Privacy Policy

Effective date: April 17, 2026

1. Information We Collect

Account Information

When you create an account, we collect your name, email address, phone number, business name, and billing information.

Usage Data

We collect information about how you use the Service, including feature usage, session duration, device type, browser type, IP address, and referring URLs.

Client Data

You may enter client contact information, appointment records, notes, tags, and other business data into the Service. You control what client data you provide. We process client data solely on your behalf and at your direction.

Call and Message Content

The Service processes phone calls, voicemails, and text messages on your behalf. Call recordings, voicemail transcriptions, and message content are stored to provide the Service and enable AI-powered features.

Device and Log Data

We automatically collect device identifiers, operating system version, app version, crash reports, and system activity logs when you use the Service.

2. How We Use Information

Provide the Service: We use your data to operate Relay, including AI call handling, message routing, booking, and client management.
Improve AI: We use aggregated and anonymized usage patterns to improve our AI models. We do not use your client data or message content to train AI models shared with other customers.
Analytics: We use usage data to understand how the Service is used, identify issues, and improve performance.
Communication: We use your contact information to send account notifications, billing updates, and product announcements. You can opt out of marketing communications at any time.
Security: We use log and device data to detect fraud, prevent abuse, and protect the security of the Service.

3. AI Data Processing

The Service uses artificial intelligence to process phone calls, generate responses, transcribe conversations, summarize interactions, and automate tasks. In connection with these features:

Call audio is processed in real time to generate AI responses and is stored as recordings subject to your plan's retention settings.
Transcriptions and summaries are generated automatically and stored alongside call records.
We do not use your individual call content, messages, or client data to train AI models that are shared with or benefit other customers.
We may use aggregated, de-identified data derived from usage patterns to improve the general quality of our AI systems.
AI processing is performed using our own infrastructure and selected third-party AI model providers listed in Section 4 below.

You may request that AI features be disabled for your account by contacting us at privacy@kindfarm.online.

4. Data Sharing and Sub-Processors

We do not sell your personal data or your clients' data to third parties.

We share data with the following categories of third-party sub-processors that help us operate the Service:

Cloudflare — hosting, CDN, DNS, and security.
Stripe — payment processing and billing.
Twilio — phone calls, SMS, and voice infrastructure.
PostHog — product analytics and usage tracking.
Resend — transactional email delivery.
Google Cloud Platform — cloud infrastructure and AI model hosting.

Each sub-processor is contractually required to protect your data in accordance with this Privacy Policy and applicable law. We maintain a current list of sub-processors and will notify you of material changes.

We may also disclose data when required by law, to protect our rights, to enforce our Terms of Service, or in connection with a merger, acquisition, or sale of assets.

5. SMS / Text Messaging Program

When you provide your mobile phone number and affirmatively opt in during signup (or later in Settings), you agree to receive text messages from Relay by Kind Farm Inc. related to your account, including appointment reminders, account alerts, and customer support. Consent to receive SMS is not a condition of purchase.

Message frequency: varies based on account activity and your use of the Service. Message and data rates may apply and are set by your mobile carrier, not by Kind Farm Inc.

Mobile opt-in data and SMS consent are not shared with third parties or affiliates for marketing or promotional purposes. Mobile phone numbers you provide are transmitted only to our SMS infrastructure provider (Twilio) for the sole purpose of delivering the messages you have consented to receive. We do not sell, rent, trade, or otherwise disclose your mobile number or your SMS consent record to any third party.

Opt out at any time by replying STOP to any Relay message, or by disabling SMS in your account Settings. You will receive one final confirmation message acknowledging the opt-out. Reply HELP to any Relay message for assistance, or contact support@kindfarm.online.

We retain a record of your consent (the exact consent text you agreed to, the timestamp of agreement, and any subsequent opt-out) as required to demonstrate compliance with the Telephone Consumer Protection Act (TCPA) and applicable mobile carrier requirements. This record is treated as account data under Section 7 (Data Retention).

6. International Data Transfers

Your data is primarily stored and processed in the United States. If you are located outside the United States, your data will be transferred to and processed in the United States. By using the Service, you consent to the transfer of your data to the United States.

Where required by applicable law (including GDPR), we rely on Standard Contractual Clauses (SCCs) approved by the European Commission or other legally recognized transfer mechanisms to ensure adequate protection for personal data transferred outside the European Economic Area (EEA), United Kingdom, or Switzerland.

7. Data Retention

We retain your account data for as long as your account is active. Client data, call recordings, and message history are retained according to your plan's retention settings (default: 90 days for recordings, indefinite for messages and client records).

