Privacy Notice
Last updated 3 August 2026
Kai is an assistant for self-employed people. To do its job it holds information about you and about the customers who contact you. This page explains what we hold, why, and what you can do about it.
Who we are
Kai is operated from the United Kingdom. For the personal data of your customers, you are the data controller and we act as your processor — you decide what happens to it, and we handle it on your instructions. For your own account details, we are the controller. If you have a question about any of this, email [email protected].
What we hold
- Your account — name, business name, email address, mobile number, trade, the area you cover, your working hours, your services and prices.
- Your customers — the name, phone number and address they give when they contact you, along with their jobs, quotes, invoices and any photos or notes you add to a job.
- Calls and messages — recordings, transcripts and summaries of calls your assistant answers, and the texts sent on your behalf. These exist so you can see what was said and so the assistant can pick up where a conversation left off.
- Technical information — basic logs needed to keep the service running and secure.
Why we hold it
To provide the service you've signed up for: answering your phone, booking jobs, sending reminders, raising invoices and taking payment. That's our lawful basis — performance of a contract with you — together with our legitimate interest in keeping the service working and secure, and legal obligations such as keeping billing records.
Who else sees it
Only the suppliers we need to run the service, each of which handles a specific part of it:
- Voice and text messaging providers, to answer calls and send SMS.
- An AI provider, to understand callers and draft replies.
- Stripe, if you choose to take card payments — Stripe handles card details directly and we never see them.
- An email provider, for the messages we send you.
- Our hosting provider.
We do not sell personal data, and we do not share it with advertisers. Where a supplier processes data outside the UK or EEA, that transfer is covered by appropriate safeguards.
How long we keep it
For as long as your account is open. If you delete your account, everything goes immediately — we don't hold it for 30 days first. Records we're legally required to keep, such as billing records held for six years, are the only exception.
Word-for-word transcripts of calls your assistant answered are deleted automatically once they're 12 months old. This runs by itself every day; you don't have to ask. The short summary of what a call was about stays, because that's your own record of your own work.
Your rights
You have the right to see the data we hold about you, to have it corrected, to have it deleted, to take it elsewhere, and to object to how we use it.
Two of those you can exercise yourself, immediately, without asking us: open the app and go to Settings → Your data. Download my data gives you a single file containing every customer, job, quote, invoice, message and call record we hold for you. Delete my account removes all of it, permanently, along with any photos you've uploaded.
For anything else, email [email protected] and we'll respond within one month. If you're not happy with our answer you can complain to the Information Commissioner's Office at ico.org.uk.
A note on recorded calls
When your assistant answers a call it tells the caller they're speaking to an automated assistant if they ask, and calls may be recorded. As the person whose business the call is for, it's your responsibility to make sure your customers are told that calls are recorded — the assistant does this at the start of the call on your behalf.
Cookies
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Changes
If we change anything material here we'll tell you in the app before it takes effect.