Privacy policy

Who we are

SoluGenius is a trading name of Kiara World Limited, registered in England and Wales. We are the controller of the personal data described in this policy. You can contact us about privacy at any time using the details at the end of this page.

What we collect

• Details you give us in an enquiry or booking: your name, business name, email, phone number, business type and message.
• Conversations with Zara, our AI receptionist: call recordings, transcripts, chat and WhatsApp messages.
• If you accept advertising measurement: the advert or link that brought you to the site (campaign tags), so we know which marketing works.
• Information stored in your browser by Zara's chat and our booking calendar, as set out in our cookie policy.

Why we use it, and our lawful basis

• To reply to your enquiry and arrange your call: our legitimate interests, or steps you ask us to take before a contract.
• To deliver and manage our services if you become a client: performance of a contract.
• To improve Zara's answers and our service: our legitimate interests.
• To measure advertising and website use with optional cookies: your consent, which you can withdraw at any time.

When we act for our clients

When we run an AI receptionist for a client business, that business is the controller of its customers' data and we process it on its behalf, under a data processing agreement.

Who we share it with

We use trusted service providers to run our business, including our CRM, telephony and booking platform (GoHighLevel), WhatsApp (Meta) when you message Zara there, and our website hosting. With your consent, advertising platforms such as Meta receive measurement data. We never sell personal data.

Some providers may process data outside the UK. Where they do, we rely on appropriate safeguards such as UK adequacy regulations or the UK International Data Transfer Addendum.

How long we keep it

We keep enquiry details for as long as we need them to respond and follow up, and client records for as long as the law requires. Call recordings and transcripts are kept only as long as agreed, then deleted.

Your rights

• Access the personal data we hold about you.
• Ask us to correct or delete it.
• Ask us to restrict or stop using it, or object to how we use it.
• Receive it in a portable format.
• Withdraw consent at any time, where we rely on consent.
• Complain to the Information Commissioner's Office (ico.org.uk) if you're unhappy with how we handle your data.