Privacy Policy

This Privacy Policy describes how Operiqo Ltd ("we", "us", "our"), operating as KapatanAI (an AI sales agent platform) and Randevu Kapat (an appointment scheduling service available at randevukapat.com), collects, uses, and shares information when you use our website (kapatanai.com) and AI sales agent platform ("Service").

Operiqo Ltd is a company registered in England and Wales, with its registered office at 71 Shelton Street, Covent Garden, London, WC2H 9JQ, United Kingdom. This Privacy Policy applies to both the KapatanAI platform and the Randevu Kapat appointment scheduling service.

1. Information We Collect

1.1 Information You Provide

• Account Information: Name, email address, business name, and contact details when you register for our Service.
• Payment Information: Billing details processed through our third-party payment providers. We do not store credit card numbers directly.
• Business Content: Website URLs, product information, pricing details, and custom instructions you provide to configure your AI sales agent.
• Waitlist Information: Email address when you sign up for early access.

1.2 Information from Messaging Platforms

When you connect your WhatsApp Business, Instagram, or web chat channels to our Service, we process:

• Conversation Data: Messages exchanged between your AI agent and your customers, including text, images, voice notes, documents, and other media shared within conversations.
• Contact Information: Phone numbers, names, and profile information of individuals who message your connected channels.
• Engagement Data: Message timestamps, read receipts, and conversation status.

1.3 Automatically Collected Information

• Usage Data: Pages visited, features used, and interactions with our dashboard. This usage analytics data does not include any information obtained from Google APIs.
• Device Information: Browser type, operating system, IP address, and device identifiers.
• Cookies: We use essential cookies for authentication and functionality. See Section 6.

2. How We Use Your Information

We use the collected information to:

• Provide, maintain, and improve our AI sales agent Service
• Process and respond to messages on your behalf through connected channels
• Generate AI conversation responses tailored to your specific business context using your knowledge base content (URLs, files, manual entries). We do not train or fine-tune AI/ML models using user data.
• Manage your account and provide customer support
• Send service-related communications and updates
• Ensure security, prevent fraud, and enforce our terms
• Comply with legal obligations

3. How We Share Your Information

We share information only in the following circumstances:

• AI Processing: Conversation data is sent to our AI provider (Anthropic/Claude) for generating responses. This data is processed in accordance with their data processing agreements and is not used to train their models.
• Messaging Platforms: We interact with Meta's WhatsApp Business API and Instagram Messaging API to send and receive messages on your behalf, in compliance with Meta's Platform Terms and Policies.
• Infrastructure Providers: We use Supabase (database), Vercel (hosting), and other cloud services to operate our platform. These providers process data on our behalf under appropriate agreements.
• Legal Requirements: We may disclose information if required by law, regulation, or legal process.
• Business Transfers: In the event of a merger, acquisition, or sale of assets, user information may be transferred.

4. Data Retention

We retain your data for as long as your account is active or as needed to provide the Service. Conversation data is retained for the duration of your subscription. Upon account deletion, we will delete or anonymize your data within 90 days, except where retention is required by law.

5. Data Security

We implement appropriate technical and organizational measures to protect your information, including:

• Encryption of data in transit (TLS/SSL) and at rest
• Row-level security (RLS) ensuring multi-tenant data isolation
• Regular security assessments and access controls
• Secure authentication mechanisms

No method of transmission over the internet is 100% secure. While we strive to protect your data, we cannot guarantee absolute security.

6. Cookies

We use strictly necessary cookies for authentication and session management. We do not use advertising or tracking cookies. You can control cookies through your browser settings, but disabling essential cookies may affect Service functionality.

7. Your Rights

7.1 Under UK GDPR

If you are in the United Kingdom, you have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate data
• Request deletion of your data
• Object to or restrict processing of your data
• Data portability
• Lodge a complaint with the Information Commissioner's Office (ICO)

7.2 Under KVKK (Turkey)

If you are in Turkey, you have rights under the Kişisel Verilerin Korunması Kanunu (KVKK), including the right to:

• Learn whether your personal data is processed
• Request information about processing activities
• Learn the purpose of processing and whether data is used accordingly
• Know the third parties to whom your data is transferred
• Request correction of incomplete or inaccurate data
• Request deletion or destruction of your data
• Object to results of automated processing that are against your interests
• Request compensation for damages arising from unlawful processing

7.3 Under EU GDPR

If you are in the European Economic Area, you have equivalent rights under the EU General Data Protection Regulation.

8. WhatsApp and Instagram Data

Our use of WhatsApp Business API and Instagram Messaging API data is subject to Meta's Platform Terms. Specifically:

• We only access messaging data that businesses explicitly connect to our platform
• We use this data solely to provide the AI sales agent functionality
• We do not share messaging data with other third parties for their independent use
• We comply with Meta's data deletion requirements
• Businesses are responsible for obtaining appropriate consent from their customers before using automated messaging

9. Google API Services and User Data (Randevu Kapat)

KapatanAI's appointment scheduling service, Randevu Kapat (randevukapat.com), is built on a self-hosted Cal.com instance. When a business owner enables the appointment feature, they may connect their Google Calendar account through Cal.com. This connection requests the following Google API scopes:

• https://www.googleapis.com/auth/calendar.events: used to create calendar events when customers book appointments, and to update or delete events when appointments are rescheduled or canceled.
• https://www.googleapis.com/auth/calendar.readonly: used to read busy time slots from the business owner's calendar so that conflicting times are not offered to customers. Only event start/end times are read; event titles, descriptions, and attendee details are not stored on our systems.

