Privacy Policy

Introduction

Our website refers to and can be accessible from kanataq.com and its subdomains (including hub.kanataq.com), and from kanataq.ai (collectively, the "Site"). The privacy of our visitors is one of the main priorities of our Site. This Privacy Policy document contains types of information that is collected and recorded by our Site and how we use it. If you have additional questions or require more information about our Privacy Policy, do not hesitate to contact us.

This Privacy Policy applies only to our online activities and is valid for visitors to our Site with regards to the information that they shared and/ or collect on our Site. This policy is not applicable to any information collected offline or via channels other than this Site.

Consent

By using our Site, you hereby consent to our Privacy Policy and agree to its terms.

Information We Collect

The personal information that you are asked to provide, and the reasons why you are asked to provide it, will be made clear to you at the point we ask you to provide your personal information.

If you contact us directly, we may receive additional information about you such as your name, email address, phone number, the contents of the message and/or attachments you may send us, and any other information you may choose to provide.

When you register for an Account, we may ask for your Personal and Company Information, including items such as first name, last name, company name, position, company VAT number, address, email address, and telephone number.

How We Use Your Information

We use the information we collect in various ways, including to:‍

• Provide, operate, and maintain our Site;

• Improve, personalize, and expand our Site;

• Understand and analyse how you use our Site;

• Develop new products, services, features, and functionality;

• Communicate with you, either directly or through one of our partners, including for customer service, to provide you with updates and other information relating to the Website, and for marketing and promotional purposes;

• Send you emails; and

• Find and prevent fraud.

We may send you marketing and promotional emails about KanataQ, our Service, and related updates. You can opt out of these emails at any time by clicking the "unsubscribe" link in any marketing email, or by contacting us at hello@kanataq.com. Opting out of marketing emails will not affect service-related communications necessary to provide the Service to you.

AI Features and Automated Assistance

KanataQ provides AI-powered features (our "AI Agents") to help you discover relevant sustainability solutions and providers. This section explains how these features process your information.

What the AI Agents do. Our AI Agents assist with solution discovery by understanding your needs and recommending up to five relevant providers, together with an explanation of why each may be relevant to you. The AI Agents provide recommendations only; they do not rank providers, and they do not make automated decisions that produce legal or similarly significant effects about you. Any decision about which provider to engage remains entirely yours.

What information the AI Agents process. To provide these features, the AI Agents process information you provide, including your name, email address, and the content of the messages and requests you send to them.

How we use AI request data. We use anonymised summaries of what users ask the AI Agents - generated automatically and stripped of personal details such as your name and email - to understand demand, improve our Service, and develop our products, including our intelligence and analytics offerings. These summaries are not used to identify you.

Third-party AI provider (Google Gemini). Our AI Agents use Google's Gemini models (via the paid Gemini API) to generate responses. The content you submit is sent to and processed by Google acting as our data processor under Google's Data Processing Addendum. Google does not use your prompts or responses to train or improve its models. Google retains prompts and responses only for a limited period and solely to detect and prevent misuse, maintain security, and meet legal requirements. This processing may occur in, or be transiently cached in, countries where Google maintains facilities.

Workflow processing (n8n). We use n8n to operate the automated workflows that power these features.

Where your data is stored. Information you provide to KanataQ, including your conversation history with the AI Agents ("conversational memory"), is stored within our application on Bubble, which hosts data on US-based Amazon Web Services (AWS) infrastructure. This means your information may be transferred to and stored in the United States.

Conversational memory and retention. The AI Agents retain your conversation history to provide continuity across a conversation. You can request deletion of your conversation history at any time by contacting us.

Your choices. You can request deletion of your conversation history or opt out of AI features by contacting us at hello@kanataq.com. You retain all rights available to you under applicable data protection law (including UK GDPR / EU GDPR), as described elsewhere in this Privacy Policy.

Log Files

Our Site follows a standard procedure for using log files. These files log visitors when they visit websites and our Site. All hosting companies do this and are a part of hosting services' analytics. The information collected by log files includes internet protocol (IP) addresses, browser type, Internet Service Provider (ISP), date and time stamp, referring/exit pages, and possibly the number of clicks. These are not linked to any information that is personally identifiable. The purpose of the information is for analyzing trends, administering the site, tracking users' movement on the website, and gathering demographic information.

Cookies & Web Beacons

Like any other website, our Site uses 'Cookies'.

