Privacy policy
Who we are
DeskWatch is operated by Prompt AI Ethical Solutions USA LLC, a Wisconsin limited liability company ("DeskWatch", "we", "us"). Contact: hello@watchmydesk.com.
What we collect
- Reports you forward. Night audit reports and related documents (card processor settlements, OTA statements, supplier invoices, housekeeping sheets) that you or your staff send to an address on watchmydesk.com.
- Your house rules. Answers you give us about how you run the desk (no-show policy, approval limits, direct-bill companies, staff logins).
- Contact details. Your name, email, phone/WhatsApp number and the properties you own or manage.
- Enquiry and contact forms. The fields you type, delivered to us by email through our Cloudflare-hosted form handler.
- Technical logs. IP address, browser and time of request, kept briefly by our hosting provider to run the site and email securely. No cookies of our own, no analytics identifiers.
- Chat on our homepage. If you use the chat assistant, the messages you type and any contact details you give it are processed by N3 Chat (n3chat.com), which provides the widget and uses AI to answer. Do not type guest names, card numbers or passwords into it. The widget may store a session identifier in your browser.
Guest and cardholder data
Reports contain guest names, company names and partial card numbers. On receipt we replace names and card fragments with one-way hashes before storage; the original text is not retained and never appears on any page or message we produce. We do not store full card numbers under any circumstances.
How we use it
To read your reports, run the checks you have asked for, send you the resulting messages, answer your questions and keep the service working. We do not use your data to train models, we do not sell it, and we do not use it for advertising.
Legal basis
We process report data and contact details to perform the service you request under our terms of service, and technical logs on the basis of our legitimate interest in running a secure service. When you submit our form you confirm you have read this policy and the terms. Where a law requires separate consent, we ask for it.
Where it is kept
On systems we operate in the United States. If you are outside the US, your data is processed in the US.
Sharing and processors
We share data only with the providers needed to deliver the service, each under its own terms: Cloudflare (website hosting, form delivery and email routing) WhatsApp/Meta (message delivery) and N3 Chat (the homepage chat assistant). We may also disclose data where required by law or to protect our rights. We do not sell personal information and have not done so.
Data processing terms
For the reports and house rules you send us, you are the controller and we act as your service provider (processor). We process that data only on your instructions and only to provide the service; apply the security measures described on the security page; use only the subprocessors listed there and tell you before adding one; notify you without undue delay of any breach affecting your data; assist with reasonable requests from guests or staff about their data; and delete or return the data on termination as described below. We do not sell it and do not use it for any other purpose. These terms form part of our terms of service.
Retention and deletion
We keep reports and results while you are a customer and for 90 days after, then delete them. Email us at any time and we will delete everything we hold about you and your properties within 14 days and confirm in writing.
Your rights
You may ask what we hold about you, ask for it corrected or deleted, and object to a use. Email hello@watchmydesk.com; we respond within 30 days. Owners are responsible for telling their staff that night audit reports are reviewed.
Security
Data is encrypted in transit and at rest and access is limited to the people who operate DeskWatch. No method is perfectly secure; if a breach affects your data we will tell you without undue delay. More on the security page.
Children
The service is for businesses and is not directed at anyone under 18.
Changes
We post changes here with a new effective date. Material changes are also emailed to customers.
Contact
hello@watchmydesk.com · Prompt AI Ethical Solutions USA LLC, Milwaukee, Wisconsin. All ways to reach us.