Who we are

KAIZENHUB TECHNOLOGIES LIMITED, trading as Kaizen. Registered in Northern Ireland, company number NI734180. Registered office: 434 Newtownards Road, Belfast, Northern Ireland, BT4 1HJ.

In this policy, “Kaizen”, “we” and “us” mean that company. We follow UK data protection law, including the UK GDPR. For the personal information described below as ours, we are the “controller”. Questions about this policy go to info@kaizenhub.co.

Who this covers

This policy covers two groups of people:

Our customers: people and businesses who visit this website, join the early access list, get in touch, or sign up for and use Kaizen.
Our customers’ own clients: people whose details a customer stores in Kaizen, for example through a client record, a lead form, a questionnaire or a client portal.

For the second group, we are not the one who decided to collect your details. The Kaizen customer did, and we look after the information for them as their “processor” and only on their instructions. If you are one of a customer’s clients and want to see, correct or delete your information, contact that business first. We will help them deal with your request. You can also contact us at the address at the bottom of this page. How we handle that data for customers is set out in the data processing section of our Terms.

What we collect

From visitors to this website

Early access list: your email address, if you join the waitlist. We keep it until you unsubscribe.
Contact form: your name, email address and message. The form opens your own email app with a message addressed to us, so we only receive what you choose to send. We keep your message until you ask us to delete it.

From customers using the Kaizen app

Your name, email address, login details and business details.
Payment and billing information for paid plans. Payments are handled by Stripe.
Everything you put into Kaizen: client records, leads, invoices, proposals, contracts, questionnaires, projects, files and messages.
Your instructions to Kai, our AI helper, and the information Kai needs to carry them out.
Messages you send us for help or support.

From our customers’ clients

What a customer chooses to store about their clients. That can include names, contact details, the answers to questionnaires, signed documents, invoices and files a client uploads through a portal. Customers decide what they collect.

Why we use it

To provide Kaizen: to set up and run your account, take payment, keep the app working and respond when you ask for help. This is necessary to carry out our contract with you.
To tell you about early access: we email the waitlist because you asked us to. You can unsubscribe at any time using the link in any email.
To keep Kaizen safe and improve it: to protect the service and our customers from misuse, fix problems and make the product better. This is in our legitimate interests.
To meet legal duties: for example, keeping accounting records.

We use a small number of other companies to run Kaizen. Each one handles information only to do the job described:

Railway: hosting.
Vercel: hosting for this website.
Neon: our database.
Sanity: delivers this website’s images, so it can see a visitor’s IP address when an image loads. It stores nothing else about visitors.
Resend: sending email from Kaizen.
Stripe: taking payments, including customers’ invoice payments where they have connected their own Stripe account.
Google Drive: storing files that clients upload through a portal. Files go into the customer’s own Google Drive, not onto our servers.
Mailchimp: holding the early access email list.
OpenAI: powering Kai. The messages a customer types to Kai, plus the Kaizen information needed to answer them, are sent to OpenAI to produce the reply.

We may also share information where the law requires it, or to protect our rights or the safety of others.

Data outside the UK

Some of the companies we use are based outside the UK, including in the United States, so personal information may be handled outside the UK. Where that happens, we rely on recognised legal safeguards to protect it.

Cookies

This website does not set any non-essential cookies. There are no advertising, tracking or analytics cookies, so there is no cookie banner to accept.

How long we keep it

We keep a customer’s account data until the customer asks us to delete it, or until the account has been inactive for 180 days, whichever comes first. We may keep a limited amount of information for longer where the law requires it, such as accounting records.

Your rights

Under UK data protection law you have the right to:

ask for a copy of the personal information we hold about you;
ask us to correct anything that is wrong or incomplete;
ask us to delete your information;
ask us to restrict how we use it, or object to how we use it;
ask for your information in a portable format; and
withdraw consent where we rely on it, such as for the early access list.

To use any of these, email info@kaizenhub.co. If you are not happy with how we have handled your information, you can complain to the Information Commissioner’s Office at ico.org.uk. We would appreciate the chance to put it right first.

Age

Kaizen is for business use only, by people aged 18 or over. We do not knowingly collect information from anyone under 18.

Changes to this policy

We may update this policy from time to time. The “Last updated” date at the top shows when it last changed.

Contact us

Email info@kaizenhub.co, or write to us at our registered office: