Privacy Policy

Last updated: 23 April 2026

This Privacy Policy explains how Kaycoo ("we", "us", "our") collects and processes personal data when you use this website. We are committed to protecting your privacy in accordance with the EU General Data Protection Regulation (Regulation (EU) 2016/679, "GDPR") and applicable national legislation.

1. Data controller

The data controller responsible for the processing of your personal data is:
Kaycoo Oy
[Registered address]
Business ID: [Company registration number]
Email for privacy enquiries: privacy@kaycoo.ai

2. Data we collect and why

We process personal data only through the forms on this website, for the following purposes:

  • Contact form — name, email, optional company, and message. Purpose: responding to your enquiry. Lawful basis: legitimate interest (GDPR Art. 6(1)(f)) in handling enquiries addressed to us.
  • Beta programme sign-up — name, email, and any additional details you provide. Purpose: evaluating and managing early-access participation. Lawful basis: consent (GDPR Art. 6(1)(a)).
  • Event registration — name and email. Purpose: registering you for the selected event and sending event communications. Lawful basis: performance of a contract (GDPR Art. 6(1)(b)) or consent.
  • Newsletter subscription — email address. Purpose: sending our newsletter. Lawful basis: consent (GDPR Art. 6(1)(a)). You may withdraw consent at any time using the unsubscribe link included in every message.

We practise data minimisation: we ask only for the information each form strictly needs. We do not use the website to perform automated decision-making or profiling.

3. Recipients and processors

Your personal data is shared only with the following processors, acting on our instructions:

  • Odoo — CRM system where form submissions are stored (leads, registrations, mailing contacts). Hosted by Kaycoo on Hetzner infrastructure.
  • Hetzner Online GmbH — hosting provider for our Odoo instance, located in Falkenstein, Germany (EU).
  • Cloudflare, Inc. — website hosting (Cloudflare Pages), edge routing, anti-abuse (Turnstile), and network security.

We do not sell or rent personal data to third parties.

4. International transfers

Personal data submitted via this website is stored in the European Union (Germany). Cloudflare may process technical request data on servers outside the EU; where this occurs, the transfer is protected by the EU Standard Contractual Clauses and Cloudflare's published data processing addendum.

5. Retention

  • Contact-form leads: up to 24 months from last interaction, then anonymised or deleted.
  • Event registrations: 12 months after the event, then anonymised.
  • Beta programme records: for the duration of the programme plus 12 months, unless you convert to a customer.
  • Newsletter subscribers: until you unsubscribe, after which your record is deleted within 30 days.
  • Security and Worker logs: 30 days maximum.

6. Your rights

Under GDPR Articles 15–21 you have the right to:

  • access the personal data we hold about you (Art. 15);
  • request rectification of inaccurate data (Art. 16);
  • request erasure ("right to be forgotten") (Art. 17);
  • request restriction of processing (Art. 18);
  • receive your data in a portable format (Art. 20);
  • object to processing based on legitimate interests (Art. 21);
  • withdraw consent at any time where consent is the lawful basis (Art. 7(3)).

To exercise these rights, contact us at privacy@kaycoo.ai. We will acknowledge your request within 72 hours and respond within 30 calendar days.

7. Right to lodge a complaint

You have the right to lodge a complaint with a supervisory authority, in particular in the EU Member State of your habitual residence, place of work, or place of the alleged infringement.

8. Cookies

This website uses only a strictly-necessary session cookie required for secure access. See our Cookie Policy for details.

9. Security

All submissions are transmitted over HTTPS. Form submissions are validated server-side, rate-limited, and protected by Cloudflare Turnstile. Access to Odoo is restricted to authorised personnel.

10. Changes to this policy

We may update this Privacy Policy from time to time. The "Last updated" date at the top of this page reflects the current version. Material changes will be highlighted on the website.