Privacy Policy

KaizenAI is an AI automation consultancy that helps businesses identify high-impact AI opportunities, design tailored AI system architecture, build and deploy production-ready automations, and train teams to use those systems effectively.

Our services may include AI workflow automation, agentic AI systems, AI chat agents, AI voice agents, AI receptionists, business process automation, dashboards, CRM integrations, customer communication systems, and other automation solutions depending on the client's business needs.

We may collect information you provide directly, including your name, email address, phone number, company name, business details, consultation requests, form submissions, messages, and information submitted through our website, WhatsApp, email, booking forms, live chat, or consultation process.

When you work with KaizenAI, we may collect business and operational information about workflows, departments, customer journeys, bottlenecks, current tools, processes, services, pricing, FAQs, team structure, booking processes, sales processes, support processes, and automation requirements.

For AI automation projects, we may collect project requirements, approved knowledge base content, workflow rules, integration requirements, user roles, business logic, system prompts, process maps, dashboard requirements, automation triggers, and related implementation details.

If a KaizenAI system processes customer interactions on behalf of a client, it may handle customer messages, call data, chat transcripts, enquiry details, booking details, order details, customer contact information, summaries, intent indicators, support notes, and escalation records.

When you visit our website, we may collect technical data such as IP address, browser type, device type, operating system, pages visited, referral source, time spent on the website, and general usage activity.

Where requested by a client, KaizenAI may process data through third-party platforms such as WhatsApp, Instagram, Facebook Messenger, Gmail, Google Calendar, Calendly, Salesforce, HubSpot, Zoho, Shopify, Slack, Stripe, Google Workspace, OpenAI, Anthropic, and similar tools.

If you purchase a service, billing details may be processed by payment providers, banks, or accounting systems. KaizenAI does not intentionally store full card details on its website.

• Provide and improve our website and services
• Respond to enquiries and consultation requests
• Understand your business needs and identify AI automation opportunities
• Map workflows, design automation architecture, and build AI systems
• Configure, test, deploy, and maintain AI automations and integrations
• Train client teams to use deployed systems
• Manage dashboards, bookings, conversations, workflows, and support processes
• Provide technical support and service updates
• Generate operational summaries, reports, and project documentation
• Improve website performance, analytics, and user experience
• Protect our systems, clients, and users from misuse, fraud, or security threats
• Comply with legal, regulatory, and contractual obligations
• Send marketing communications where permitted or where you have opted in

KaizenAI systems may process business and customer data to automate workflows, respond to enquiries, answer calls, manage bookings, update records, recommend actions, generate summaries, escalate issues, sync information between tools, and support business operations.

AI systems are configured using business-approved information, such as service details, FAQs, policies, prices, workflows, customer handling rules, escalation paths, and integration logic.

Clients are responsible for ensuring that information provided to KaizenAI is accurate, lawful, approved for use, and suitable for use in business automation or customer-facing systems.

We do not sell your personal information. We may share information only where necessary with:

• Hosting and cloud infrastructure providers
• Analytics and website performance tools
• CRM, calendar, messaging, and communication platforms
• AI model and automation infrastructure providers
• Payment and billing service providers
• Technical support providers
• Legal, regulatory, or professional advisers
• Authorities where required by law
• Third-party integrations requested by the client

Some service providers, platforms, AI infrastructure, or integrations used by KaizenAI may operate outside Sri Lanka. Where information is transferred internationally, we take reasonable steps to ensure it is handled securely and in line with applicable data protection requirements.

We keep information only for as long as necessary for the purpose it was collected, including consultation follow-up, service delivery, project implementation, support, reporting, legal compliance, dispute resolution, and legitimate business records.

Client project records, system configuration details, conversation records, transcripts, workflow logs, and customer data may be retained according to the client's service agreement, dashboard configuration, or requested retention period.

We use reasonable technical and organisational measures to protect information from unauthorised access, misuse, loss, alteration, or disclosure.

However, no online system is completely secure. Clients are responsible for maintaining secure passwords, controlling dashboard access, managing authorised users, and protecting their connected third-party accounts.

• Providing lawful and accurate business information
• Ensuring they have the right to share data with KaizenAI
• Reviewing and approving AI system behaviour before launch
• Managing access to client dashboards and connected tools
• Informing their own customers where their data is processed through AI or automation systems
• Complying with applicable privacy, data protection, consumer protection, and industry-specific laws

Depending on applicable law, you may have the right to:

• Request access to your personal information
• Request correction of inaccurate information
• Request deletion of your information
• Object to or restrict certain processing
• Withdraw consent where processing is based on consent
• Request a copy of your information
• Complain to a relevant data protection authority

To exercise these rights, contact us at hello@kaizenai.dev.

Our website may use cookies and similar technologies to improve functionality, understand website performance, remember preferences, and support analytics or marketing. For more details, please read our Cookie Policy.

Our website and services may link to or integrate with third-party websites, platforms, tools, booking pages, payment providers, CRMs, messaging platforms, social media platforms, and AI infrastructure providers.

We are not responsible for the privacy practices, policies, outages, or content of third-party services.

KaizenAI services are intended for businesses and are not directed at children. We do not knowingly collect personal information from children.

We may update this Privacy Policy from time to time. The updated version will be posted on this page with a new Last updated date.

For privacy questions or requests, contact: