Privacy Policy
Privacy Policy
Privacy Policy

Privacy Policy

Last Updated: January 2025

1. Introduction

KAIKAKU.AI LIMITED ("KAIKAKU", "Company", "we", "us", or "our") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website (www.kaikaku.ai), use our products and services, or otherwise interact with us.

This policy applies to information we collect from business customers, prospective customers, website visitors, and other individuals who interact with our services.

Please read this Privacy Policy carefully. By accessing or using our services, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy.

2. Who We Are

For the purposes of data protection law, KAIKAKU.AI LIMITED is the data controller responsible for your personal data.

Data Controller:
KAIKAKU.AI LIMITED
Unit 1 - Ground Floor, 12-18 Hoxton Street
London, N1 6NG
United Kingdom

Email: hello@kaikaku.ai

If you have any questions about this Privacy Policy or our data practices, please contact us using the details above.

3. Information We Collect

We collect information in several ways depending on how you interact with us:

3.1 Information You Provide Directly

  • Contact Information: Name, email address, phone number, job title, company name, and postal address when you enquire about our services, request a demo, or enter into a business relationship with us.

  • Account Information: Login credentials and account preferences if you access our software platforms or customer portals.

  • Communication Data: The content of emails, messages, and other communications you send to us.

  • Contractual Information: Information necessary to fulfil our contractual obligations, including billing details and payment information.

  • Feedback and Survey Responses: Information you provide when participating in surveys, pilots, or providing feedback on our products and services.

3.2 Information Collected Automatically

  • Device and Technical Data: IP address, browser type and version, operating system, device identifiers, and technical information about your device.

  • Usage Data: Information about how you use our website and services, including pages visited, time spent, click patterns, and navigation paths.

  • Log Data: Server logs recording access times, referring URLs, and system activity.

3.3 Information from Our Products and Services

When you use our products (including robotic systems, sensor hardware, software platforms, and AI-powered services), we may collect:

  • Operational Data: Performance metrics, system diagnostics, usage patterns, and operational statistics from our hardware and software.

  • Sensor Data: Data captured by sensors and monitoring devices deployed at your premises.

  • AI Training Data: Anonymised and aggregated data used to improve our artificial intelligence models and machine learning systems.

  • Integration Data: Data exchanged with third-party systems integrated with our products, such as point-of-sale systems.

3.4 Information from Third Parties

  • Business Partners: Information from partners, resellers, or distributors who refer you to us.

  • Publicly Available Sources: Information from public databases, industry publications, and professional networking platforms.

  • Analytics Providers: Aggregated information from analytics services about website traffic and user behaviour.

4. How We Use Your Information

We use the information we collect for the following purposes:

4.1 To Provide Our Products and Services

  • Delivering, installing, and maintaining our hardware and software products

  • Providing customer support and technical assistance

  • Processing transactions and managing your account

  • Fulfilling our contractual obligations

4.2 To Improve and Develop Our Offerings

  • Analysing usage patterns to enhance product performance

  • Developing new features and functionality

  • Training and improving our AI models and algorithms

  • Conducting research and development activities

  • Performing quality assurance and testing

4.3 To Communicate With You

  • Responding to enquiries and requests

  • Sending service-related communications and updates

  • Providing information about products, features, and services that may interest you

  • Sending newsletters and marketing communications (where you have consented)

4.4 For Business Operations

  • Managing our business relationships

  • Administering contracts and agreements

  • Processing payments and invoicing

  • Maintaining records and documentation

4.5 For Legal and Compliance Purposes

  • Complying with applicable laws and regulations

  • Responding to legal requests and court orders

  • Protecting our rights, property, and safety

  • Preventing fraud and security threats

  • Enforcing our terms and conditions

5. Legal Basis for Processing

We process your personal data on the following legal bases under the UK GDPR:

5.1 Performance of a Contract

Where processing is necessary to fulfil our contractual obligations to you or to take steps at your request prior to entering into a contract.

5.2 Legitimate Interests

Where processing is necessary for our legitimate business interests, including:

  • Operating and improving our products and services

  • Marketing our business to prospective customers

  • Protecting our business, employees, and customers

  • Analysing and understanding our customer base

We balance our interests against your rights and only rely on this basis where your interests and fundamental rights do not override our legitimate interests.

5.3 Legal Obligation

Where processing is necessary to comply with our legal obligations, including tax, accounting, and regulatory requirements.

5.4 Consent

Where you have given your explicit consent for specific processing activities, such as receiving marketing communications. You may withdraw your consent at any time.

6. Data Sharing and Disclosure

We may share your information in the following circumstances:

6.1 Service Providers

We engage trusted third-party service providers to perform functions on our behalf, including:

  • Cloud hosting and infrastructure providers

  • Payment processors

  • Analytics and business intelligence tools

  • Customer relationship management systems

  • Communication and email service providers

  • Professional advisors (legal, accounting, auditing)

These providers are contractually bound to protect your data and may only use it to provide services to us.

