Privacy Policy

Kindi AI Ltd — Last updated: September 2026

Who we are

Kindi AI Ltd (“Kindi”, “we”, “us”) operates the Kindi AI platform at kindiai.co.uk. We are a data controller registered in England and Wales (company number 16630940) and registered with the Information Commissioner's Office.

Contact: pally@kindiai.co.uk

What data we collect

We collect the following personal data when you use Kindi:

• Account data — your name, email address, and job role, provided when your employer sets up your account.
• Work and development data — information you and your employer provide through the platform about your work, and records of your development over time. This is the core data Kindi exists to process.
• Usage data — when you log in, which pages you visit, and how you interact with the platform. Used for security and to improve the product.

How we use your data

We use your data to:

• Provide the platform's workforce development features to you and your employer
• Generate AI-assisted insights and suggestions on behalf of your employer
• Send you email notifications about your activity on the platform (you can turn these off in settings)
• Maintain the security and performance of the platform

We do not sell your data. We do not use your data to serve advertising.

AI processing and data minimisation

Kindi uses artificial intelligence to help analyse the information you provide. Before any free text you write is processed by our AI systems, personal identifiers such as names, email addresses and phone numbers are automatically removed.

This means your free-text submissions are processed by our AI provider in pseudonymised form. Your name and identity are never included in AI processing requests.

Information provided by your employer

The platform is designed to process employee personal data only. It is not designed or intended to store customer or client personal data. Where your employer provides information to the platform, they are responsible for ensuring it does not contain personal data relating to customers, clients, or other third parties.

Who we share data with

We share data with the following third-party processors, all operating under data processing agreements:

• Supabase — database and authentication infrastructure, hosted in the EU.
• Vercel — application hosting, EU region.
• Anthropic — AI processing. Personal identifiers are removed before any data is sent. Anthropic's API terms confirm that API inputs and outputs are not used to train AI models.
• Railway — supporting data-processing infrastructure, EU region.
• Resend — transactional email delivery. Only your name and email address are transmitted, for the purpose of sending platform notifications.

We do not share your data with any other third parties except where required by law.

Your rights

Under UK GDPR you have the right to:

• Access the personal data we hold about you
• Correct inaccurate data
• Request deletion of your data (subject to our retention obligations)
• Object to processing
• Request a copy of your data in a portable format

To exercise any of these rights, contact us at pally@kindiai.co.uk. We will respond within one month.

Data retention

We keep each kind of record only as long as it is needed:

• Voice recordings are deleted as soon as they have been turned into text.
• Text sent to the AI (with names removed), and the original copy of an example once it has been sent, are deleted after 30 days.
• Unsent drafts are deleted 30 days after they were last edited.
• While you work for your employer, your records are kept.
• If you leave: for 30 days your records are frozen and hidden, and your employer can reinstate you. After 30 days your starting-point answers, examples and private 1:1 notes are deleted. Errors and replies, confirmed reviews, figures and the record of decisions are kept for 12 months and then deleted, unless there is a recorded reason to keep them for an actual dispute.
• When an employer's contract ends, their data is deleted or handed back within 30 days.

You may ask for earlier deletion of specific data where it is not needed for a legal reason.

Legal basis for processing

We process your data on the basis of legitimate interests pursued by your employer (workforce development), with whom Kindi has a Data Processing Agreement. Where you provide explicit consent (such as for optional notifications), you may withdraw that consent at any time.

Cookies

Kindi uses only essential cookies required for the platform to function (session authentication). We do not use tracking or advertising cookies.

Changes to this policy

We will notify users of material changes to this policy by email. The current version is always available at kindiai.co.uk/privacy.

Complaints

If you have concerns about how we handle your data, you can contact the Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113.