this period.

5. Data We May Retain

Certain data may be retained beyond your deletion request where required by law. This includes financial and billing records (retained for seven years as required by Swiss commercial law), data necessary for the establishment, exercise, or defence of legal claims, and anonymised or aggregated data that can no longer be linked to an individual. Any retained data is stored securely and used only for the specific legal purpose that requires its retention.

6. Verification & Confirmation

To protect against unauthorised deletion requests, we will verify your identity before processing any request. Hotel Operators will be verified through their registered account credentials. Guests will be asked to provide sufficient information to identify the relevant interaction records. You will receive written confirmation once deletion is complete.

7. Contact Us

For data deletion requests or questions about this policy, contact our Data Protection team at privacy@sparkdesk.ai or write to: Polygon AI GmbH, Zurich, Switzerland. We are committed to responding to all data deletion enquiries within five business days.