How we use personal information
This policy explains what personal information Kinetic Flow Limited collects through the KineticFlow website and service, why we use it, and the rights you have.
Who we are
KineticFlow is provided by Kinetic Flow Limited, a company registered in England and Wales with company number 17526373. Our registered office is 3 Gainsborough Court, Skipton, England, BD23 1QG.
For anything about this policy or your personal information, email [email protected].
If a business contacts you through KineticFlow
Businesses use KineticFlow to manage their sales leads, calls, WhatsApp messages and emails. When a business does this, it decides how your information is used. It is the controller of that information, and we act as its processor, handling it only on the business's instructions and under a written data processing agreement.
The business's own privacy notice explains how it uses your information. To ask about it, or to use your rights, contact the business directly. If you contact us instead, we will pass your request to the business.
What we collect and why
The rest of this policy covers information we decide how to use ourselves, as the controller.
When you visit this website
Our hosting provider's servers keep standard technical records of each visit, such as your IP address, browser type, the pages requested and the time. We use these to run the website and keep it secure. Our lawful basis is our legitimate interest in providing a secure, working website.
We do not use analytics, advertising or tracking tools on this website.
When you contact us or book a demo
We use your name, email address, phone number, organisation and anything you tell us to reply, arrange and hold a demo, and follow up about KineticFlow. Our lawful basis is our legitimate interest in responding to enquiries and telling interested organisations about our service.
When you sign up and use KineticFlow
We use the names, job titles, work email addresses and phone numbers of the people who sign up and use KineticFlow, along with sign-in and security records. We use this to set up and provide the service, give support, keep accounts secure, and handle billing. Our lawful basis is performing our contract with your organisation, and our legitimate interest in running and securing our service. We also keep records we are required to keep by law, such as for tax.
Updates and news
We may email people at organisations we work with, or who have asked about KineticFlow, with news about the service. You can unsubscribe at any time using the link in each email or by emailing us. We send these only as the law allows.
Cookies
This website does not set any cookies and does not use tracking technologies.
The KineticFlow app uses essential cookies only, to keep you signed in and to protect your account. They are needed for the service to work, so we do not ask for consent to use them.
Our pages load fonts from Google Fonts, so your browser connects to Google's servers, which receive your IP address. Google's privacy policy explains how it handles this.
Who we share it with
We share personal information only with organisations that help us run KineticFlow, and only as much as they need:
- Hosting: DigitalOcean, which hosts this website and the KineticFlow service.
- Payments: Stripe, which takes card and Direct Debit payments for KineticFlow subscriptions.
- WhatsApp: Meta, which carries WhatsApp messages and calls for customers that use the WhatsApp features.
- Phone calls and numbers: our telephony provider, which supplies UK numbers and carries phone calls.
- AI summaries: Anthropic, which provides the AI model that writes conversation summaries. It does not use this information to train its models.
- Email: the provider of our business email, and, for customers who use the email add-on, the service that connects their Gmail or Outlook mailbox.
- Fonts: Google Fonts, as described above.
- Professional advisers such as our accountants and lawyers, where needed.
We may also share information if the law requires it, or to protect our rights or the safety of others. We do not sell personal information.
International transfers
Some of these providers are based in, or use services in, countries outside the UK, such as the United States. Where personal information leaves the UK, we make sure it is protected by safeguards recognised under UK data protection law, such as the UK–US data bridge or the UK International Data Transfer Agreement or Addendum.
How long we keep it
- Website server records: a short period set by our hosting provider, then deleted.
- Enquiries and demo requests: up to two years after we were last in touch, unless your organisation becomes a customer.
- Customer account and billing records: for as long as your organisation uses KineticFlow, then six years after the agreement ends, for legal and tax purposes.
- Data in a closed account: deleted 30 days after the account is closed, and from our backups as they expire.
Keeping it secure
We use encryption in transit, access controls, optional two-step login and activity logging to protect personal information, and we limit access to people who need it to do their job.
Your rights
Under UK data protection law you have the right to:
- ask for a copy of the personal information we hold about you;
- ask us to correct information that is wrong or incomplete;
- ask us to delete your information, or to restrict how we use it;
- object to us using your information on the basis of legitimate interests, including for direct marketing;
- ask for information you gave us to be passed to another organisation, where this applies.
To use any of these rights, email [email protected]. We will reply within one month. There is usually no charge.
Complaints
If you are unhappy with how we have handled your information, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner's Office (ICO), the UK data protection regulator, at ico.org.uk or on 0303 123 1113.
Changes to this policy
We will update this policy when our services or the law change, and show the date of the latest version at the top of this page.