Privacy Policy

Last updated 30 September 2026

Qrains runs a business’s calls, bookings, schedule and invoices through AI agents. That means we handle personal information, for two different groups of people. This page says what we do with it, in plain words.

01Who we are, and two roles

Qrains is run by Qrains (“Qrains”, “we”). You can reach us at qrainsaisupport@gmail.com.

We play one of two roles, depending on whose information it is:

• The business owner and their team (people who sign up and use the app): we decide how your account information is used. We are the “controller”, and this policy is our promise to you.
• The customers of a business that uses Qrains (people who call, message or book): the business decides what is collected and why, and we process it on the business’s behalf. We are the “processor” or “service provider”. If you are one of those customers, the business is your first point of contact for your information, and we will help them answer you.

02What we collect

• Account and team details: name, email address, the Google account used to sign in, your role in the business, and invitations you send or accept.
• Business information you put in: how your business runs (your services, prices, rules, who can approve what), your records, and the history of what happened.
• Your customers’ information, which we handle for you: their phone number and name, what they say in WhatsApp chats and phone calls (the words, as transcripts), bookings, quotes, invoices, payments, and proof of consent. Phone number is how we recognise a returning customer.
• Payment information: payments are taken by Paystack and Stripe. We receive the outcome, the amount and a reference. We do not see or keep full card numbers or mobile-money PINs.
• Technical information: IP address, device and browser type, pages used, and error logs, so the service stays secure and works.

We do not collect information to build advertising profiles, and we do not sell personal information.

03Why we use it

• To run the service: answering calls and messages, booking, scheduling, invoicing and reminding, as the business has set it up.
• To keep it safe: sign-in, preventing abuse and fraud, and keeping each business’s data apart from every other.
• To bill, support you, and meet our legal duties (tax, law-enforcement requests we are obliged to answer).
• To improve the product using how it is used (for example which features are slow), not what your customers said.

04AI and your data

Our agents use AI models from other companies. When an agent does a task, the content needed for that task is sent to a model provider, under terms that do not let the provider train its models on it.

• We do not use your business’s or your customers’ information to train AI models. We may use small samples to check that the agents behave well only if they are de-identified or you have agreed, and a chat a customer has deleted is never used.
• Agents act only through the actions and rules a business has published. Things the business keeps for itself (for example quotes over a limit) wait for a person.
• AI can make mistakes. Businesses can review what happened at any time in their history.

05Conversations: kept until the customer deletes them

We only use WhatsApp and phone calls. A customer’s conversations belong to them across both channels. A customer can sign in with a code sent to their phone, see their conversations, and delete them. Deleting removes the transcript; records the business must keep (for example a booking, an invoice, or proof that the customer agreed to messages) stay, with personal fields protected as described below.

06Who we share it with

• Providers that help us run the service (hosting, AI models, phone and WhatsApp delivery, payments, sign-in). Each only gets what it needs, under a contract.
• The business itself. A business sees its own customers’ conversations and records.
• Authorities, when the law requires it, and a buyer if Qrains is ever sold, who must keep to this policy.

We do not sell personal information, and we do not share it for advertising across other companies’ sites or apps.

07How long we keep it

• Account details: while your account is open, then deleted within 30 days of it closing, except what we must keep by law.
• Conversations: until the customer deletes them. To keep stores small, older conversations are also condensed into short summaries after a period the business sets, and the raw messages are deleted.
• Business records: for as long as the business keeps its account, and longer where the law requires records (for example tax).
• Billing records: 7 years.
• Backups: deleted data leaves our backups within 35 days.

08Your choices and rights

Depending on where you live, you can ask to see, correct, export or delete your personal information, to limit or object to how it is used, and to withdraw consent. Write to qrainsaisupport@gmail.com and we will answer within the time the law gives us. If you are a customer of one of our business customers, it is quickest to ask them, or to sign in by phone code and delete your conversations yourself.

Erasing a person removes their conversations, messages, links and summaries about them, and their saved phone identity, and destroys the key that protects their personal details in records the law makes us keep, so those details become unreadable. You may also complain to your data protection authority (in Kenya, the Office of the Data Protection Commissioner; in the EU or UK, your national authority; in the US, your state attorney general).

09Security

• Each business’s data is kept apart from every other business’s, in the database itself.
• Personal fields in records are encrypted with a separate key per person, which is what makes real erasure possible.
• Data is encrypted in transit and at rest by our infrastructure providers, sign-in is through Google, and access to production is limited.

No system is perfectly secure. If something affects your information we will tell you and the authorities as the law requires.

10Where it is processed

We and our providers process information in several countries, including the United States and [other regions]. Where the law requires a safeguard for moving personal information between countries, we use one (for example standard contractual clauses), and will give you a copy on request.

11Cookies

We use only the cookies the site and app need to work (for example to keep you signed in). We do not use advertising cookies.

12Children

The service is for businesses and is not meant for anyone under 18. If you think a child has given us information, tell us and we will delete it.

13Changes

If we change this policy in a way that matters, we will tell account owners by email before it takes effect, and change the date above.

14Contact

Qrains, qrainsaisupport@gmail.com.