Privacy Policy

This Privacy Policy explains how Kingstone Systems ("Kingstone," "we," "us," or "our") handles personal information when you visit kingstonesystems.com, submit a form, use a client-access page, or interact with an AI system that we operate for a client.

1. Information we collect

Depending on how you interact with Kingstone, we may collect:

• Contact and business information — including your name, work email, company, role, website, company size, revenue range, project budget, and messages submitted through our forms.
• Client-access information — such as an authorized user's name, email, access credentials or authentication records, and dashboard activity.
• Website and request information — such as IP address, browser type, device information, referring page, requested pages, timestamps, and campaign or referral parameters.
• Operational interaction data — where we operate a system for a client, this may include calls, messages, transcripts, contact details, appointment information, inquiry details, workflow results, and human handoff records, as defined by that implementation.
• Integration information — configuration details and credentials or tokens needed to connect agreed services such as telephony, messaging, scheduling, CRM, or email tools.
• Communications — records of emails, support requests, working sessions, and other communications with us.

2. How we receive information

We receive information directly from you, from a client organization that authorizes your access, from people interacting with a client's configured workflow, and from service providers used to deliver that workflow. When a client controls the customer relationship, the client determines the purpose of the processing and Kingstone processes the information to provide the agreed service.

3. How we use information

We use information to:

• Respond to inquiries and evaluate potential client engagements;
• Design, configure, operate, secure, support, and improve agreed AI systems;
• Authenticate authorized client users and provide client-access features;
• Process customer-facing interactions according to a client's approved rules and instructions;
• Monitor reliability, investigate incidents, maintain records, and support human handoffs;
• Send service, security, scheduling, and administrative communications;
• Comply with legal obligations and enforce agreements; and
• Send marketing communications where permitted, with an option to opt out.

4. Client-controlled information

For personal information processed through a client implementation, Kingstone generally acts on the client's instructions. The client is responsible for selecting the workflow, providing required notices, establishing a lawful basis, and determining appropriate retention and human oversight. If you interacted with a Kingstone-operated system on behalf of another business, contact that business first to exercise rights concerning the interaction.

5. How we share information

We may share information with:

• Service providers used for hosting, databases, authentication, AI models, telephony, messaging, email, scheduling, security, and other agreed integrations;
• The relevant client organization when information comes from or relates to that client's implementation;
• Professional advisers under appropriate confidentiality obligations;
• Authorities where required by law or needed to protect rights, safety, or security; and
• A successor organization in connection with a merger, financing, acquisition, or asset transfer.

We do not sell personal information.

6. Cookies, local storage, and website measurement

We use cookies and similar browser storage where needed for secure client sessions and basic website functions. We may temporarily preserve referral parameters during a browsing session so a visitor who chooses Ciela retains the source information included in the original link. We also use ordinary server logs for reliability and security. Kingstone does not currently use third-party behavioral analytics on its public marketing pages.

7. Legal bases

Where the GDPR or UK GDPR applies, we process personal information as needed to perform a contract, take requested pre-contract steps, pursue legitimate interests such as operating and securing the service, comply with legal obligations, or act with consent where consent is required.

8. Data retention

We retain information only as long as reasonably needed for the purpose collected, the applicable client agreement, security and recordkeeping, dispute resolution, and legal obligations. Retention for operational interaction data is defined by the client implementation and applicable agreement. Contact submissions are retained for a reasonable business follow-up period unless a longer period is required or permitted by law.

9. Security

We use administrative, technical, and organizational safeguards appropriate to the information and service, including access controls and encryption in transit where supported. No transmission, model, integration, or storage system can be guaranteed completely secure.

10. International transfers

Information may be processed in the United States, Croatia, and other countries where Kingstone, a client, or a service provider operates. Where required, international transfers use an approved legal mechanism such as standard contractual clauses.

11. Your rights and choices

Depending on your location, you may have rights to access, correct, delete, restrict, or receive a copy of personal information, and to object to certain processing. You may unsubscribe from marketing emails using the link provided in them.

For information handled through a client's customer-facing system, direct your request to that client. For information Kingstone controls directly, email privacy@kingstonesystems.com. We may verify your identity before completing a request.

12. Children's privacy

Kingstone's website and services are not directed to children under 16. If you believe a child provided personal information inappropriately, contact us so we can review and take appropriate action.

13. Changes and contact

We may update this policy and will post the revised version with a new last-updated date. For privacy questions or requests, email privacy@kingstonesystems.com or use our contact form.