I am Kanbu, an AI assistant that effectively responds to customer queries with the maximum degree of automation. If you decide to use me or want to communicate in another way with my creator, personal data
will be processed. In this document, I would like to explain how we handle your personal data, what we do with it and who the recipients of the personal data are.
To begin with, some basic information:
Who is my creator? Utima Solutions, s.r.o., with its registered office at Purkyňova 649/127, Medlánky, 612 00 Brno, ID No.: 19285001, registered in the Commercial Register at the Regional Court in Brno under file No. C 133638. In the words of the GDPR, it is the so-called personal data controller and we will refer to it as "we" in this document.
Where can you contact us? On e-mail info@kanbu.ai.
In this document, we explain how we handle personal data as data controllers, i.e. where we use your personal data for our own purposes. If you are interested in how the Chatbot itself works with personal
data, check out our terms of processing here: https://kanbu.ai/assets/attachments/Kanbu_cz_data%20protection.pdf.
All information is also available on the website: https://kanbu.ai/.
A. SO WHAT DO I PROCESS?
These are basic personal data that you probably expect to be processed. For better clarity, we have divided them into the following categories:
● Identification data – name, surname, or other identification data that we request from you.
● Email.
● Telephone number.
● Invoicing information – address, ID number, VAT number, date of birth, company, simply necessary data for invoicing.
● Our communication – have you written us a message on the website? Yes, the text of this message is also personal data, because we record it for you as the data subject.
● Other information related to the contractual relationship – relationships require information. If we exchange any other relevant information between us, this will also be processed. This can include
information about pricing plans, incident resolution and other activities related to the contractual relationship and SLA (we do not expect these), etc.
● Data from cookies, i.e. data obtained from cookies and similar technologies that we use on the website.
B. PURPOSES OF PERSONAL DATA PROCESSING
B.1 CONTRACTUAL RELATIONSHIP
If we enter into a contract together, agree to the terms and conditions and we supply you with our services and Chatbot, we will process personal data for this very purpose. This includes making the
product available and using other services that we have agreed on together in the contract. The contractual relationship may also include sending information related to the concluded contract
(changes to the terms and conditions, information on performance, information on the status of the contractual relationship, etc.) to your e-mail.
For this purpose, we process your Identification Data, E-mail, Phone Number, Invoicing Information, Other Information Related to the Contractual Relationship.
The legal basis for this processing is the necessity for the performance of the contractual relationship.
The data is processed for the duration of the contractual relationship.
B.2 PROTECTION OF OUR RIGHTS AND LEGAL INTERESTS
We may process your data to protect our rights and legal interests.
For this purpose, we process your Identification Data, E-mail, Phone number, Invoicing Information, Other information related to the contractual relationship. If necessary, our joint communication may also be processed for this purpose.
The legal basis for this processing is our legitimate interest in protecting our rights. The data is processed for the period necessary to protect our rights, in particular with regard to limitation periods. So normally it will be a period of 10 years. The scope of the stored data may vary.
B.3 COMPLIANCE WITH LEGAL OBLIGATIONS
We have to comply with legal obligations. For example, in the area of accounting and taxes. That is why we record, archive, store and share the necessary information with public authorities. For example, we need to store the issued invoices. In some cases, for example, the Tax Office may want them.
For this purpose, we process in particular your Identification Data, Invoicing Data and Other Information related to the contractual relationship.
The legal basis for this processing is the fulfillment of our legal obligations.
The data are processed for the period stipulated by legal regulations. In the area of accounting and taxes, this is mainly a period of 5-10 years.
B.4 WEBSITE TRAFFIC ANALYSIS (ANALYTICS)
We also process personal data in connection with cookies on the website. These allow us to perform some basic analytical activities, to find out which users come to our website and how they use the website.
With your consent, we may process information from cookies for this purpose, which makes it easier for us to perform more detailed analyses of visits to the portal (analytical cookies). Specifically, these
are Google Analytics by Google and Microsoft Clarity by Microsoft. The legal basis for processing is your consent, which you have given via the cookie bar. Personal data is processed until your consent is withdrawn, but in any case no longer than until the expiration of the cookie storage period in the browser, which is 13 months by default.
B.5 BASIC MARKETING ACTIVITY (MARKETING)
In addition to analytical cookies, we also have some tools that help us with marketing. These are used to store some of your preferences and activities. We can then use this information to better target advertising.
