1Who we are
Kensa AI Ltd is the controller of the information this policy covers. We’re registered in England and Wales with company number 17012977, and our registered office is 71–75 Shelton Street, Covent Garden, London WC2H 9JQ.
For anything about your information, email guled@meetkensa.com.
2What we collect
If you message us on WhatsApp
- your WhatsApp number and the name on your WhatsApp profile;
- what you write to us, and a written transcription of any voice notes you send;
- what you tell us about your business, such as what it does, roughly how many enquiries you get, how you like to be contacted and how soon you’re looking to start;
- which of our links you used to get in touch, if you used one.
Please don’t send us health, financial or other sensitive information. If you do, we’ll have a record of it, because messages are stored as they’re sent.
If you book a call
Your name, email address, the time you booked and anything else you enter in the booking form.
If you become a client
Business contact details, billing and payment records, our correspondence with you, and operational data about how your system is running.
When you visit this website
Our hosting provider records basic technical information, such as your IP address and browser, to run and secure the website. If we use analytics, it only runs if you allow it (see section 8).
3An automated assistant replies first
When you message us on WhatsApp, the first replies come from an AI assistant, not a person. It answers questions, asks about your business, sends a booking link, and lets us know about your enquiry. It also estimates how good a fit your enquiry is, so we know who to get back to first.
You can ask to speak to a person at any time and we’ll arrange it. The assistant doesn’t make any decision about you that has a legal or similarly significant effect.
4Why we use it
| What we do | Lawful basis (UK GDPR) |
|---|---|
| Reply to your enquiry and work out whether we can help | Legitimate interests: responding to someone who contacted us |
| Follow up on your enquiry, and arrange and hold a call | Legitimate interests, or steps you’ve asked us to take before a contract |
| Keep a record of our conversation | Legitimate interests: continuity, so you don’t have to repeat yourself |
| Provide our service to clients, and invoice for it | Contract |
| Keep accounting records | Legal obligation |
| Send you marketing | Consent, or the soft opt-in where it applies (see section 7) |
| Run and secure this website | Legitimate interests |
| Website analytics | Consent |
5Who we share it with
We use the suppliers below to run our business. They act on our instructions and can’t use your information for their own purposes. We don’t sell your information.
| Supplier | What they do for us | Where |
|---|---|---|
| Contabo GmbH | Hosts our servers, including our WhatsApp connection, CRM and automation systems | France |
| OpenAI | Writes the assistant’s replies and transcribes voice notes | USA |
| Resend | Sends our internal email notifications about enquiries | USA |
| Cal.com | Runs our booking page | USA |
| Backblaze | Stores encrypted backups of our systems | Netherlands |
| Vercel | Hosts this website | USA |
| Website analytics, only if you allow it | USA |
OpenAI’s terms for business use say it doesn’t use this information to train its models, and keeps it for up to 30 days to monitor for abuse.
WhatsApp itself is run by Meta, which handles messaging data under WhatsApp’s own terms and privacy policy. We may also share information with our accountant, or where the law requires it.
6Information sent outside the UK
France and the Netherlands are covered by UK adequacy regulations, so no extra safeguard is needed for Contabo or Backblaze.
Resend, Vercel and Google are certified under the UK Extension to the EU–US Data Privacy Framework, which lets information go to them lawfully from the UK. OpenAI isn’t certified under that framework, but we have signed OpenAI’s own data processing agreement directly with them, which includes the UK’s International Data Transfer Addendum. We’re putting the equivalent safeguard in place with Cal.com, and will update this page to name it once that’s done.
7Marketing, and asking us to stop
We only send you marketing if you agreed to it, or if you enquired about our service and we gave you a simple way to opt out at the time.
Reply STOP on WhatsApp at any time and we’ll stop messaging you, immediately and permanently. To make sure that sticks, we keep a minimal record of your number and the date you opted out. Deleting it would mean losing the fact that you asked us to stop.
9How long we keep it
| Information | How long |
|---|---|
| WhatsApp conversations and enquiry records | 24 months from when we last heard from you |
| Our record of messages sent and received | 24 months |
| Records of a booking | 6 years from the booking, for legal and accounting reasons |
| A record that you asked us to stop messaging you | Indefinitely, and only your number and the date |
| Client records | For as long as you’re a client, then 6 years |
| Accounting records | 6 years |
| Website analytics, if you allowed it | Up to 14 months |
Our encrypted backups are deleted after 14 days, so something we’ve deleted can remain in a backup for up to 14 days afterwards.
10Your rights
You can ask us to:
- give you a copy of the information we hold about you;
- correct it, or delete it;
- restrict how we use it, or object to our using it, including at any time for marketing;
- give it to you in a portable format;
- stop using it where we rely on your consent.
Email guled@meetkensa.com. We’ll respond within one month.
If you’re unhappy with how we’ve handled your information, you can complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113. We’d appreciate the chance to put it right first.
11Changes to this policy
We’ll update this policy when how we handle information changes. The date at the top shows when it last changed.