Privacy Policy

Kassa Connect (“we”, “us”, “our”) respects your privacy and is committed to protecting the personal data of our business clients (“you”, “your”) and their customers. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website, Kassa Connect assistant, and related services (the “Service”). Please read this policy carefully. By using the Service, you consent to the practices described herein.

1. Data Controller & Contact

Kassa Connect is the data controller for the personal data you provide. If you have any questions about this Privacy Policy or our data practices, please contact us at:

Kassa Connect
Email: support@kassaai.com
Address: 10 Queen Street Place, London EC4R 1BE, United Kingdom

2. Information We Collect

2.1 Information You Provide

• Business Account Data: Business name, contact person, email address, phone number, billing information, and WhatsApp Business number.
• Configuration Data: Menu items, prices, inventory, appointment settings, preferred languages (English, Welsh, or other).
• Customer Communications: Text messages, voice notes, and media sent by your customers via WhatsApp to the Kassa Connect assistant.
• Support Inquiries: Any information you provide when contacting our support team.

2.2 Automatically Collected Information

• Usage Data: Interaction logs with the AI assistant, response times, feature usage, and error reports.
• Device & Technical Data: IP address, browser type, operating system, and device identifiers (for web dashboard access).
• Cookies & Similar Technologies: We use essential cookies to operate the website and optional analytics cookies (with your consent).

3. How We Use Your Information

We use the collected data for the following purposes:

• To provide, maintain, and improve the Service (e.g., answering customer messages, processing orders, booking appointments).
• To train and enhance our system models for better language understanding (English, Welsh, etc.).
• To bill and manage your subscription.
• To communicate with you about updates, security alerts, and support matters.
• To analyse usage trends and improve performance.
• To comply with legal obligations and enforce our Terms of Use.

4. Legal Basis for Processing (under UK GDPR & DPA 2018)

We process your personal data based on one or more of the following legal grounds:

• Contractual necessity: To perform our contract with you (provide the Service).
• Legitimate interests: To improve our Service, prevent fraud, and ensure security.
• Consent: For marketing communications and optional analytics cookies.
• Legal obligation: To comply with applicable laws (e.g., tax, anti‑fraud).

5. Data Sharing & Disclosure

We do not sell your personal data. We may share information in the following limited circumstances:

• Service Providers: With third‑party vendors who help us operate the Service (e.g., cloud hosting, payment processors, WhatsApp API providers). These parties are contractually bound to protect your data and use it only for the services we request.
• Legal Compliance: If required by law, court order, or governmental request (e.g., to comply with a court order from UK courts).
• Business Transfers: In the event of a merger, acquisition, or sale of assets, your data may be transferred to the successor entity with notice.
• With Your Consent: When you explicitly agree to additional sharing.

6. International Data Transfers

Kassa Connect operates primarily in the United Kingdom. Some service providers may be located outside the UK (e.g., cloud servers in other regions). When we transfer data internationally, we ensure appropriate safeguards are in place, such as UK‑approved standard contractual clauses or equivalent protections, to maintain the security and confidentiality of your data.

7. Data Retention

We retain your personal data for as long as your account is active or as needed to provide the Service. After account termination (cancellation or non‑renewal), we will delete or anonymise your data within 30 days, unless we are required to retain it longer to comply with legal obligations (e.g., tax records for 6 years) or resolve disputes.

Customer messages (conversations with the system) are retained for up to 90 days for quality and training purposes, after which they are automatically deleted.

8. Your Data Protection Rights

Under the UK GDPR and the Data Protection Act 2018, you have the following rights (subject to certain conditions):

• Right to Access: Request a copy of the personal data we hold about you.
• Right to Rectification: Correct inaccurate or incomplete data.
• Right to Erasure (“Right to be Forgotten”): Request deletion of your data, subject to legal retention requirements.
• Right to Restriction: Limit how we use your data.
• Right to Object: Object to processing based on legitimate interests or direct marketing.
• Right to Data Portability: Receive your data in a structured, machine‑readable format.

To exercise any of these rights, please contact us at support@kassaai.com. We will respond within 30 days. If you are unsatisfied with our response, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO) – the UK’s supervisory authority for data protection.

9. Data Security

We implement appropriate technical and organisational measures to protect your data against unauthorised access, alteration, disclosure, or destruction. These include encryption of data in transit (TLS) and at rest, access controls, regular security assessments, and employee training. However, no method of transmission over the Internet is 100% secure; we cannot guarantee absolute security.

10. WhatsApp & Third‑Party Platforms

The Kassa Connect Service integrates with WhatsApp, which is provided by Meta Platforms, Inc. Your use of WhatsApp is governed by Meta’s Privacy Policy. We do not control Meta’s data practices. We only receive messages and media that are sent to our assistant via WhatsApp; we do not access your broader WhatsApp account or contact list.

11. Children’s Privacy

The Service is not intended for individuals under the age of 18. We do not knowingly collect personal data from children. If we become aware of such data, we will delete it promptly.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Material changes will be notified by email (to the address associated with your account) or via a notice on our website at least 14 days before the effective date. Your continued use of the Service after the effective date constitutes acceptance of the revised policy. The “Effective date” at the top of this page indicates when it was last updated.

13. Consent

By using the Kassa Connect Service, you consent to the collection and use of your information as described in this Privacy Policy. If you do not agree, please discontinue use of the Service.

Thank you for trusting Kassa Connect with your business communication.