1. Who we are
Kaidence ("Kaidence", "we", "us") is a trading name operated as an individual/sole trader. If you contact us about your data, you can reach us at privacy@kaidence.co.uk.
2. Who this policy covers
Kaidence serves two kinds of people, and this policy applies to both:
- Business owners — the trades, salons, agencies, and shops who sign up for a Kaidence account to manage their leads, quotes, and appointments.
- Customers and leads— the people who chat with a business's Kaidence assistant on that business's website, without needing an account of their own.
If you're a customer chatting with a business's assistant, that business is the data controller for the personal details you share in that conversation — they decide what happens with your enquiry. Kaidence processes that data on their behalf, as their data processor. Section 3 explains what we collect either way.
3. What we collect
From business owners (account holders)
| Data | Why we have it |
|---|---|
| Name & email | To create and secure your login, and to contact you about your account. |
| Password | Stored as a salted hash by our authentication provider, Supabase — we never see or store it in plain text. |
| Business details | Business name, opening hours, and the assistant's configured persona — used to run your chat assistant and shown to your customers. |
| Payment details | Handled directly by Stripe. We never receive or store your card number — see Section 5. |
From customers & leads (chatting with a business's assistant)
| Data | Why it's collected |
|---|---|
| Name, phone, email | So the business can get back to you about your enquiry. |
| Property / job address | So the business knows where the job is. |
| Job details, urgency, budget | What you tell the assistant about the work you need, used to draft a quote. |
| Photos you upload | Only if you choose to attach photos of the job via the customer portal link. |
| Chat messages | The conversation itself, so the business can review it and follow up. |
Automatically collected, for everyone: your IP address, used only to apply a rate limit that stops the chat from being spammed by scripts — it is not used to build a profile of you, and is not linked to your name unless you provide one in the chat itself.
4. Why we use it
| What we do | Legal basis |
|---|---|
| Responding to your enquiry, drafting a quote, booking an appointment | Performance of a contract (between you and the business, which we're facilitating), or the business's legitimate interest in serving you |
| Running a business owner's account and dashboard | Performance of our contract with that business |
| Sending follow-up or review-request messages | Legitimate interest of the business in following up on a job — you can ask a business to stop these at any time |
| Rate-limiting by IP address to prevent abuse | Legitimate interest in keeping the service secure and available |
| Processing payments | Performance of a contract, handled by Stripe as an independent controller for payment data |
5. Who we share it with
We don't sell personal data, and we don't use it for advertising. We do share it with a small number of specialist providers who help us run the service (our "sub-processors"):
| Provider | What they do |
|---|---|
| Supabase | Hosts our database, handles account login, and stores uploaded photos. |
| Anthropic | Processes chat messages to generate the assistant's replies (the Claude API). Based in the United States. |
| Stripe | Processes card payments for approved quotes. We never see full card details. |
| Vercel | Hosts the Kaidence website and application. |
We may also disclose personal data if required by law, or to protect the rights, property, or safety of Kaidence, our customers, or others.
6. International transfers
Some of our providers, particularly Anthropic, process data outside the UK, including in the United States. Where that happens, we rely on the safeguards each provider has in place — typically the UK International Data Transfer Addendum or the EU Standard Contractual Clauses — to make sure your data stays protected to UK standards wherever it's processed.
7. How long we keep it
Lead and quote data is kept for 24 months after the last activity on it, unless the business asks us to delete it sooner. Account data is kept for as long as your account is active, and deleted within 30 days of closing your account or requesting deletion.
8. Your rights
Under UK GDPR, you have the right to:
- Ask what personal data we hold about you, and get a copy of it (right of access)
- Ask us to correct inaccurate data (rectification)
- Ask us to delete your data, in some circumstances (erasure)
- Ask us to restrict or object to certain processing
- Ask for your data in a portable format, to move to another provider
- Withdraw consent at any time, where we're relying on it
To exercise any of these, email privacy@kaidence.co.uk. If you're a customer of one of our business users, it's often quicker to contact that business directly, since they control the data — but we're happy to help either way.
9. Children
Kaidence is a business tool for adults arranging trade, beauty, property, or retail services. It isn't directed at children, and we don't knowingly collect data from anyone under 13.
10. Keeping data secure
Data is encrypted in transit (HTTPS) and at rest by our infrastructure providers. Access to the owner dashboard requires authentication, and each business can only see its own leads, quotes, and appointments. No system is completely secure, but we take reasonable technical and organisational steps to protect your data against loss, misuse, and unauthorised access.
11. Changes to this policy
We may update this policy as the service changes. If we make a significant change, we'll update the date at the top and, where appropriate, let account holders know directly.
12. Contact & complaints
Questions or concerns about your data: privacy@kaidence.co.uk. If you're unhappy with how we've handled your data, you also have the right to complain to the UK regulator, the Information Commissioner's Office (ICO) — ico.org.uk, 0303 123 1113.