Kobori AI Systems — London, UK

Privacy & Cookies Policy

Last updated: 22 August 2026

Who we are

Kobori AI Systems ("we", "us") is an AI automation studio based in London, United Kingdom. We build AI agents, workflow automations and intelligent business systems for small and medium businesses. For the purposes of UK data protection law (UK GDPR and the Data Protection Act 2018), Kobori AI Systems is the data controller for the information described in this policy.

Contact for anything privacy-related: hello@koboriaisystems.com

What we collect, and why

The free audit

When you complete our free audit, we ask for your name, email address and details about your business — such as your industry, team size, the tools you use, what feels slow or broken, your goals and your budget range. We use these answers to produce your audit report, send it to you, and follow up on it if you get in touch. We keep your answers so we can refer back to them if you contact us later. We do not sell or share them.

Enquiries

If you email us or contact us through the site, we keep your name, contact details and the content of your message so we can reply and keep a record of the conversation.

Bookings

If you book a call with us, our scheduling provider collects your name, email address and chosen time so the booking can be made and confirmations sent.

Phone calls — recorded and transcribed

Calls to our number are answered by our AI voice assistant. Calls are recorded and transcribed so we can respond to your enquiry properly, keep an accurate record, and improve the assistant's accuracy. We keep the caller's name and number, company, reason for calling and any booking details discussed. If you would rather not be recorded, hang up and email us instead — you'll get the same help.

Clients

If you become a client, we additionally process the information needed to deliver the work and run our business: contract details, billing information and project communications.

Technical data

Like almost every website, our hosting provider keeps standard server logs (such as IP addresses and pages requested) for security and to keep the site running. We do not use these to identify or profile visitors.

How we use AI

We are an AI studio, so it's only fair to be clear about our own use of it. We use AI systems to help analyse audit answers, draft reports and proposals, and answer phone calls. A human reviews audit reports and proposals before they are sent to you. We do not make solely automated decisions about you that have legal or similarly significant effects, and we do not use your information to train AI models.

Our lawful bases

We rely on legitimate interests to respond to enquiries, produce the audit report you requested, keep business records, and keep our systems secure; on contract when we deliver work for clients; on consent where we specifically ask for it; and on legal obligation for records we must keep, such as invoices for tax purposes.

Who we share data with

We never sell your data, and we don't share it with third parties for their marketing. We do use a small number of service providers to run our systems, who process data on our instructions: website and app hosting (Vercel), database hosting (Neon and Supabase), call handling and telephony (ElevenLabs and Twilio), scheduling (Cal.com), email and report delivery (Google and Resend), AI processing (Anthropic and OpenAI), and internal notifications and automation tools. Where a provider processes data outside the UK (several are US-based), we rely on UK-approved safeguards such as the UK International Data Transfer Agreement/Addendum, the UK Extension to the EU-US Data Privacy Framework, or UK adequacy regulations. We may also disclose information if the law requires it.

How long we keep it

Audit submissions and enquiry records: up to 24 months after our last contact with you. Call recordings and transcripts: up to 12 months. Client contract and billing records: 6 years, as UK tax law requires. If you ask us to delete your data sooner, we will, unless the law requires us to keep it.

Your rights

Under UK GDPR you can ask us for a copy of your data, ask us to correct it, delete it, restrict how we use it, object to our use of it, or provide it to you in a portable format. Email hello@koboriaisystems.com and we'll respond within one month. You also have the right to complain to the UK regulator, the Information Commissioner's Office: ico.org.uk or 0303 123 1113.

Cookies

This site does not set advertising or tracking cookies, and we do not run cross-site analytics. Any cookies used are strictly necessary for the site or audit app to function (for example, remembering your progress through the audit).

We also serve our fonts and images from our own domain rather than loading them from someone else's, so simply opening a page here does not send your details — including your IP address — to any third party.

That's why there's no cookie banner: there is nothing to consent to. If this ever changes — if we add analytics, for example — we'll update this policy and ask for your consent first.

Children

Our services are for businesses and are not directed at anyone under 18. We do not knowingly collect data from children.

Changes to this policy

If we change how we handle your data, we'll update this page and the date at the top. Significant changes will be flagged clearly on the site.