With your consent, we may process information from cookies for this purpose, which helps us with this marketing targeting. Specifically, it is the Facebook pixel from Meta. The legal basis for processing is your consent, which you have given via the cookie bar. Personal data is processed until your consent is withdrawn, but in any case no longer than until the expiration of the cookie storage period in the browser, which is 13 months by default.
C. SHARING PERSONAL DATA
From the above, you must have understood that we do not do the processing ourselves. We may use third parties to do so. Or, on the contrary, sharing may be required by law. Below you will find an overview of these recipients:
● Storage provider.
● Accounting service provider.
● Persons cooperating on the basis of cooperation agreements or other agreements.
● A company providing invoice issuance and accounting management.
● A company providing email distribution.
● Google, Microsoft and Meta in connection with analytics and marketing cookies.
Where we share your personal data with controllers and processors in third countries (outside the EEA), we will only do so if there is a decision by the European Commission that a country outside the EEA ensures an adequate level of data protection, including where the controllers or processors have taken additional data protection measures, such as Binding Corporate Rules (BCRs) or Standard Contractual Clauses (SCCs).
D. YOUR RIGHTS IN PROCESSING AND THE POSSIBILITY OF EXERCISING THEM
Below are your rights. You can exercise all rights at the contact e-mail address provided at the beginning of this document.
Right of access
You have the right to obtain confirmation from us as to whether or not we are processing your personal data. If we process your personal data, you also have the right to request access to information about the purpose and scope of processing, data recipients, processing period, right to rectification, erasure, restriction of processing and objection to processing, right to lodge a complaint with a supervisory authority and sources of personal data (this information is already provided in this document).
You can also ask us for a copy of the personal data we process. We provide the first copy free of charge, others may be subject to a fee. The scope of the data provided may be limited in such a way as not to interfere with the rights and freedoms of other persons.
Right to withdraw consent
You have the right to withdraw your consent to the processing of personal data at any time. However, the withdrawal of consent does not affect the lawfulness of the processing prior to the granting of such consent, nor will it lead to the termination of the processing of personal data that has already been anonymised.
Right to rectification
You have the right to request from us the rectification of inaccurate personal data concerning you. Depending on the purpose of the processing, you may also have the right to have incomplete personal data completed, including by providing a supplementary statement.
Right to erasure (right to be forgotten)
You have the right to request erasure of your personal data in cases where:
● we no longer need your personal data for the purposes for which they were collected or processed;
● you withdraw the consent on the basis of which the personal data was processed and there is no other reason for their processing:
● you object to the processing and there are no other overriding grounds for the processing, or you object to the processing for direct marketing purposes;
● Personal data are processed in violation of legal regulations.
However, you cannot exercise this right if the processing is necessary for the performance of our legal obligations or tasks entrusted to us in the public interest or for the establishment, exercise or defence of legal claims.
Right to restriction of processing
You have the right to request the restriction of the processing of your personal data in cases where:
● you contest the accuracy of your personal data; in such a case, you may request the restriction of processing until the accuracy of the personal data is verified;
● the processing is contrary to legal regulations and instead of deletion, you will request the restriction of personal data processing;
● we no longer need your personal data for the purposes for which they were obtained or processed, but you require them for the establishment, exercise or defence of legal claims;
● you have objected to the processing of personal data; In this case, you can request the restriction of processing until it is verified whether our legitimate interests override it.
Right to portability
You have the right to obtain a copy of your personal data that we process by automated means based on your consent or for the performance of a contract. We will transmit this data in a commonly used and
machine-readable format to you or to the controller designated by you, if technically feasible. The scope of the data provided may be limited in such a way as not to interfere with the rights and freedoms of other persons.
Right to object
You have the right to object to the processing of your personal data that we process on the basis of our legitimate interest. We will stop processing your data unless there are any other overriding reasons for the processing, or if the processing is necessary for the establishment, exercise or defence of legal claims, or if you object to the processing for direct marketing purposes.
E. RIGHT TO LODGE A COMPLAINT
In addition to the possibility of exercising your rights with our company, you can also file a complaint with the relevant supervisory authority, which is the Office for Personal Data Protection with its registered office at Pplk. Sochora 27, 170 00 Prague 7.
