What counts as personal data
Personal data is any information that identifies a person or can reasonably be linked to one: a name or phone number, but also an IP address, or a chat that shows who wrote it. Totals that cannot point back to anyone, such as the number of messages a business received in a day, are not personal data.
This policy covers Kalimly's website, dashboard and service. The online stores, couriers and other services you connect have their own privacy policies, which govern what they do with data.
Who is responsible for what
Kalimly handles two different kinds of personal data, and the law treats them differently.
Your account and our website
Your name, email, business details, billing, and how you use our website and dashboard. Here Kalimly is the controller: we decide why and how this data is used, and this policy is our promise to you.
Your customers' conversations
The messages, photos, voice notes, orders and bookings your customers send your business. Here your business is the controller and Kalimly is the processor: we handle this data only to run the service you set up, on your instructions.
What we collect
We collect only what the service needs. Here is all of it, and where each part comes from.
| Data | Examples | Comes from |
|---|---|---|
| Account details | Name, email, phone, business name, the team members you invite | You, when you sign up or invite your team |
| Business content | Products, prices, knowledge files, saved answers, opening hours | You, or the online store you connect |
| Customer conversations | Text, photos, voice notes, files, a customer's name and number, their orders and bookings | Your customers, through the channels you connect |
| Channel connections | WhatsApp Business numbers, Instagram and Messenger pages, a Telegram bot, a mailbox | You, and each platform when you connect it |
| Billing | Your plan, invoices and payment status. We keep only the payment provider's token, never your full card number | Our payment provider |
| Usage and device data | Sign-in times, features used, browser type, IP address, error reports | Your browser, automatically |
| Website cookies | Visit counts and ad measurement | Your browser, only if you accept |
| Support reports | Your message, a screenshot of the page (form fields are masked), and technical details such as recent errors, failed requests, pages visited, browser and screen | You, when you send a report from the dashboard |
Account details
ExamplesName, email, phone, business name, the team members you inviteComes fromYou, when you sign up or invite your teamBusiness content
ExamplesProducts, prices, knowledge files, saved answers, opening hoursComes fromYou, or the online store you connectCustomer conversations
ExamplesText, photos, voice notes, files, a customer's name and number, their orders and bookingsComes fromYour customers, through the channels you connectChannel connections
ExamplesWhatsApp Business numbers, Instagram and Messenger pages, a Telegram bot, a mailboxComes fromYou, and each platform when you connect itBilling
ExamplesYour plan, invoices and payment status. We keep only the payment provider's token, never your full card numberComes fromOur payment providerUsage and device data
ExamplesSign-in times, features used, browser type, IP address, error reportsComes fromYour browser, automaticallyWebsite cookies
ExamplesVisit counts and ad measurementComes fromYour browser, only if you acceptSupport reports
ExamplesYour message, a screenshot of the page (form fields are masked), and technical details such as recent errors, failed requests, pages visited, browser and screenComes fromYou, when you send a report from the dashboard
You never have to give us personal data. Without some of it, though, such as your email, we cannot open an account or run the service for you.
How we use it
Every use has a reason the law recognises. We never use your data for anything that is not listed here.
| What we use it for | Legal basis |
|---|---|
| Running the service: delivering messages, AI replies, orders, bookings and notifications | Contract |
| Charging for your plan and preventing payment fraud | ContractLegal obligation |
| Keeping the service safe: spotting abuse, fixing errors, keeping backups | Legitimate interestLegal obligation |
| Learning which features are used, so we know what to improve | Legitimate interest |
| Understanding and fixing the problem you reported | Contract |
| Service and security emails about your account | Contract |
| Measuring visits to our website and the results of our ads | Your consent |
Running the service: delivering messages, AI replies, orders, bookings and notifications
Legal basisContractCharging for your plan and preventing payment fraud
Legal basisContractLegal obligationKeeping the service safe: spotting abuse, fixing errors, keeping backups
Legal basisLegitimate interestLegal obligationLearning which features are used, so we know what to improve
Legal basisLegitimate interestUnderstanding and fixing the problem you reported
Legal basisContractService and security emails about your account
Legal basisContractMeasuring visits to our website and the results of our ads
Legal basisYour consent
AI and your data
AI is at the heart of Kalimly, so here is exactly where it touches your data.