Usage data and analytics data are retained for up to 24 months in identifiable form, after which they are aggregated or deleted.

After account termination, we retain your data for up to 30 days to allow for export, after which it is permanently deleted. Certain data may be retained longer as required by law (e.g., billing records, legal holds).

8. Security Measures

We use industry-standard security measures to protect your data, including TLS encryption in transit, AES-256 encryption at rest, access controls, and regular security audits. No method of transmission or storage is 100% secure, but we work to protect your data using commercially reasonable measures.

9. Your Rights

You have the right to:

Access: Request a copy of the personal data we hold about you.
Deletion: Request deletion of your personal data, subject to legal retention requirements.
Export: Export your data at any time in CSV format from your account settings.
Correction: Update or correct inaccurate personal data through your account settings.
Restriction: Request that we restrict processing of your personal data in certain circumstances.
Objection: Object to the processing of your personal data for certain purposes.

To exercise these rights, contact us at privacy@kindfarm.online. We will respond to your request within 30 days, or within the timeframe required by applicable law.

10. California Privacy Rights (CCPA/CPRA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA) as amended by the California Privacy Rights Act (CPRA):

Categories of personal information we collect:

Identifiers (name, email, phone number, IP address).
Commercial information (billing records, subscription history).
Internet or electronic network activity (usage data, feature interactions, log data).
Professional or employment-related information (business name, business type).
Audio, electronic, or visual information (call recordings, voicemails).
Inferences drawn from the above (AI-generated summaries, client interaction patterns).

Your California rights:

Right to Know: You may request that we disclose the categories and specific pieces of personal information we have collected about you, the categories of sources, the business purpose for collecting it, and the categories of third parties with whom we share it.
Right to Delete: You may request deletion of your personal information, subject to certain exceptions.
Right to Correct: You may request correction of inaccurate personal information.
Right to Opt Out of Sale/Sharing: We do not sell your personal information. We do not share your personal information for cross-context behavioral advertising.
Right to Limit Use of Sensitive Personal Information: You may request that we limit our use of sensitive personal information to what is necessary to provide the Service.
Non-Discrimination: We will not discriminate against you for exercising any of your CCPA/CPRA rights.

To exercise your California privacy rights, contact us at privacy@kindfarm.online or submit a request through your account settings. We will verify your identity before processing your request.

11. European Privacy Rights (GDPR)

If you are located in the European Economic Area (EEA), United Kingdom, or Switzerland, the following additional provisions apply:

Legal basis for processing:

Contract: Processing necessary to provide the Service you requested (account management, call handling, CRM features).
Legitimate interest: Analytics, security, fraud prevention, and service improvement, where our interests do not override your rights.
Consent: Marketing communications and non-essential cookies. You may withdraw consent at any time.
Legal obligation: Where we are required to process data to comply with applicable law.

Your GDPR rights:

Right of access, rectification, erasure, restriction, data portability, and objection as described in Section 9.
Right to withdraw consent at any time where processing is based on consent.
Right to lodge a complaint with your local data protection authority.

Data controller:

Kind Farm Inc. is the data controller for personal data collected through the Service. For client data that you upload or process through the Service, you are the data controller and Kind Farm Inc. acts as a data processor on your behalf.

For GDPR inquiries, contact us at privacy@kindfarm.online.

12. Children's Privacy

The Service is not directed to children under 16. We do not knowingly collect personal information from children under 16. If we become aware that we have collected data from a child under 16, we will delete it promptly. If you believe a child has provided us personal information, please contact us at privacy@kindfarm.online.

13. Cookies and Tracking Technologies

We use the following types of cookies and tracking technologies:

Essential cookies: Required to operate the Service (authentication, session management, security). These cannot be disabled.
Analytics cookies: We use PostHog to understand usage patterns, feature adoption, and Service performance. These cookies collect pseudonymized data about your interactions with the Service.

We do not use advertising cookies or cross-site tracking technologies. We do not participate in ad networks or sell data derived from cookies.

You can manage non-essential cookies through your browser settings. If you are located in the EEA, United Kingdom, or other jurisdiction requiring cookie consent, we will obtain your consent before placing non-essential cookies.

14. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email or through the Service at least 30 days before the changes take effect. Your continued use after changes take effect constitutes acceptance. If you do not agree to the revised policy, you must stop using the Service before the changes take effect.

15. Contact

If you have questions about this Privacy Policy, please contact us at:

Kind Farm Inc.
Email: privacy@kindfarm.online