Introduction
Kio Intelligent Systems is committed to protecting the privacy and security of our users. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI-powered business assistant platform, including web-based chatbot and WhatsApp integrations.
Kio Intelligent Systems operates as a sub-company under the MentoraX Group, and all data practices are aligned with the group's governance standards.
We believe in transparency and minimal data collection. We only collect what we need, protect it diligently, and never sell your personal data to third parties.
Scope of This Policy
This policy applies to all individuals and entities interacting with the Kio platform:
- Business clients using Kio services
- Customers interacting with Kio-powered chat systems
- Sales staff and business owners using internal tools
- Website visitors and chatbot users
Information We Collect
We collect information that is necessary to provide our services effectively and securely. Below is a breakdown of the types of data we may collect.
3.1 Personal Information
3.2 Conversation Data
- Chat messages sent via Web chatbot and WhatsApp Business integration
- Customer queries, feedback, and service requests
- AI-generated responses to user messages
3.3 Transaction & Order Data
- Orders created via chat interactions
- Product selections and preferences
- Order status and history
3.4 Usage & Technical Data
- IP address
- Browser and device information
- Interaction logs and session data
How We Use Your Information
We use collected data solely for purposes that directly serve our users and improve our platform:
- Provide AI-powered chatbot services across web and WhatsApp channels
- Process orders and fulfil customer requests
- Enable real-time communication through integrated messaging platforms
- Improve AI response quality and overall system performance
- Provide business insights and operational analytics to business owners
- Personalise user experience (e.g., recommendations, memory)
- Ensure system security and prevent misuse or fraud
AI & Automated Processing
Kio uses a multi-agent AI system to process user requests and generate intelligent responses across all channels. This system includes:
- Automatic request routing — directing queries to the appropriate AI agent
- Role-based response generation — tailored replies for customers, staff, and owners
- Product recommendations — AI-driven suggestions based on user context
- Sales and support automation — handling end-to-end transactional and support workflows
AI responses are generated based on available data and contextual understanding. While our system strives for accuracy, users should independently verify any critical business decisions or sensitive information provided by the AI.
Data Sharing and Disclosure
We do not sell personal data to any third party, ever. Data sharing is limited strictly to what is needed to operate our services.
6.1 Service Providers
We may share data with vetted third-party providers who help us operate the platform:
- Cloud hosting and infrastructure providers
- Messaging platforms (e.g., WhatsApp Business API)
- Analytics and monitoring tools
6.2 Business Clients
Data collected through a business's Kio-powered chatbot belongs to that business. Authorised business owners and administrators can access their customer interaction data through designated tools.
6.3 Legal Requirements
We may disclose user information if required to do so by:
- Applicable law or legal processes (e.g., court orders, subpoenas)
- Government or regulatory authorities with lawful jurisdiction
Data Storage and Security
We implement industry-standard security measures to protect all data we store and process:
- Secure, redundant cloud infrastructure with access restrictions
- Role-based access control (RBAC) limiting data access to authorised personnel only
- Encryption in transit (TLS/HTTPS) and at rest where applicable
- Comprehensive logging and monitoring systems for anomaly detection
No digital system can guarantee 100% security. We encourage users to exercise caution when sharing sensitive or confidential information through any online channel, including our platform.
Data Retention
We retain your data only for as long as necessary for the purposes it was collected. Specifically, we retain data:
- As long as necessary for core service functionality and operational continuity
- To comply with applicable legal, regulatory, and compliance obligations
- Based on individual business client configurations and contractual agreements
Users may request deletion of their personal data where applicable and where no conflicting legal obligation exists. See Section 09 for how to make such a request.
User Rights
Depending on your jurisdiction, you may have the following rights regarding your personal data:
Right to Access
Request a copy of the personal data we hold about you.
Right to Correction
Request correction of inaccurate or incomplete data.
Right to Deletion
Request deletion of your personal data where applicable.
Right to Withdraw Consent
Withdraw consent for data processing where it is consent-based.
To exercise any of these rights, please contact us using the details in Section 13 below.
Third-Party Integrations
Kio integrates with third-party services to deliver its functionality. Current and planned integrations include:
- WhatsApp Business API — for omnichannel messaging support
- Future payment systems — planned integrations for transactional commerce (coming soon)
These third-party platforms operate under their own privacy policies and terms of service. We encourage you to review the privacy policies of any integrated services you interact with through Kio.
Children's Privacy
Kio's services are designed exclusively for business use and are not intended for children under the age of 13. We do not knowingly collect, process, or store personal data from children.
If you believe we have inadvertently collected data from a child, please contact us immediately using the details in Section 13 so we can promptly remove it.
Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we do:
- The updated policy will be posted on this page with a revised effective date
- Continued use of our services after changes constitutes acceptance of the updated policy
- For significant changes, we may notify users through additional communication channels
We encourage you to review this page periodically to stay informed about how we protect your information.
Contact Information
For questions, requests, or concerns regarding this Privacy Policy or your personal data, please reach out to us:
Get in Touch
Our team is here to help with any privacy-related questions or data requests.