Privacy Policy

Effective Date: March 30, 2026

Kaizen AI Solutions ("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 our website, platform, and services.

1. Information We Collect

Personal Information

We may collect the following personal information when you sign up, use our services, or contact us:

  • Contact Information: Name, email address, phone number
  • Business Information: Company name, industry, website URL, business address
  • Account Credentials: Username, encrypted password
  • Payment Information: Billing details processed securely through Stripe (we do not store credit card numbers)

Conversation Data

When our AI receptionist handles calls or chats on your behalf, we collect and store:

  • Chat transcripts and call recordings (where applicable)
  • Caller/visitor contact information captured during conversations
  • Conversation metadata (timestamps, duration, outcomes)

Automatically Collected Information

  • Usage Data: Pages visited, features used, time spent on the platform
  • Device Information: Browser type, operating system, IP address
  • Cookies: We use cookies and similar tracking technologies to improve your experience and analyze usage patterns

2. How We Use Your Information

We use the information we collect to:

  • Provide, operate, and maintain our AI receptionist and CRM services
  • Process transactions and send billing notifications via Stripe
  • Improve and train our AI models to deliver better responses
  • Send service notifications, updates, and important account alerts
  • Send marketing communications (only with your consent — you can opt out anytime)
  • Monitor and analyze usage trends to improve the platform
  • Detect, prevent, and address technical issues and security threats
  • Respond to your requests, comments, and support inquiries

3. Third-Party Services

We work with trusted third-party providers to deliver our services. These providers have access to your information only as needed to perform their functions:

  • Stripe — Payment processing and subscription management
  • Twilio — Phone call routing, SMS messaging, and voice services
  • Anthropic (Claude) — AI language model powering our receptionist and chat features
  • Resend — Transactional and marketing email delivery
  • PostHog — Product analytics and usage tracking
  • Vercel — Website and application hosting

Each third-party provider maintains their own privacy policies. We encourage you to review their policies for details on how they handle your data.

4. Data Retention

We retain your personal information for as long as your account is active or as needed to provide our services. Specifically:

  • Account data: Retained while your account is active and for 30 days after deletion
  • Conversation data: Retained for 12 months to support service delivery and AI improvement, then automatically deleted
  • Billing records: Retained for 7 years as required by tax and accounting regulations
  • Analytics data: Aggregated and anonymized data may be retained indefinitely

5. Your Rights

You have the following rights regarding your personal information:

  • Access: Request a copy of the personal data we hold about you
  • Correction: Request that we correct inaccurate or incomplete data
  • Deletion: Request that we delete your personal data (subject to legal retention requirements)
  • Opt-Out: Unsubscribe from marketing emails at any time via the unsubscribe link in any email
  • Data Portability: Request your data in a structured, machine-readable format

To exercise any of these rights, contact us at hello@kaizenaisolutions.com.

6. Cookies

We use cookies and similar technologies to:

  • Keep you signed in to your account
  • Remember your preferences and settings
  • Analyze how our website and platform are used
  • Deliver relevant content and measure marketing effectiveness

You can control cookies through your browser settings. Disabling cookies may affect some features of our platform.

7. Data Security

We implement appropriate technical and organizational security measures to protect your personal information, including encryption in transit (TLS/SSL), encrypted storage, access controls, and regular security audits. However, no method of transmission over the Internet is 100% secure, and we cannot guarantee absolute security.

8. Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you become aware that a child has provided us with personal data, please contact us and we will take steps to delete such information.

9. California Privacy Rights (CCPA)

If you are a California resident, you have the right to:

  • Know what personal information we collect, use, and disclose
  • Request deletion of your personal information
  • Opt out of the sale of your personal information (we do not sell personal information)
  • Not be discriminated against for exercising your privacy rights

10. European Privacy Rights (GDPR)

If you are located in the European Economic Area (EEA), you have additional rights under the General Data Protection Regulation, including the right to access, rectify, erase, restrict processing, object to processing, and data portability. Our legal basis for processing your data includes contract performance, legitimate interests, and consent where applicable.

11. Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes, we will notify you by updating the "Effective Date" at the top of this page and, where appropriate, send you an email notification. We encourage you to review this page periodically.

12. SMS / Text Messaging

Kaizen AI Solutions sends SMS text messages to customers who have directly opted in through one of the following:

  • Submitting their phone number through our booking form at kaizenaisolutions.com/book.html with the SMS consent checkbox checked
  • Calling our business phone number and confirming consent verbally
  • Filling out a contact or lead form on a client site operated by us, with the SMS consent box checked

Message types: appointment confirmations, booking reminders, missed-call follow-ups, and account notifications. We do not send marketing or promotional SMS without separate, explicit consent.

Message frequency: varies by interaction — typically 1–4 messages per booking or inquiry. Message and data rates may apply.

Opt-out: Reply STOP to any message to unsubscribe. You will receive a single confirmation and no further messages.

Help: Reply HELP for support, or email hello@kaizenaisolutions.com.

Carriers: Carriers are not liable for delayed or undelivered messages. Supported carriers include AT&T, T-Mobile, Verizon, and most US mobile carriers.

No sharing: Mobile information and consent will not be shared with third parties or affiliates for marketing or promotional purposes. Information sharing is limited to the subprocessors required to deliver the message (e.g., Twilio).

13. Contact Us

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