Privacy Policy

1. Scope and our role

Kobem is customer engagement and qualification software for real estate. It handles inbound calls, qualifies each client and turns each conversation into measurable data. That gives Kobem two different roles, depending on whose data it is:

• Controller. For the data of people who visit our website, write to us, try the voice demo or hold a Kobem account, and of the business contacts we reach out to, Kobem decides how and why the data is used. This policy applies in full.
• Processor. When someone calls a business that uses Kobem, that business decides how the call is handled and Kobem processes the data on its behalf, under our Data Processing Addendum. If you have called one of our customers, that business’s own privacy policy applies, and it is the one to direct your requests to. Section 5 explains what happens during the call.

2. Who is responsible

The controller is KOBEM TECHNOLOGIES - FZCO, with registration No. 85517 and trade licence No. 92297, issued by the Dubai Integrated Economic Zones Authority (DIEZA) and registered address at IFZA Properties, Premises DSO-IFZA, Dubai Silicon Oasis, Dubai, United Arab Emirates.

For anything related to data protection: contact@kobem.ai.

3. What data we process

It depends on how you come across Kobem:

• Website visitors. The technical data needed to serve the pages, such as your IP address, your browser and the pages you request, and the country your IP address points to, which we use to show the site in your language and currency. Visits are counted in aggregate and without cookies, and on our short links we count clicks without keeping the IP address: only link, day and country. If you accept analytics, section 6 also applies.
• People who contact us. What you fill in on the form (name, email, phone number and call volume), your message and whatever you tell us in the conversation that follows. The contact form reaches us by email and is not saved in a website database. If you respond on the information page linked in some emails, we store your answer, your reasons and your contact details.
• Voice demo. If you talk to Kobem from the website's home page, your voice reaches our voice providers so that Kobem can answer in real time, and we use your IP address to limit the number of demo calls per hour. That demo is not tied to any account: we save neither the recording nor the transcript, and it creates no contact. Private demo links are different: the call is recorded and creates a contact in that demo account. In the Spanish demo on the home page and on some private links, the voice is processed by Google.
• Customers and users. Your name, email and phone number, your business details, the properties and criteria you load, your settings, your activity in the dashboard, your conversations with support and the assistant, what you send us as suggestions, and technical logs.
• Billing. Company name, tax details and payment history. If you pay by card, our payment provider handles it, and Kobem does not store card numbers.
• Affiliates. If you have taken part in the affiliate program: your contact details, your tax ID and your payout details, and the sign-ups attributed to your link.
• Business contacts. Name, role, company and professional contact details of people at businesses that may be interested in Kobem. We get them from public sources such as company websites, business directories and professional networks, or from whoever introduces us.
• People who call our customers. The recording and transcript of the call, the phone number, the caller’s name and what they say, the summary and qualification Kobem generates, and any appointments booked. Also the contacts the customer loads in its dashboard: if the caller’s number is already there, Kobem may recognise them. We handle this on behalf of the customer, as section 1 explains.

4. Why we use it and on what legal basis

These are the bases named by the GDPR and the UK GDPR. In other countries we rely on what local law provides: section 16 gives some detail. You are not required by law to give us your data, but without it we cannot deal with your request or provide the Service.

5. Call recordings, transcripts and analysis

The call is handled by an automated system, not a person, unless it is transferred to the customer’s team. When a call is recorded, the caller is told so at the start of the call.

The recording, transcript, summary and qualification reach the customer through its dashboard and the notifications and integrations it has active. What reaches those tools is under its control. The customer can remove any call from its dashboard at any time; permanent deletion, with its recording and transcript, is done on request.

The qualification compares what the caller says with the property and with the customer’s criteria. It is guidance for the customer’s team: Kobem does not on its own take decisions with legal or similarly significant effects on the caller.

To provide support, maintain the service and fix errors, authorised Kobem staff may access calls, and Kobem may review them automatically.

Neither Kobem nor its artificial-intelligence providers use the content of conversations to train models.