9.1 Use, storage, and sharing of Google user data

• Google Calendar data is used solely for the Randevu Kapat appointment management functionality described above.
• Randevu Kapat (our self-hosted Cal.com instance) stores only event identifiers, time slots, and participant emails for appointments created through KapatanAI. The content of other events in the user's Google Calendar is not stored.
• Business owners can revoke Google Calendar access at any time through the Cal.com panel or via Google's account permissions page (myaccount.google.com/permissions). Once revoked, KapatanAI / Randevu Kapat ceases all access to that account's Google data.

Limited Use Disclosure

KapatanAI's use and transfer to any other application of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Specifically:

• No advertising use. We do not use Google user data for serving advertisements of any kind, including retargeting, personalized advertising, or interest-based advertising.
• No third-party transfer. We do not transfer Google user data to third parties except as necessary to provide or improve the user-facing features of Randevu Kapat, comply with applicable law, or as part of a merger, acquisition, or asset sale where the user has been notified.
• No AI/ML model training. We do not use Google user data to develop, improve, or train generalized or non-personalized AI/ML models. Calendar data is read at inference time only and is never persisted to training datasets.
• No human access to Google user data, except (a) with the user's explicit prior consent for specific content, (b) for security investigations or to comply with applicable law, or (c) in aggregated and anonymized form for internal operations.

For data deletion requests: contact info@kapatanai.com.

9.2 Türkçe Çeviri (Turkish Translation)

KapatanAI'nin randevu yönetim hizmeti Randevu Kapat (randevukapat.com), self-host edilmiş Cal.com platformu üzerine kuruludur. İşletme sahibi randevu sistemini etkinleştirdiğinde Google Calendar hesabını Cal.com üzerinden bağlayabilir. Bu bağlantı sırasında Google'ın aşağıdaki izinlerine erişim talep edilir:

• https://www.googleapis.com/auth/calendar.events: Randevu rezervasyonu olduğunda Google Calendar'da etkinlik oluşturmak, müşteri tarafından iptal/erteleme yapıldığında etkinliği güncellemek veya silmek için kullanılır.
• https://www.googleapis.com/auth/calendar.readonly: İşletmenin takvimindeki dolu zaman dilimlerini görerek müsait olmayan saatlerde randevu önerilmemesini sağlamak için kullanılır. Yalnızca etkinlik başlangıç ve bitiş zamanları okunur; etkinlik başlığı, açıklaması veya katılımcı bilgisi sistemimizde saklanmaz.

Veri kullanımı, saklama ve paylaşımı:

• Google Calendar verileri yalnızca yukarıda tarif edilen randevu işlemleri için kullanılır.
• Randevu Kapat (Cal.com self-host kurulumumuz) yalnızca KapatanAI üzerinden oluşturulan randevulara ait etkinlik tanımlayıcıları (event ID), zaman bilgisi ve katılımcı maili tutar. Google Calendar'daki diğer etkinliklerin içeriği sistemimizde saklanmaz.
• İşletme sahibi istediği zaman Google Calendar bağlantısını Cal.com panelinden veya Google hesabı izinler sayfasından (myaccount.google.com/permissions) iptal edebilir; iptal sonrası KapatanAI / Randevu Kapat bu hesaba ait Google verilerine erişimini sonlandırır.

Sınırlı Kullanım Beyanı

KapatanAI, Google API'lerinden alınan bilgilerin kullanımı ve başka uygulamalara aktarımı konusunda Google API Services User Data Policy ve Limited Use şartlarına uyar. Özellikle:

• Reklam amaçlı kullanım yok. Google kullanıcı verileri hiçbir reklam türü için (retargeting, kişiselleştirilmiş reklam, ilgi bazlı reklam dahil) kullanılmaz.
• Üçüncü taraflara aktarım yok. Google kullanıcı verileri, Randevu Kapat kullanıcı arayüzünde sunulan veya geliştirilen özellikleri sağlamak, yürürlükteki yasalara uymak veya kullanıcının bilgilendirildiği bir şirket birleşmesi/satın alması durumu dışında üçüncü taraflara aktarılmaz.
• AI/ML model eğitimi yok. Google kullanıcı verileri, genel veya kişiselleştirilmemiş yapay zekâ modellerinin geliştirilmesi, iyileştirilmesi veya eğitilmesi için kullanılmaz. Takvim verileri yalnızca inference zamanında okunur, hiçbir eğitim veri setine kaydedilmez.
• İnsan erişimi yok. Google kullanıcı verilerine insan erişimi şu durumlarda mümkündür: (a) kullanıcının belirli içerik için açık ön onayı, (b) güvenlik soruşturmaları veya yürürlükteki yasalara uyum, (c) anonimleştirilmiş ve toplu hâldeki dahili operasyon verileri.

Veri silme talepleri için: info@kapatanai.com adresinden bize ulaşabilirsiniz.

10. International Data Transfers

Your data may be processed in countries outside your country of residence, including the United Kingdom, the United States, and the European Union. When we transfer data internationally, we ensure appropriate safeguards are in place, including Standard Contractual Clauses or adequacy decisions.

11. Children's Privacy

Our Service is not directed to individuals under 18 years of age. We do not knowingly collect personal information from children. If we become aware that we have collected data from a child, we will take steps to delete it promptly.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on our website and updating the "Last updated" date. Your continued use of the Service after changes constitutes acceptance of the updated policy.

13. Contact Us

If you have questions about this Privacy Policy or wish to exercise your rights, contact us at:

Operiqo Ltd
71 Shelton Street, Covent Garden
London, WC2H 9JQ
United Kingdom
Email: info@kapatanai.com