Privacy Policy

1. Scope

Kerviqa provides enquiry assistant, booking, and scheduling software for trade and service businesses. This Privacy Policy explains how we collect, use, and disclose personal data when someone interacts with Kerviqa directly through our website, sales process, guided beta-trial onboarding, support channels, hosted dashboard, or embedded assistant.

This policy does not replace the privacy policy of a customer that embeds Kerviqa on its own website. In that context, the customer is typically the controller for visitor enquiry data and Kerviqa acts as a processor or service provider under the applicable agreement.

2. Personal Data We Collect

We may collect names, company details, job titles, email addresses, phone numbers, enquiry and booking details, conversation transcripts, uploaded job photos, and support content that you choose to send to us.

We may also collect technical data such as IP address, browser and device information, request metadata, and service logs needed to secure, operate, and improve the service.

3. How We Use Personal Data

• • To provide the service, support customers, and manage contracts.
• • To respond to enquiries, demos, onboarding, and support requests.
• • To prevent abuse, secure the platform, investigate incidents, and comply with legal obligations.
• • To improve product quality, reliability, and operational monitoring.

4. Data Retention

We keep personal data only for as long as needed for the purpose collected, then for any reasonable security, dispute, tax, accounting, or legal-compliance needs.

In the current beta trial, lead records, assistant transcripts, and related uploads may be retained for up to 12 months unless a shorter period is agreed in writing, deletion is requested, or the law requires longer retention.

5. Service providers and sharing

• • Infrastructure and delivery providers that host, secure, or support the platform, including providers for database, authentication, storage, AI processing, transactional email, rate limiting, and monitoring.
• • A current list of key providers or subprocessors is available on request at privacy@kerviqa.com.
• • Error monitoring and operational tooling used to diagnose faults and protect the service.
• • Professional advisers, regulators, or authorities where disclosure is legally required or necessary to defend claims.
• • A successor entity in connection with a merger, acquisition, or reorganization.

6. Security

We use reasonable technical and organizational safeguards, including access controls, encryption in transit, rate limiting on public endpoints, and operational monitoring. No system can guarantee absolute security.

Uploaded images are stored behind restricted access links rather than public bucket paths. Anyone with a valid link may be able to view that file until the link is rotated or the file is deleted, so customers should treat shared image links as sensitive.

7. Cookies and similar technologies

Kerviqa uses essential browser storage and similar technologies to keep you signed in, remember embedded widget conversations, and cache dashboard data for performance and reliability. These are used to operate the service and are not marketing trackers.

The widget may store conversation state locally so the conversation can continue across page loads. The dashboard may cache recent business data locally to reduce repeated requests. Some of this browser storage remains until the visitor clears it; signing out clears the authenticated dashboard cache.

8. Beta trial programme

During the initial public beta trial, Kerviqa works with selected plumbing and heating businesses as beta customers. This section describes how enquiry data is handled in that context.

• • Business owners access their own leads, conversation transcripts, and uploaded job photos through the authenticated dashboard.
• • Kerviqa operators may access beta data only as needed for guided setup, support, and quality review during the beta period.
• • Visitors who use the enquiry assistant or booking form submit contact details, job descriptions, and optional photos. Those records are stored to deliver the service to the business owner.
• • Email is the primary notification channel when a new enquiry is created; the dashboard is a secondary view of the same records.
• • If automated notifications fail, enquiries remain stored in the dashboard and failures are logged for operator follow-up during the beta trial.
• • Lead records, transcripts, and related uploads are retained for the beta period and a reasonable period afterward, typically up to 12 months, unless deletion is requested or a different period is agreed in writing.
• • Beta customers may request export or deletion of their business data through the signed-in account flow or by contacting privacy@kerviqa.com.

9. International transfers and regional rights

Some of our providers process data in multiple jurisdictions. Where UK GDPR, EU GDPR, or similar laws apply, we rely on the contractual and legal transfer mechanisms described in the relevant regional supplement or customer agreement.

Customer businesses may also request information about a DPA or current subprocessor arrangements by contacting us.

10. Contact

Privacy and data rights requests can be sent to privacy@kerviqa.com. If you are making a legal or compliance request, include the business name, relevant email address, and the action requested so we can respond reliably during the beta.

UK Privacy Supplement

Applies where Kerviqa contracts from the UK or processes personal data subject to UK GDPR.