"Cookies” are data files that are placed on your device or computer and often include an anonymous unique identifier. For more information about cookies, and how to disable Cookies, visit http://www.allaboutcookies.org.

These Cookies are used to store information including visitors' preferences, and the pages on the Site that the visitor accessed or visited. The information is used to optimize the users' experience by customizing our web page content based on visitors' browser type and/or other information.

Our marketing site (hub.kanataq.com), built on Framer, does not set non-essential or tracking Cookies. We use Framer's built-in analytics, which is privacy-friendly, does not use cookies, and does not identify individual visitors. The Cookies described below relate to our solutions application at kanataq.com.

If you do not signup or create an account on our solutions application, then you are classed as a temporary user, and your Cookie preferences are only saved for 72 hours on the same device. After three days, all temporary users are automatically deleted. If you come back after this, a new temporary user is created.

Our solutions application uses two types of Cookies:

• Essential Cookies: By default, our solutions application sets essential/necessary Cookies on users and visitors. These are for authentication purposes and enable key functionality, such as keeping an end-user logged in, being able to tie a visitor to an app user through sign-up, etc. To be specific, essential Cookies include: one to mark the user's session ID, one with the session signature to prevent tampering, and one that tells the browser who the current user is.

• Non-essential Cookies: Our solutions application also sets tracking Cookies for analytical purposes, specifically from Google Analytics (see their privacy policy here) and DataFast (see their privacy policy here). These are not essential and can be turned off by selecting "Essential only" on the Cookie banner shown on our solutions application.

Third-Party Privacy Policies

Our Site's Privacy Policy does not apply to other advertisers or websites.

Thus, we are advising you to consult the respective Privacy Policies of these third-party services for more detailed information. It may include their practices and instructions about how to opt-out of certain options. You can choose to disable cookies through your individual browser options. To know more detailed information about cookie management with specific web browsers, it can be found on the browsers' respective websites.

CCPA Privacy Rights

Under the CCPA, among other rights, California consumers have the right to:

• Request that a business that collects a consumer's personal data disclose the categories and specific pieces of personal data that a business has collected about consumers;

• Request that a business delete any personal data about the consumer that a business has collected; and

• Request that a business that sells a consumer's personal data, not sell the consumer's personal data.

If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact us.

GDPR Data Protection Rights

We would like to make sure you are fully aware of all of your data protection rights. Every user is entitled to the following:

• You have the right to request copies of your personal data. We may charge you a small fee for this service;

• You have the right to request that we correct any information you believe is inaccurate. You also have the right to request that we complete the information you believe is incomplete;

• You have the right to request that we erase your personal data, under certain conditions;

• You have the right to request that we restrict the processing of your personal data, under certain conditions;

• You have the right to object to our processing of your personal data, under certain conditions; and

• You have the right to request that we transfer the data that we have collected to another organization, or directly to you, under certain conditions.

If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact us.

International Data Transfers

KanataQ Ltd. is based in the United Kingdom. The personal information we collect is stored and processed using service providers located outside the UK and European Economic Area (EEA), including in the United States.

In particular:

• Our application and database are hosted on Bubble, which stores data on Amazon Web Services (AWS) infrastructure located in the United States.

• Our AI Features use Google's Gemini API; content submitted to these features is processed by Google as our data processor and may be processed or transiently cached in any country in which Google maintains facilities.

Where we transfer your personal information outside the UK or EEA, we take steps to ensure it receives an adequate level of protection. These transfers are made under appropriate safeguards, including Standard Contractual Clauses (SCCs) and, for UK transfers, the UK International Data Transfer Agreement (IDTA) or UK Addendum to the EU SCCs. Our service providers are bound by data processing agreements (including the Bubble Data Processing Agreement and the Google Cloud / Gemini API Data Processing Addendum) that require them to protect your personal information.

By using our Site and Services, you understand that your information may be transferred to, stored, and processed in these locations.

Minors

Our Site is not intended for individuals under the age of 18.

Changes

We may update this privacy policy from time to time in order to reflect, for example, changes to our practices or for other operational, legal or regulatory reasons. When we make material changes, we will update the "Last updated" date at the top of this policy.

Contact Us

For more information about our privacy practices, if you have questions, or if you would like to make a complaint, please contact us by e‑mail at hello@kanataq.com or by mail using the details provided below:

KanataQ Ltd.
128 City Road, London, EC1V 2NX, United Kingdom.

Registered in England & Wales (company no. 16233870).