1. Introduction
This Website Privacy Notice explains how Kaiya AI Ltd ("Kaiya", "we", "us" or "our") collects, uses and protects personal data when you visit our website, contact us, request a demo or trial, or otherwise interact with us outside the Kaiya product.
This notice does not replace any customer agreement, data processing agreement or service-specific privacy terms that apply when a customer or authorised user uses the Kaiya service.
2. Who We Are
Kaiya AI Ltd provides software for executive search teams. For website and marketing interactions, Kaiya AI Ltd is responsible for the personal data described in this notice.
3. Personal Data We Collect
We may collect personal data that you provide directly, including your name, work email address, firm name, role, billing currency, workflow interest, message content and any other information you choose to submit through a form or email.
We may also collect limited technical information when you use the website, including IP address, browser type, device information, referring pages, pages viewed, timestamps and similar usage data needed to operate, secure and improve the website.
4. How We Use Personal Data
We use personal data to respond to enquiries, arrange demos, manage trial requests, send requested information, operate and secure the website, understand website performance, maintain records, comply with legal obligations and protect our legitimate business interests.
Where we rely on legitimate interests, those interests include responding to business enquiries, improving our website, preventing abuse and maintaining accurate commercial records.
5. Forms, Booking Tools and Email
If you submit a form, book a meeting or email us, we use the information you provide to respond to your request and manage the relevant commercial conversation.
Where we use third-party tools to receive form submissions, book meetings or manage email, those providers process the relevant information on our behalf or under their own terms, depending on the service.
7. Sharing Personal Data
We may share personal data with service providers that help us operate the website, receive enquiries, schedule meetings, host systems, secure infrastructure and manage business communications.
We may also share personal data with professional advisers, authorities or other third parties where required by law, necessary to protect our rights, or connected with a business transaction such as a merger, acquisition or financing.
8. International Transfers
Kaiya is based in the United Kingdom. Some service providers may process personal data outside the country where you are located.
Where required, we use appropriate safeguards for international transfers, such as adequacy decisions, standard contractual clauses or equivalent lawful transfer mechanisms.
9. Retention
We keep personal data for as long as reasonably necessary for the purposes described in this notice, including to respond to enquiries, manage business records, comply with legal obligations, resolve disputes and enforce agreements.
Retention periods vary depending on the type of information, the relationship we have with you and any legal or operational requirement that applies.
10. Your Rights
Depending on where you are located, you may have rights to request access, correction, deletion, restriction, portability or objection in relation to your personal data.
To exercise privacy rights, contact us at hello@kaiya.ai. We may need to verify your identity before responding to a request.
11. Security
We use reasonable administrative, technical and organisational measures designed to protect personal data against unauthorised access, loss, misuse or alteration.
No website or internet transmission is completely secure, so we cannot guarantee absolute security.
12. Changes to This Notice
We may update this notice from time to time. The updated version will be posted on this page with a revised last updated date.
13. Contact
For privacy questions about the website, contact Kaiya at hello@kaiya.ai.