Privacy policy
This policy explains what we do with information about you and about the people in your business. It covers everything we run: this website, the Kodie assistant you can chat to on it, our desktop app, our mobile apps, and the agents we run for customers.
Who we are
Kodie is a trading name of Geater Ltd, a company registered in England and Wales, company number 10751550, contactable at Premier House, Duckmoor Road, Ashton, Bristol BS3 2BJ. We are the data controller for the information described in this policy, except where we say otherwise below. You can reach us at hello@kodie.co.uk or 0117 313 2858.
The two kinds of data we handle
It matters which of these we are talking about, because our responsibilities differ.
- Our own data about you. Information you give us as a visitor, an enquirer or a customer — your name, your email address, what you asked us. For this we are the controller and this policy applies.
- The data you bring with you. Everything your agent touches in your work — your customers, your colleagues, your documents, the systems you connect. That stays yours. Where you are a business, or an individual working for one, you are the controller of it and we process it only on your instructions, under the data processing terms in our terms of service.
If you use Kodie as an individual rather than through a business, the same promise holds in plain terms: we use what you bring only to do the work you have asked your agent to do.
What we collect
- When you contact us or chat to Kodie: your name, email address, phone number and company if you give them, and the content of your messages.
- When you become a customer: account and contact details, billing details, the settings and instructions you give your agent, and a record of what your agent did.
- When you use our apps: the device type and operating system version, the app version, crash and error reports, and — only if you turn them on — notifications and voice input. Voice is converted to text to carry out your request and is not kept as audio.
- Automatically, on every service: your IP address and basic request information, kept briefly to keep the service secure and to stop abuse.
We do not use advertising trackers, we do not build profiles of you, and we never sell your information.
Cookies and storage
This website sets no advertising or analytics cookies. The Kodie chat stores your conversation in your own browser so it follows you between pages and disappears when you close the tab, and remembers that you have used it so it stops nudging you. Our apps store the equivalent on your device so you stay signed in. None of it is shared with anyone else.
How the AI part works
To answer you, the words of your conversation are sent to the AI model providers we use, through OpenRouter, and the reply comes back to you. We keep the text of questions asked on the website so we can see what people want to know and write better answers; that log holds the question only, not your name or address. We do not permit our providers to use your conversations to train their models.
Why we are allowed to use it
- To provide the service you asked for — performance of our contract with you.
- To answer enquiries, keep the service secure, prevent abuse and improve what we offer — our legitimate interests, balanced against your rights.
- To send marketing — your consent, or our legitimate interest where you are already a customer. Every message has an unsubscribe link and we honour it immediately.
- To meet our legal duties — tax, accounting and responding to lawful requests.
Who else sees it
We keep the list of companies we rely on deliberately short. Today they are our hosting provider, our email delivery provider (SendGrid), our AI model routing provider (OpenRouter) and the model providers it reaches, our payment provider, and the app stores that distribute our apps. Each is bound to protect the information and to use it only for the job we have given them. We also share information where the law requires it, and we would tell you unless we were forbidden to.
Where it goes
Some of these providers are outside the UK, mainly in the United States. Where information leaves the UK we rely on the UK's approved safeguards — adequacy regulations, or standard contractual clauses with the UK addendum — so it keeps the same protection it has here.
How long we keep it
- Enquiries that do not become customers: 24 months, then deleted.
- Website chat question logs: 12 months.
- Customer account and agent records: for as long as you are a customer, and 12 months afterwards.
- Billing and accounting records: six years, because we have to.
- Your business's own data: deleted or handed back when you leave, as set out in the terms.
Keeping it safe
Access is limited to the people who need it, credentials and connections are held encrypted, traffic is encrypted in transit, and an agent only reaches a system you have connected and approved. No system is perfect; if something goes wrong that affects you, we will tell you promptly and tell the ICO where we must.
Your rights
You can ask us for a copy of your information, to correct it, to delete it, to limit what we do with it, to object to us using it, or to have it sent to someone else. You can withdraw consent at any time. Email hello@kodie.co.uk and we will answer within one month.
In our apps you can delete your account, and the data that goes with it, from within the app itself — you do not have to ask us.
If you are unhappy with how we have handled it, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.
Children
Kodie is for people at work and is not intended for anyone under 18. We do not knowingly collect information about children.
Changes
If we change this policy we will update the date at the top, and for anything significant we will tell customers by email before it takes effect.
Questions about any of this: hello@kodie.co.uk.