Privacy policy

KynoAI ("KynoAI", "we", "us", "our") respects your privacy and is committed to protecting the personal information you share with us. This policy explains what we collect, why we collect it, how we use and protect it, and the choices you have. It applies to our website (kynoai.com), our software products, and the services we deliver to clients.

1. Information we collect

Information you provide directly

• Contact details such as your name, email address, phone number and company name, when you submit a form, request a demo, subscribe to updates or correspond with us.
• Project information you share in proposals, briefs and ongoing engagements.
• Billing details necessary to issue invoices and process payments. We do not store full card numbers on our systems.
• Account information when you register for one of our software products, such as your name, role and login credentials.

Information collected automatically

• Usage data such as pages visited, time on page, referring URLs, approximate location derived from IP address, browser type and device characteristics.
• Cookies and similar technologies used for site functionality, analytics and — with consent where required — advertising measurement.

2. How we use information

• To respond to enquiries and deliver the services or products you request.
• To administer accounts, provide support and send service communications.
• To improve our website, products and services through aggregated analytics.
• To send marketing communications you have opted into, which you can withdraw from at any time using the unsubscribe link or by contacting us.
• To comply with legal obligations, including tax and accounting requirements.
• To protect against fraud, abuse and security threats.

3. Legal bases

Where data-protection law requires a legal basis, we rely on: performance of a contract (delivering services you have engaged us for), legitimate interests (operating and improving our business in ways you would reasonably expect), consent (marketing communications and non-essential cookies), and legal obligation (record-keeping and compliance).

4. Sharing of information

We do not sell personal information. We share it only with:

• Service providers who support our operations — hosting, analytics, email delivery, payment processing and CRM — under contracts that restrict their use of your data.
• Advertising and analytics platforms (such as Meta and Google) when you interact with our campaigns, in accordance with their policies and applicable consent requirements.
• Professional advisers and authorities where required by law or to protect our legal rights.
• A successor entity in the event of a merger, acquisition or asset sale, subject to this policy.

5. Client campaign data

When we operate marketing campaigns or software on behalf of clients, we process lead and customer data as a processor on the client's instructions. That data is used solely to deliver the engaged services, is segregated per client, and is governed by the agreement between KynoAI and the client.

6. Data retention

We keep personal information only as long as needed for the purposes described above. Enquiry records are typically retained for 24 months; contractual and billing records are retained as required by applicable tax and company law; product account data is retained for the life of the account plus a short deletion window.

7. Security

We apply administrative, technical and physical safeguards appropriate to the sensitivity of the data we hold, including encryption in transit, role-based access controls, audit logging and regular review of vendor security. No method of transmission or storage is completely secure, but we work continuously to protect your information.

8. International transfers

We serve clients in multiple countries, and some service providers process data outside your country of residence. Where required, we use appropriate safeguards such as contractual protections to govern those transfers.

9. Your rights

Depending on your jurisdiction, you may have rights to access, correct, delete or port your personal information, to object to or restrict certain processing, and to withdraw consent. To exercise any of these rights, email us at the address below. We will respond within the timeframe required by applicable law.

10. Cookies

Essential cookies keep the site working. Analytics cookies help us understand how visitors use the site. Advertising cookies, where used, measure campaign performance. You can control cookies through your browser settings; disabling essential cookies may affect site functionality.

11. Children

Our website and services are intended for business audiences and are not directed at children under 18. We do not knowingly collect personal information from children.

12. Changes to this policy

We may update this policy as our practices or legal requirements change. The "last updated" date at the top reflects the current version. Material changes will be highlighted on this page.

13. Contact us

Questions, requests or concerns about this policy can be sent to hello@kynoai.com or posted to KynoAI, St Peter's Sq, Manchester M60 2LA, United Kingdom.