Answers come from your business
The assistant answers from your products, knowledge files and settings, and each reply is checked against those sources before it is sent.
The AI never picks the customer or the price
Who a reply goes to and what anything costs come from your records on our servers, never from the AI model.
Only what a reply needs
To write a reply, we send our AI model provider the part of the conversation and the business information that reply needs, nothing more.
You stay in control
Turn the assistant off for any conversation, hold its replies for your approval, or hand over to your team at any time.
Memory has a limit
What the assistant remembers about a returning customer is kept for 365 days by default, and your business can change that.
How long we keep it
We keep data only as long as it serves the purpose it was collected for.
| Data | How long |
|---|---|
| Account and business content | While your account is open |
| Customer conversations | While your account is open, or until your business asks us to delete them |
| What the assistant remembers about a customer | 365 days by default; your business can change it |
| Billing records | As long as tax and accounting law requires |
| Backups | Rolling copies, overwritten on a fixed schedule |
| Support reports you send us | The screenshot is deleted 90 days after the report is solved; the report text stays with your account unless you delete it |
| After you close your account | Deleted or anonymised within a limited period, except what the law requires us to keep |
Account and business content
How longWhile your account is openCustomer conversations
How longWhile your account is open, or until your business asks us to delete themWhat the assistant remembers about a customer
How long365 days by default; your business can change itBilling records
How longAs long as tax and accounting law requiresBackups
How longRolling copies, overwritten on a fixed scheduleSupport reports you send us
How longThe screenshot is deleted 90 days after the report is solved; the report text stays with your account unless you delete itAfter you close your account
How longDeleted or anonymised within a limited period, except what the law requires us to keep
How we protect it
Security is built into how Kalimly works, not added on top.
Encrypted connections
Between your browser and us, and between our own services and databases.
A vault for secrets
Channel tokens, API keys and courier credentials live in a dedicated secrets vault, never in ordinary storage.
One business per request
Every request is limited to one business and checked on our servers, not in your browser.
Least access
Team roles decide who sees what, and the most sensitive areas stay with the owner.
A record of every change
Owners and managers can see who changed what in the dashboard, and when.
Watched around the clock
We monitor the service continuously and are alerted when something looks wrong.
No system is perfectly secure. If a breach affects your data, we will tell you without undue delay, along with what happened and what we are doing about it.
International transfers
Some of our providers process data outside Egypt or outside your country. When data crosses a border, it goes only to the providers listed above, only for the purpose shown, and the protections in this policy go with it.
Your rights
Wherever you live, you can ask us to:
Show you your data
Get a copy of the personal data we hold about you.
Correct it
Fix anything that is wrong or incomplete.
Delete it
Erase your data, unless the law requires us to keep it.
Hand it over
Receive your data in a common, machine-readable format.
Stop or limit a use
Object to a particular use, or ask us to restrict it.
Withdraw consent
Change your cookie choice or any other consent at any time.
Using any of these rights is free and never gets you a lesser service.
How to make a request
- 1Email hello@kalimly.com, from your account's address if you have one.
- 2We may ask you to confirm it is really you.
- 3We tell you what we have done, or why we could not.
Sometimes we cannot do all you ask: we must keep the invoices that tax law requires, we may keep what is needed to investigate fraud or a security problem, and we will not hand over data that would expose someone else's privacy. When that happens, we tell you why.
If you are not satisfied with our answer, you can complain to the data protection authority where you live. In Egypt, that is the Personal Data Protection Center.
Children
Kalimly is a tool for businesses and is not meant for children. We do not knowingly collect personal data from children. If you believe a child has given us their data, contact us and we will delete it.
Changes to this policy
When we change this policy we update the date at the top of the page. If a change is significant, we tell account owners by email or in the dashboard before it takes effect.
Contact us
Questions about your privacy?
Write to us about anything on this page, or to make one of the requests above.
hello@kalimly.com