6. Who receives the data

Kobem does not sell personal data. It is received by:

Service providers. They act under their terms of service and data processing terms, and only to provide their service:

• Supabase — Database and storage of call recordings (EU)
• Vercel — Hosting of the web application (EU / USA)
• LiveKit Cloud — Audio transport, voice engine hosting and recording (EU / USA)
• OpenAI — Voice processing for calls (USA)
• Anthropic — Call analysis and summary, and dashboard assistant (USA)
• didlogic — Telephony: numbering and call transit (EU / UK / Singapore)
• Resend — Delivery of service emails (USA)
• Telegram — Notifications and call audio, only if the customer links their account (International)
• Slack — Alerts in a channel, only if the customer connects it (USA)
• HubSpot — Lead sync, only if the customer connects it (USA)
• Google Workspace — Calendar and Sheets, only if the customer connects them (USA)
• Cal.com — Scheduling, only if the customer connects it (USA)

Optional integrations only come into play if the customer connects them from its dashboard. The list and the notice of changes are on the page Sub-processors.

• The business you called. Call data reaches that business and the tools it has connected.
• Email, scheduling and contact tools. Providers that help us send email, arrange meetings and keep our own contact records.
• Advisers and authorities. When the law requires it or it is necessary to defend our rights.
• Buyers or investors. If Kobem is part of a merger, acquisition or sale of assets, under a duty of confidentiality.
• Website analytics. If you accept it, PostHog, Inc. receives on Kobem's behalf, on servers in the European Union, the pages you visit, where you came from, where you click, technical data about your browser and device, and your approximate country and city, worked out from your IP address, which is not kept.

7. International transfers

Kobem is based in the United Arab Emirates. The database and the recordings are in the European Union, and some providers process data outside it, as the list above shows. Our team may access the data from the countries where it works.

When a transfer requires a safeguard, we use the European Commission’s standard contractual clauses or another valid mechanism.

8. How long we keep it

9. Security

We apply appropriate technical and organisational measures: encryption in transit on the website and APIs (TLS) and at rest (AES-256), isolation of data between accounts, additional encryption of integration credentials and temporary links for playing recordings.

The full detail, including what we do not yet have, is on the Security page.

10. Your rights

Depending on the law that applies to you, you can ask to:

• access your data and get a copy of it;
• correct or delete it;
• object to or restrict its processing, including commercial communications;
• receive it in a portable format;
• withdraw your consent where it is the basis for processing, without affecting what has already been done;
• have a person review a decision taken solely by automated means.

Write to us at contact@kobem.ai. We may ask you to verify your identity. We reply within the time the law sets, which in the European Union and the United Kingdom is generally one month.

If you have called a Kobem customer, contact that business. If you write to us, we will pass your request on to it without delay.

11. Complaints

If you think we have not handled your request properly, you can complain to the data protection authority where you live or work. In the European Economic Area that is the authority in your country; in the United Kingdom, the Information Commissioner’s Office; in the United Arab Emirates, the UAE Data Office.

12. Children

Kobem is a professional service and is not directed at minors. We do not knowingly collect their data for our own purposes. If you think we hold data about a minor, write to us and we will delete it.

13. Cookies

Kobem uses the cookies the service needs to work, such as those for signing in, security and preferences. If you accept them, it also uses analytics cookies from PostHog, which processes that data on Kobem's behalf in the European Union. It does not use advertising cookies. The detail is in the Cookie Policy.

14. Links to other sites

Our website links to third-party sites such as LinkedIn. Each has its own privacy policy, and Kobem is not responsible for how they handle data.

15. Changes to this policy

We may update this policy. We publish the current version on this page with its date and, if the change is significant, we notify our customers before it takes effect.

16. Additional information by region

• European Economic Area and United Kingdom. The GDPR and the UK GDPR apply to the data of people in those territories when we offer them our services. The legal bases in section 4 are those of Article 6 of those laws.
• United Arab Emirates. Federal Decree-Law No. 45 of 2021 on the Protection of Personal Data applies. We process your data with your consent or in the cases where that law does not require it, such as performing a contract or complying with a legal obligation. Your data is stored outside the Emirates, as section 7 explains.
• United States. Kobem does not sell personal information or share it for cross-context behavioral advertising. If you live in a state with a privacy law, such as California, you can exercise the rights in section 10 by writing to us, and you will not be treated differently for doing so.

17. Contact

KOBEM TECHNOLOGIES - FZCO, IFZA Properties, Premises DSO-IFZA, Dubai Silicon Oasis, Dubai, United Arab Emirates. contact@kobem.ai