6.2 Business Partners

We may share information with business partners, distributors, and resellers involved in delivering our products and services to you.

6.3 Legal Requirements

We may disclose your information where required by law, regulation, legal process, or governmental request, or where we believe disclosure is necessary to:

  • Comply with applicable laws or respond to valid legal requests

  • Protect the rights, property, or safety of KAIKAKU, our customers, or others

  • Detect, prevent, or address fraud, security, or technical issues

  • Enforce our agreements and policies

6.4 Business Transfers

In the event of a merger, acquisition, reorganisation, sale of assets, or bankruptcy, your information may be transferred as part of that transaction. We will notify you of any change in ownership or use of your personal data.

6.5 With Your Consent

We may share your information with third parties when you have given us your consent to do so.

7. International Data Transfers

Your information may be transferred to and processed in countries outside the United Kingdom, including countries that may not have data protection laws equivalent to those in the UK.

When we transfer personal data internationally, we implement appropriate safeguards to protect your information, including:

  • Standard Contractual Clauses approved by the UK Information Commissioner's Office

  • Transfers to countries with adequacy decisions

  • Other legally recognised transfer mechanisms

8. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including:

  • Active Business Relationships: For the duration of our business relationship plus a reasonable period thereafter for follow-up communications.

  • Contractual Records: For the duration of the contract plus seven (7) years to comply with legal and accounting requirements.

  • Marketing Data: Until you withdraw consent or opt out, or for three (3) years from your last interaction with us.

  • Technical and Operational Data: As required for product improvement and AI training purposes, typically in anonymised or aggregated form.

  • Legal Claims: For the period during which legal claims may be brought, typically six (6) years from the relevant event.

After the retention period expires, we securely delete or anonymise your personal data.

9. Data Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. These measures include:

  • Encryption of data in transit and at rest

  • Access controls and authentication mechanisms

  • Regular security assessments and penetration testing

  • Employee training on data protection and security

  • Incident response and breach notification procedures

  • Physical security measures at our facilities

While we strive to protect your information, no method of transmission over the internet or electronic storage is completely secure. We cannot guarantee absolute security.

10. Your Rights

Under data protection law, you have the following rights:

10.1 Right of Access

You have the right to request a copy of the personal data we hold about you.

10.2 Right to Rectification

You have the right to request that we correct any inaccurate or incomplete personal data.

10.3 Right to Erasure

You have the right to request that we delete your personal data in certain circumstances, such as when it is no longer necessary for the purposes for which it was collected.

10.4 Right to Restrict Processing

You have the right to request that we restrict the processing of your personal data in certain circumstances.

10.5 Right to Data Portability

You have the right to receive your personal data in a structured, commonly used, machine-readable format and to transmit it to another controller.

10.6 Right to Object

You have the right to object to processing based on legitimate interests or for direct marketing purposes.

10.7 Rights Related to Automated Decision-Making

You have the right not to be subject to decisions based solely on automated processing that produce legal or similarly significant effects, and to request human intervention.

10.8 Right to Withdraw Consent

Where processing is based on consent, you have the right to withdraw that consent at any time.

To exercise any of these rights, please contact us at hello@kaikaku.ai. We will respond to your request within one month, or inform you if we require additional time.

11. Cookies and Tracking Technologies

Our website uses cookies and similar tracking technologies to enhance your experience and analyse usage. These include:

11.1 Essential Cookies

Necessary for the website to function properly. These cannot be disabled.

11.2 Analytics Cookies

Help us understand how visitors interact with our website by collecting information anonymously.

11.3 Marketing Cookies

Used to track visitors across websites to display relevant advertisements.

You can manage your cookie preferences through your browser settings. Please note that disabling certain cookies may affect the functionality of our website.

For more information, please see our Cookie Policy.

12. Third-Party Links

Our website may contain links to third-party websites, services, or applications. We are not responsible for the privacy practices of these third parties. We encourage you to review the privacy policies of any third-party sites you visit.

13. Children's Privacy

Our products and services are intended for business customers and are not directed at individuals under the age of 18. We do not knowingly collect personal data from children. If you believe we have inadvertently collected information from a child, please contact us immediately.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of any material changes by:

  • Posting the updated policy on our website with a new "Last Updated" date

  • Sending you an email notification (where appropriate)

We encourage you to review this Privacy Policy periodically. Your continued use of our services after any changes constitutes acceptance of the updated policy.

15. Complaints

If you are not satisfied with our response to any privacy-related concern, you have the right to lodge a complaint with the UK Information Commissioner's Office (ICO):

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Website: www.ico.org.uk
Helpline: 0303 123 1113

16. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

KAIKAKU.AI LIMITED
Unit 1 - Ground Floor, 12-18 Hoxton Street
London, N1 6NG
United Kingdom

Email: josef@kaikaku.ai
Website: www.kaikaku.ai