Privacy Policy

1. Scope and our role

This Privacy Policy applies to Klifik’s website, business workspace, hosted enquiry forms, AI-assisted tools, integrations, and related services (“Services”).

For account, website, security, and service-operations data, Klifik generally decides why and how information is processed and acts as a controller or business. For lead and customer information processed for a business using Klifik, that business generally decides why and how the information is used, and Klifik acts as its processor or service provider. If you are a lead or customer of a Klifik business, contact that business first about its privacy practices or a request concerning your enquiry.

2. Information we collect

We collect information in the following categories, depending on how you use the Services:

• Account and identity information, such as your name, email address, password credentials in protected form, email-verification status, and business name.
• Business configuration and content, such as service areas, offerings, qualification rules, reply preferences, templates, notes, follow-ups, bookings, and internal activity.
• Lead and customer information, such as names, phone numbers, email addresses, locations, enquiry details, messages, consent records, source channel, qualification results, and communication history.
• Channel and integration information, such as provider account identifiers, connection status, encrypted access credentials, webhook events, delivery status, and payment references.
• Payment and transaction information. Payment providers process card or bank details; Klifik generally receives identifiers, amount, currency, status, and related transaction metadata rather than full card details.
• Technical and usage information, such as IP address, user agent, browser and device information, session data, timestamps, visited pages, referring page, feature interactions, and diagnostic logs.
• AI and intake operations data, such as model name, token counts, latency, result status, safety or fallback status, and hashed or minimised request identifiers used for reliability, abuse prevention, and debugging.
• Communications with us, including support, feedback, or privacy requests and any information you choose to include.

3. How we collect information

We collect information:

• Directly from you when you create an account, configure a workspace, contact us, or use the Services.
• From leads and customers when they submit a hosted form or communicate through a channel connected by a Klifik business.
• Automatically from browsers, devices, cookies, server logs, and use of the Services.
• From connected services such as Meta or WhatsApp, Stripe, email providers, and other integrations you enable.
• From a Klifik business that imports, enters, or manages information about its leads and customers.

4. How we use information

We use information to:

• Provide, operate, authenticate, and maintain the Services.
• Capture and organise enquiries, apply business qualification rules, create AI-assisted classifications and drafts, and support human-reviewed follow-up workflows.
• Connect and operate messaging, payment, email, and other integrations selected by a business.
• Send service, verification, security, and account communications.
• Protect accounts, prevent abuse and fraud, enforce usage limits, troubleshoot, and keep the Services secure.
• Monitor performance, understand feature usage, and improve the reliability and usability of the Services.
• Administer billing and record transactions.
• Comply with law, respond to lawful requests, and establish, exercise, or defend legal claims.

5. Legal bases

Where applicable law requires a legal basis, we process information as necessary to perform our contract with you, based on our legitimate interests in operating and securing the Services, with consent where requested, and to comply with legal obligations. We may also process information to protect vital interests or for other grounds available under applicable law.

A Klifik business is responsible for choosing and communicating the legal basis for its collection and use of lead and customer information.

6. AI processing

When an AI-assisted feature is used, relevant enquiry text, business rules, and instructions may be sent to an AI model provider to generate a classification, summary, or draft. We seek to limit the information sent to what the feature needs.

AI outputs can be incorrect. Klifik is designed for business users to review customer-facing drafts and qualification outcomes. We do not intend Klifik’s AI features to make solely automated decisions that produce legal or similarly significant effects for a person.

7. How we share information

We may share information with:

• The Klifik business that collected or manages a lead’s or customer’s enquiry.
• Service providers that help us host, store, secure, analyse, communicate, process payments, and provide AI features, including Vercel, Neon, Resend, AI model providers, and similar suppliers.
• Integration providers you or a Klifik business enable, including Meta or WhatsApp and Stripe.
• Professional advisers, auditors, insurers, and financing or transaction counterparties under appropriate confidentiality duties.
• Authorities or other parties where reasonably necessary to comply with law, protect rights and safety, investigate abuse, or enforce agreements.
• A buyer, successor, or affiliate in connection with a merger, financing, reorganisation, or sale of all or part of the business.

8. Sale and advertising

We do not sell personal information for money and do not use lead or customer content for third-party behavioural advertising. We do not knowingly share personal information for cross-context behavioural advertising. If these practices change, we will update this Policy and provide any choices required by law.

9. Cookies and analytics

Klifik uses essential cookies and similar technologies for authentication, security, session continuity, and language preferences. Blocking these technologies may prevent parts of the Services from working.

In production, we use Vercel Analytics to understand website and product usage. Analytics and server systems may process limited technical information such as pages viewed, approximate location derived from network information, browser or device type, referring page, and timestamps. Klifik does not currently use third-party advertising pixels.

10. Data retention

We retain information for as long as reasonably necessary to provide the Services, maintain business and security records, comply with law, resolve disputes, and enforce agreements. Retention varies by the type of information and why it is held.

Operational AI-run records and temporary intake or duplicate-prevention records are generally scheduled for deletion after 30 days. Core account, business, lead, message, consent, transaction, and activity records may remain while the account is active or until deletion is requested or directed, subject to legal and operational needs. Backups and security logs may remain for a limited period after deletion from active systems.

11. Security

We use reasonable technical and organisational measures designed to protect personal information. These include access controls, protected authentication, rate limits, encryption in transit, and encryption for certain integration credentials at rest. No system is completely secure, and we cannot guarantee that information will never be accessed, lost, altered, or disclosed without authorisation.

You are responsible for securing your account, devices, connected provider accounts, and any data you export from Klifik.

12. International transfers

Klifik and its service providers may process information in countries other than the country where it was collected. Those countries may have different data-protection laws. Where required, we use contractual or other recognised safeguards for international transfers.

13. Your privacy rights

Depending on where you live, you may have rights to access, correct, delete, restrict, or object to processing of your personal information; receive a portable copy; withdraw consent; or appeal or complain to a privacy regulator. These rights may be subject to exceptions.

Account holders can update some information in the Services and may contact us at hello@klifik.com. If your information was submitted to a Klifik business as part of an enquiry, contact that business first. We will assist the business with valid requests where required. We may verify your identity before completing a request and will not discriminate against you for exercising a privacy right.

Explicit account, workspace, Meta, and WhatsApp data-deletion instructions are available at https://www.klifik.com/data-deletion.

14. Children’s privacy

The Services are intended for businesses and adults and are not directed to children. We do not knowingly collect personal information from children through Klifik’s own account services. Businesses using Klifik must not collect children’s information through the Services unless they have a lawful basis and all required permissions.

15. Third-party links and services

The Services may link to or integrate with third-party websites and services. Their privacy practices are governed by their own policies. We encourage you to review them before providing information or enabling an integration.

16. Changes to this Policy

We may update this Privacy Policy as the Services, laws, or our practices change. We will post the revised version and update the date above. If required, we will provide additional notice or request consent for material changes.

17. Contact us

For privacy questions or requests, email hello@klifik.com with “Privacy” in the subject line. Klifik is available at https://www.klifik.com.

If you have an unresolved concern, you may also have the right to contact the privacy or data-protection authority where you live.