Privacy Policy

1. Information We Collect

We collect information provided directly by users and obtained through platform integrations to enable the lead-to-appointment lifecycle:

• User & Organization Data: Full name, email address, phone number, company name, and the number of agents within the team.
• Account Credentials: Encrypted authentication data and OAuth tokens for third-party calendar and WhatsApp API integrations.
• Platform & AI Data: Inbound and outbound WhatsApp message content, conversation transcripts, lead contact details, appointment scheduling information, and interaction metadata such as timestamps.
• Knowledge Base Data: Website URLs, property listing pages, internal notes, instructions, and custom prompts used to configure AI agents.
• Usage and Analytics Data: Device and browser information, log data, platform usage patterns, and feature interaction data.

2. How We Use Your Information (Usage)

We use the information we collect for the following specific purposes:

• Service Provision: To provide instant AI-driven responses, manage lead qualification sequences, negotiate appointment slots, provide and maintain AI services, process transactions, manage billing, and provide technical assistance.
• Lead Management: Extract information to create lead records, track lifecycle stages, assign lead scores, and enable visibility within the platform dashboard.
• AI Improvement: Train and improve our AI models, analyze usage patterns to enhance features, develop new AI capabilities, and ensure AI safety and reliability.
• Communication: Send automated follow-ups, system notifications, service updates, respond to support requests, and share product news.

3. Data Extraction & Lead Management

The system enables specific data extraction workflows to facilitate real estate business operations:

• Lead Record Creation: The system automatically extracts name and contact data from incoming WhatsApp messages to create Lead records.
• Export & Visibility: All conversational data and lead scores are extracted from interactions and displayed in a centralized Inbox for agent review.

4. Data Retention

We retain your information for as long as necessary to provide our services and fulfill the purposes outlined in this policy:

• Account Information: Retained while your account is active and for 30 days after deletion.
• Conversation History: Chat transcripts and lead data are retained to provide scoring history and context preservation; it may be used for model training.
• Usage Data: Retained for up to 2 years for analytics and service improvement.
• AI Training Data: May be retained longer for model training, but anonymized when possible.
• Legal Requirements: Some data may be retained longer to comply with legal obligations.

You can request earlier deletion of your data by contacting us, subject to legal and operational requirements.

5. Data Security and Protection

We implement industry-standard security measures to protect your information:

• Technical Safeguards: End-to-end encryption for OAuth tokens and data isolation per organization to prevent cross-client access.
• Service Providers: We may share information with trusted third-party service providers (Hosting, Billing, Analytics, Support) who assist us in operating our business.
• Legal Requirements: We may disclose information when required by law to comply with legal obligations, protect our rights, or prevent fraud.

6. Changes to This Policy

We may update this Privacy Policy from time to time. We will post the updated policy on our website, update the "Last Modified" date, and notify you of material changes via email or service notifications.

7. Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of the transaction, subject to the same privacy protections.

8. Contact Us

If you have any questions regarding this Privacy Policy or our data practices, please contact us at support@katikn.com.