Privacy Policy

Last updated 16 August 2026

This policy explains how K.AI ("we", "us", "our") collects and uses personal data through kaisystems.uk, our live demo, and the documents and invoices we send clients. K.AI is a web and automation consultancy based in the UK. We are the data controller for the personal data described here.

Questions or requests about your data can be sent to enquiries@kaisystems.uk.

1. What we collect, and why

Enquiries ("Request a demo" form). When you ask us about our services, we collect your name, business name, and the email and/or phone number you provide, plus any message you add. We use this to get back to you about your enquiry. Legal basis: our legitimate interest in responding to enquiries, and your consent in submitting the form.

Reviews ("Leave a review"). If you submit a review, we collect your star rating and quote, plus your first name and company if you choose to give them — you can submit anonymously or ask us to withhold your company name instead, and we honour that. Reviews are held for approval before appearing publicly. Legal basis: consent.

Clients. If you engage K.AI for a project, we hold what's needed to deliver and invoice that work — your name, business and contact details, project notes, and invoices — in our internal client system. Legal basis: performance of a contract.

Signed documents. If we send you a letter of engagement or similar document to sign, the page you sign it on records your typed name, a drawn signature image, the time, and your IP address, as evidence that you agreed to that specific document. Legal basis: performance of a contract and our legitimate interest in keeping an accurate record of what was agreed.

Analytics. We use Cloudflare Web Analytics to see how many people visit the site and which pages are popular. It's privacy-friendly by design — it doesn't use cookies, doesn't collect personal data, and can't track you across other sites. See our Cookie Policy for more detail.

We don't sell personal data, and we don't run advertising trackers of any kind.

2. Who else sees it

We use a small number of specialist providers to run K.AI, each acting under their own terms as a processor of the data we share with them:

• Supabase — hosts our database and handles staff login to our internal dashboard.
• Resend — sends the transactional emails you receive from us (enquiry replies, invoices, documents to sign).
• Cloudflare — hosts the website and provides security and the analytics described above.

We don't share your data with anyone else, other than where the law requires it (for example HMRC for accounting purposes).

3. How long we keep it

We keep personal data for as long as reasonably necessary for the purpose it was collected for. As a guide: enquiries that don't turn into a client relationship are kept for up to 12 months in case you get back in touch, and client and invoicing records are kept for at least six years to meet UK accounting and tax requirements. We don't currently run automated deletion, so if you'd like something removed sooner, email us and we'll action it.

4. Your rights

Under UK GDPR you can ask us to: give you a copy of the data we hold about you; correct it if it's wrong; delete it; restrict or object to how we use it; or provide it to you in a portable format. Email enquiries@kaisystems.uk and we'll respond within a month. If you're unhappy with how we've handled your data, you can complain to the UK's Information Commissioner's Office at ico.org.uk.

5. Children

K.AI's services are aimed at businesses, not children, and we don't knowingly collect data from anyone under 18.

6. Changes to this policy

We may update this policy from time to time — the date at the top shows when it last changed. If we make a significant change, we'll make that clear on the site.