Privacy Policy

This policy explains how Kaishu AI ("Kaishu", "we", "us") collects and processes personal data when you visit our website, contact us, book a consultation, or use our AI agents for accounts receivable.

Who we are

Kaishu AI is a trading name of Ayaka Nakatsuka, a sole trader established in the United Kingdom. You can contact us at hello@kaishu.ai. We are registered with the UK Information Commissioner's Office under registration number [ICO registration number — to be added].

Controller and processor roles

We act as a data controller for personal data we collect about our own prospects, customers, partners, and website visitors. Where we process personal data about your debtors and their staff on your behalf to deliver the service, we act as a data processor under a separate Data Processing Agreement, and you remain the controller of that data.

Information we collect

• Contact and booking details you provide (name, work email, company, role, message).
• Email correspondence with us.
• Information stored in our CRM about prospects, customers, and partners.
• Service-delivery data: ledger extracts, invoice metadata, debtor contact details, and call/email transcripts processed by our AI agents on your instruction.
• Basic website usage data (request logs). We do not currently run third-party analytics; if we add tools such as Google Analytics, Microsoft Clarity, or LinkedIn Insight Tag, this policy and our Cookie Policy will be updated first.

Why we collect it and our legal basis

• Legitimate interests — running and marketing a B2B service, responding to enquiries, securing our site.
• Pre-contractual steps and contract performance — handling consultations, pilots, and delivery of our services.
• Legal obligation — accounting, tax, and responding to lawful requests.
• Consent — where required (e.g. for non-essential cookies, if introduced).

Who we share data with

We share personal data only with service providers acting on our instructions, including categories such as cloud hosting, email and voice infrastructure, CRM, and large-language-model providers used to power our AI agents. A current list of named subprocessors is available on request. We do not sell personal data.

Automated decision-making

Our AI agents draft and send communications and classify replies, but they do not make solely automated decisions that produce legal or similarly significant effects on your debtors. Decisions on disputes, write-offs, escalation, or any change to a customer relationship remain with you. You are responsible for maintaining appropriate human oversight of agent activity.

International transfers

Some providers process data outside the UK. Where this happens we rely on appropriate safeguards such as UK adequacy regulations or the International Data Transfer Agreement / Addendum to the EU Standard Contractual Clauses.

Retention

We keep contact and CRM records for as long as needed to manage our relationship and meet legal obligations. Service-delivery data is retained according to the terms agreed with each customer and deleted on request, subject to legal holds.

AI service delivery

Our AI agents process customer data only to perform the services you instruct. We do not use customer data to train third-party foundation models. Outputs from AI systems may contain errors and should be reviewed; see our Terms of Service.

Your rights

Under UK GDPR you may request access, correction, deletion, restriction, objection, or portability of your personal data, and may withdraw consent where applicable. To exercise these rights, email hello@kaishu.ai.

Complaints

We would like the chance to resolve any concern first, so please email hello@kaishu.ai. You also have the right to complain to the UK Information Commissioner's Office at ico.org.uk or on 0303 123 1113.

Privacy rights for California and other U.S. residents

If you are a California resident, you may have rights under the CCPA/CPRA including the right to know, delete, correct, and opt out of "sharing" of personal information. We do not sell personal information. Contact us at the address above to exercise these rights.

Data Processing Agreement

A Data Processing Agreement is available on request for customers whose data we process on their behalf.