Privacy Policy

1. Who We Are

KAIRO is operated by Louis Herbert trading as KAIRO Engine, registered in England. We provide a software-as-a-service platform for chauffeur and executive car operators to manage dispatch, fleet, invoicing, and client communications.

Data Controller: Louis Herbert, KAIRO Engine
Contact: support@kairoengine.com

2. Data We Collect

Account Data

Name, email address, phone number, company name, company address, VAT number, and payment information (processed by Stripe — we never store card numbers).

Booking & Operational Data

Passenger names, phone numbers, email addresses, pickup and drop-off addresses, flight numbers, special instructions, and booking history.

Location Data

GPS coordinates from drivers during active jobs, used for live tracking and ETA calculation. Location data is collected only while a driver is on an active job and is not tracked outside working hours.

Financial Data

Invoice amounts, payment statuses, expense records, and revenue figures. Card payment details are handled entirely by Stripe and never touch our servers.

Communication Data

Emails forwarded to the KAIRO AI inbox for booking extraction, and messages sent through the platform.

Usage Data

Pages visited, features used, session duration, browser type, and device information — collected to improve the platform experience.

3. How We Use Your Data

• Providing and operating the KAIRO platform
• Processing bookings, dispatching drivers, and generating invoices
• Sending transactional emails (booking confirmations, invoice notifications) via your configured SMTP or our email provider
• AI-powered features: extracting booking details from emails, generating business insights, and providing intelligent suggestions
• Improving the platform based on usage patterns
• Communicating service updates and important account information
• Ensuring platform security and preventing fraud

4. How AI Is Used

KAIRO uses the Anthropic Claude API to power intelligent features:

• Email parsing: Forwarded emails are processed by Claude to extract booking details (dates, times, addresses, passenger names, flight numbers).
• Business insights: AI generates daily summaries and operational recommendations based on your booking and financial data.
• Intelligent chat: The AI assistant can answer questions about your business data.

Data sent to Anthropic's API is processed in real time and is not stored by Anthropic beyond the API call. Anthropic does not use your data to train their models. Full details are in Anthropic's privacy policy.

5. Third-Party Services

We share data with the following service providers, solely to operate the platform:

We do not sell your data to any third party. We do not share your business data, client lists, or operational information with other KAIRO operators.

6. Data Retention

We retain your data for as long as your account is active and you continue to use the platform. If you delete your account, all your data (including bookings, clients, invoices, and configuration) will be permanently deleted within 30 days. You may request earlier deletion by contacting us.

7. Your Rights Under UK GDPR

You have the following rights regarding your personal data:

• Right of access — request a copy of all personal data we hold about you.
• Right to rectification — correct any inaccurate or incomplete data.
• Right to erasure — request deletion of your account and all associated data.
• Right to data portability — export your data in a machine-readable format (CSV/JSON).
• Right to restrict processing — limit how we use your data in certain circumstances.
• Right to object — object to processing of your data for specific purposes.
• Right to withdraw consent — where processing is based on consent, you may withdraw it at any time.

To exercise any of these rights, email support@kairoengine.com or use the account deletion option in Settings.

8. Account Deletion

You can delete your account at any time via Settings → Delete Account. This will permanently remove all your data, including bookings, clients, invoices, drivers, vehicles, and configuration. This action cannot be undone.

9. Data Security

We protect your data using industry-standard measures including TLS encryption in transit, AES-256 encryption at rest, row-level security policies ensuring complete data isolation between operators, and regular security audits. Access to production systems is restricted and logged.

10. Cookies

We use essential session cookies required for authentication and platform functionality. We do not use advertising cookies or third-party tracking cookies. No consent banner is required as we only use strictly necessary cookies.

11. Children

KAIRO is a business-to-business service. It is not directed at individuals under the age of 18. We do not knowingly collect personal data from children.

12. International Transfers

Some of our service providers process data outside the UK. Where this occurs, we ensure appropriate safeguards are in place, including Standard Contractual Clauses and adequacy decisions, in compliance with UK GDPR requirements.

13. Changes to This Policy

We may update this privacy policy from time to time. Material changes will be communicated via email at least 14 days before taking effect. The “last updated” date at the top of this page will always reflect the most recent version. Continued use of KAIRO after changes take effect constitutes acceptance.

14. Contact & Complaints

For any privacy-related enquiries or to exercise your rights, contact us at: support@kairoengine.com

If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

15. Governing Law

This privacy policy is governed by the laws of England and Wales and the UK General Data Protection Regulation (UK GDPR).