Privacy Policy

1. About kyco

kyco Ltd (“kyco”, “we”, “us”, “our”) is a UK-based technology company providing digital marketing and customer engagement solutions to businesses.

kyco supplies software and technology that enables venues and businesses (“Client”, “you”, “your”) to:

• Collect customer data via guest WiFi, loyalty cards and booking platforms
• Issue and manage digital loyalty cards
• Operate booking systems and order-to-table systems
• Communicate with customers via email marketing and push messaging

kyco operates in compliance with the UK GDPR and Data Protection Act 2018.

2. Nature of the Service

kyco provides technology infrastructure only.

We:

• Supply data capture systems (WiFi, loyalty, booking platform & order to table)
• Store and process customer data on behalf of Clients
• Provide communication tools (email marketing and push messaging)
• Provide booking and order-to-table functionality where agreed

We do not:

• Control the marketing content sent by Clients (unless requested/asked)
• Provide legal advice regarding marketing compliance
• Act as the data controller for end consumer marketing decisions

Each package is bespoke and agreed individually with each Client. There is no standardised “one size fits all” product.

3. Agreement Term

kyco operates on a 30-day rolling agreement.

The agreement continues indefinitely unless terminated in accordance with Section 4.

4. Termination

4.1 Termination by Client

The Client must provide a minimum of 30 days’ written notice to terminate the agreement.

Written notice must be sent either:

• Via WhatsApp message to the designated kyco contact; or
• Via email to help@kyco.uk

The 30-day notice period begins from the date written notice is received.

Fees remain payable during the notice period.

4.2 Termination by kyco

kyco reserves the right to terminate the agreement immediately where:

• The Client engages in misuse of the platform
• Spam, unlawful marketing, or non-compliant marketing activity occurs
• The Client behaves in a threatening, abusive, or unprofessional manner toward kyco staff
• There is material breach of these Terms

kyco may suspend services prior to termination if appropriate.

5. Payment Terms

5.1 Payment Method

All payments are collected via Stripe Direct Debit unless otherwise agreed in writing.

5.2 Payment Due

Payment terms are agreed per bespoke package.

Where payment is not received:

• If payment remains outstanding for 14 days, and
• No written explanation or request for support has been received,

kyco reserves the right to suspend services.

5.3 Suspension of Services

Suspension may include restriction of:

• Access to the email marketing platform
• Staff login access
• Loyalty system functionality
• Digital loyalty card stamping
• Booking system
• Order-to-table system

Services will be restored once outstanding balances are cleared.

6. Fees & Bespoke Packages

kyco builds tailored solutions per Client.

Fees may include (but are not limited to):

• Monthly platform fees
• Booking system fees
• Order-to-table transaction fees
• Setup fees
• Additional bespoke feature fees

Where applicable, booking fees or order-to-table fees will be clearly agreed in writing prior to activation.

7. End Consumer Marketing & Consent

When an end consumer:

• Connects to a venue’s guest WiFi; or
• Downloads or activates a venue’s digital loyalty card
• Makes a booking or places an order

They are presented with consent language enabling the venue to market to them.

The Client is responsible for ensuring that:

• Marketing permissions are lawful and transparent
• Their privacy notice is accurate and accessible
• All marketing complies with PECR and UK GDPR

kyco provides the infrastructure, but the Client remains responsible for lawful marketing practices.

8. Data Protection & GDPR

8.1 Roles

• The Client is the Data Controller
• kyco acts as Data Processor

kyco processes data solely on the documented instructions of the Client.

8.2 Data Collected

Depending on configuration, data may include:

• Name
• Email address
• Date of birth
• Visit frequency
• Loyalty activity
• Device data
• WiFi access data

8.3 Data Security

kyco implements appropriate technical and organisational security measures including:

• Secure hosting environments
• Encrypted data transmission
• Role-based staff access
• Restricted internal permissions

8.4 Data Processing Agreement

Where required, a separate Data Processing Agreement (DPA) may be provided.

9. Acceptable Use

Clients must not use kyco systems to:

• Send spam or unsolicited communications
• Send unlawful, defamatory, or misleading content
• Violate data protection laws
• Harass or discriminate
• Conduct fraudulent activity

kyco may suspend accounts immediately if misuse is detected.

10. Support

kyco support is provided primarily via dedicated WhatsApp groups. Support hours may be communicated separately. While kyco aims to respond promptly, no guaranteed response time is provided unless agreed in writing.

11. Intellectual Property

All software, systems, branding, processes, and proprietary technology remain the intellectual property of kyco Ltd. Clients are granted a limited, non-exclusive, non-transferable licence to use kyco systems during the term of the agreement.

Clients may not:

• Copy
• Resell
• Reverse engineer
• Modify
• Distribute

kyco software without written permission.

12. Limitation of Liability

kyco shall not be liable for:

• Loss of profits
• Loss of business
• Loss of data caused by Client misuse
• Indirect or consequential losses

kyco’s total liability shall not exceed the total fees paid by the Client in the preceding 3 months. Nothing in these Terms excludes liability for fraud or personal injury caused by negligence.

13. Service Availability

kyco aims to maintain high uptime but does not guarantee uninterrupted service. We are not liable for downtime caused by:

• Internet outages
• Hosting provider issues
• Stripe service interruptions
• Third-party integrations
• Force majeure events

14. Force Majeure

kyco shall not be liable for failure or delay resulting from events beyond reasonable control, including but not limited to:

• Natural disasters
• Government restrictions
• Internet failure
• Cyber attacks
• Industrial disputes

15. Confidentiality

Both parties agree to keep confidential any commercially sensitive information shared during the agreement. This obligation continues after termination.

16. Amendments

kyco may update these Terms from time to time. Updated Terms will be communicated to Clients and continued use of services constitutes acceptance.

17. Governing Law

These Terms are governed by the laws of England and Wales. Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.