Legal
Privacy Policy
You run your business on Kylosys, so the app holds the records you put in it: your customers, your calls, your tickets. This page says what we keep, why, who else sees it, how long we keep it, and how to get it out or have it deleted. There is no small print below that changes the plain meaning of this page.
1. Who we are
Kylosys is the trading name of [company name], [registered address]. We run the Kylosys app and this website.
Two different things are going on, and it helps to keep them apart:
- Your own account. Your name, your email and your sign-in details are ours to look after. For those, we are what the law calls the controller.
- The records inside your account. Your customers, their calls, their tickets. Those are yours. You decide what goes in and why, and we hold them and work on them only on your instructions. For those, you are the controller and we are the processor.
2. What we keep
Only what the app needs to do its job.
- Your account. Your name, your email address, and your password. We never store your password itself — only a scrambled version of it that cannot be turned back into the original.
- Your business and its settings. The business name, and the choices you make: the phone numbers you connect, how calls are answered, your opening hours, your greetings and hold music, how voicemail works, your helpdesk hours and targets, the extra fields you track on a customer, what each person on your team is allowed to do, and any integrations you switch on.
- Your customers. The contacts, companies, deals, notes and history you and your team enter, including anything you import.
- Conversations. Calls — who called, when, how long, and on which line. Voicemail recordings and the written transcript of them. Texts and emails you log against a customer. Tickets and the messages and notes on them.
- Phone usage. The records the phone system provider sends us about the numbers on your account, so we can show you what you have used.
- Technical and safety records. When you signed in, the network address and browser your request came from, and a log of the changes our own operators make to your account or settings. We keep these to keep accounts safe and to be able to answer “who changed that?”.
3. Why we use it
- To run Kylosys for you: answer your calls, file your tickets, keep your records in one place and show them back to you.
- To keep it working and safe: find faults, prevent abuse, and keep other people out of your account.
- To help you when you ask us to, which usually means reading the records involved so we can answer your question.
- To meet our legal duties, such as keeping proper business records.
- To tell you about the service itself — a change to these terms, planned maintenance, or a security issue. These are service messages, not marketing, and you cannot switch them off while you have an account.
We do not sell your data, and we do not use the details of your customers to market anything to them.
5. People whose details are in your account
If you are a customer of a business that uses Kylosys, your details sit in that business’s account. They decide what is kept and why, and they answer for it. If you want to see it, correct it or have it deleted, ask them first — they can do all of it from inside the app. If they ask us for help, we will help them.
6. Recording calls
Whether calls are recorded is your decision, and the law puts the duty to tell people on you. In most places you must let someone know they are being recorded, and in some you need their agreement before you start. Kylosys records what the phone system provides, keeps the recording with the call, and can email you a copy of a voicemail if you switch that on.
8. How long we keep it
Your records stay while your account is open, because that is the point of them.
- If you close your account, we delete your records within 30 days.
- A few things last longer because the law says so: business and tax records, and a note that the deletion happened.
- Encrypted backups age out on their own within a further 30 days.
- You can delete individual things — a contact, a ticket, a recording — inside the app at any time, and they go the same way.
9. Where it lives
Your records are stored on Cloudflare’s network, in the region chosen for your account. If we ever need to move or copy records between regions, we will use the safeguards the law requires and we will tell you first.
10. Keeping it safe
- Passwords are stored as a scrambled value, salted separately for each person, using PBKDF2 with SHA-256.
- Signing in gives you a signed session cookie rather than a password kept in the page.
- Everything travels between your browser and us over an encrypted connection.
- Only the people who need access to run and support the service have it, and the changes our operators make are logged.
No system is perfect. If we ever have a security incident that affects your records, we will tell you and the regulator as the law requires, and we will tell you what to do about it.
11. Your rights
Depending on where you live, you may have the right to:
- ask for a copy of what we hold about you, and to receive it in a file you can take elsewhere;
- have anything wrong corrected;
- have it deleted;
- object to, or ask us to restrict, how we use it;
- withdraw an agreement you gave us earlier; and
- complain to your local data protection authority.
Email [email protected] and we will answer within 30 days. If your request is about records inside a business’s account rather than your own account, we will pass it to that business and help them respond.
12. Children
Kylosys is software for businesses. It is not meant for children, and we do not knowingly hold their details. If you think a child’s details have ended up in an account, tell us and we will remove them.
13. Changes to this policy
When we change this policy we change the date at the top. If a change is significant — a new kind of data, or a new company handling it — we will tell you inside the app or by email before it takes effect, so you have a chance to ask questions.
14. Contact us
Questions, requests or complaints: [email protected], or write to [company name], [registered address].
See also our Terms of Service.