1. Introduction
Kwata Team Inc. ("Company", "we", "us", or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use the Kwata Chat platform ("Service").
We comply with the Personal Information Protection and Electronic Documents Act (PIPEDA), the Personal Information Protection Act (PIPA — Alberta), and applicable provisions of the General Data Protection Regulation (GDPR) where relevant.
2. Information We Collect
2.1 Information You Provide
- Account Information: Name, email address, and password when you create an account
- Business Information: Organization name and business details for your concierge setup
- Content: Website content you submit for knowledge indexing, custom prompts, and configuration
- Appointment Data: Customer names, phone numbers, and email addresses submitted through the booking feature
- Communications: Information you provide when contacting our support team
2.2 Information Collected Automatically
- Usage Data: Pages visited, features used, and interaction patterns within the dashboard
- Conversation Data: Chat messages exchanged with AI Concierges (for service delivery and analytics)
- Device Information: Browser type, operating system, and IP address
- Cookies: Essential and functional cookies as described in our Cookie Policy
2.3 Information We Do NOT Collect
- Payment card numbers (processed directly by our payment processor)
- Government identification numbers
- Health or medical information
- Biometric data
3. How We Use Your Information
We use collected information for the following purposes:
- Service Delivery: To operate, maintain, and provide the features of the Service
- AI Concierge: To power AI responses based on your indexed business content
- Appointments: To schedule, confirm, and manage appointments on your behalf
- Notifications: To send transactional emails and SMS confirmations
- Analytics: To provide you with conversation insights and usage analytics
- Improvement: To improve and optimize the Service
- Security: To protect against fraudulent, unauthorized, or illegal activity
- Legal: To comply with applicable laws and legal obligations
4. Data Sharing & Disclosure
We do NOT sell your personal information. We may share information with:
- Service Providers: Third-party providers that assist in operating the Service (payment processing, SMS delivery, email delivery). These providers are contractually bound to protect your data and use it only for the services they provide to us.
- AI Processing: Conversation content is processed by AI language models to generate responses. We use industry-leading AI providers with enterprise-grade data handling agreements. Your data is not used to train third-party AI models.
- Legal Requirements: When required by law, subpoena, court order, or governmental authority
- Business Transfers: In connection with a merger, acquisition, or sale of assets, with prior notice to affected users
5. Data Security
We implement industry-standard security measures to protect your information, including:
- Encryption of data in transit (TLS/HTTPS)
- Encrypted data storage
- Secure authentication with session management
- Network isolation and access controls
- Regular security assessments
- Non-root application execution environments
While we strive to protect your information, no method of electronic transmission or storage is 100% secure. We cannot guarantee absolute security.
6. Data Retention
- Account Data: Retained for the duration of your active account plus 30 days after termination
- Conversation Data: Retained for the duration of your subscription for analytics purposes
- Appointment Data: Retained for 12 months after the appointment date
- Analytics Data: Aggregated and anonymized data may be retained indefinitely
You may request deletion of your data at any time by contacting us at chat@kwatateam.com. We will process deletion requests within 30 days.
7. Your Rights
Under PIPEDA, PIPA (Alberta), and GDPR (where applicable), you have the right to:
- Access: Request a copy of the personal information we hold about you
- Correction: Request correction of inaccurate or incomplete personal information
- Deletion: Request deletion of your personal information (subject to legal retention requirements)
- Data Portability: Receive your data in a structured, commonly used format
- Withdraw Consent: Withdraw your consent to data processing at any time
- Object: Object to processing of your personal information in certain circumstances
- Restrict: Request restriction of processing of your personal information
To exercise any of these rights, contact us at chat@kwatateam.com. We will respond within 30 days.
8. Data Residency
Your data is stored on secure servers. Data may be processed or stored in jurisdictions outside of Canada where our service providers operate. Where data is transferred internationally, we ensure appropriate safeguards are in place in accordance with applicable privacy legislation.
9. Children's Privacy
The Service is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected personal information from a child, we will take steps to delete that information promptly.
10. Third-Party Links
The Service may contain links to third-party websites or services. We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies.
11. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy with a revised "Last updated" date. For significant changes, we may provide additional notice (such as an email notification). Your continued use of the Service after changes constitutes acceptance of the updated policy.
12. Privacy Complaints
If you have concerns about how we handle your personal information, please contact us first at chat@kwatateam.com. If you are not satisfied with our response, you may file a complaint with:
13. Contact Us
For privacy-related inquiries: