Privacy Policy

Kerbly is an AI automation agency that builds enquiry-handling, follow-up and tour-booking systems for UK wedding venues, so that every enquiry is answered and every genuine couple is looked after — around the clock.

For the purpose of UK data protection law, Kerbly is the data controller for personal information collected through this website and our own marketing and business activity. Where we handle personal information on behalf of a venue we work with, we act as a data processor — see “When we act for our clients” below.

1. Who we are

Kerbly ("we", "us", "our") is a UK AI automation agency founded by Oliver Mitchell. If you have any questions about this policy or how your data is used, contact us at olivermitchell@kerbly.org.

2. When we act for our clients (processor role)

A core part of our service is running enquiry and booking systems for wedding venues. When a couple contacts one of our venue clients — by web form, SMS, email, social media, phone or our AI voice assistant — we process that couple's personal information on behalf of, and under the instructions of, that venue. In those cases the venue is the data controller and Kerbly is the data processor.

If you are a couple or guest and want to access, correct or delete information held about your enquiry, please contact the venue you enquired with. We will support that venue in responding to your request. Everything else in this policy describes how we handle data as a controller — for our own website, marketing and client relationships.

3. Information we collect

We may collect information when you visit our website, book a call, submit a form, reply to a message, or speak with us:

• Your name, email address, phone number, business/venue name, and website.
• Information about your venue, location, enquiry volumes, goals, and your current lead-handling process.
• Appointment details, including booking time, calendar information, and call notes.
• Communication records, including emails, SMS messages, call recordings, voicemail, chat messages, and form submissions.
• Technical information such as IP address, browser type, device type, pages visited, and website interaction data.
• Marketing data from cookies, tracking pixels, analytics platforms, and advertising platforms.

4. How we use your information

• To respond when you contact us or book a call.
• To understand whether Kerbly is a suitable fit for your venue.
• To send appointment confirmations, reminders, and follow-up messages.
• To provide proposals, onboarding information, and service updates.
• To build, run, monitor and improve the systems we deliver for our clients.
• To run, measure, and improve our advertising and website performance.
• To maintain internal records, CRM pipelines, and communication history.
• To comply with legal, accounting, tax, and regulatory obligations.

5. Legal bases for processing

Under UK GDPR, we rely on one or more of the following legal bases:

• Consent — where you agree to receive marketing communications, or to non-essential tracking cookies where required.
• Contract — where processing is needed to provide services or take steps before entering into a contract.
• Legitimate interests — where we respond to enquiries, improve our services, prevent fraud, or market relevant services to businesses, provided your rights do not override those interests.
• Legal obligation — where we need to keep records or disclose information to comply with the law.

6. Call recordings and AI processing

Some of our systems use artificial intelligence to answer enquiries, hold conversations, and book appointments. This means:

• Phone calls may be answered by, or handled with the help of, an AI voice assistant, and calls may be recorded and transcribed to book appointments, keep accurate records, and improve the service. Where we operate this for a venue, the venue is responsible for any recording notice given to callers.
• Messages and enquiries may be processed by AI language models to understand them and draft suitable replies.
• We do not use your personal information or your couples' conversations to train third-party public AI models. Our AI providers process data only to deliver the service to us under their own data-protection terms.

7. Who we share information with

We do not sell your personal information. We may share data with trusted providers where needed to run our website, communications, booking systems, and marketing services:

• CRM, calendar, form, and automation platforms (for example GoHighLevel and n8n).
• Email, SMS, telephone, and AI communication providers (for example Retell AI and Anthropic).
• Advertising and analytics platforms, including Meta / Facebook where relevant.
• Website hosting, domain, and technical service providers.
• Payment, accounting, legal, or professional service providers.
• Authorities or regulators where required by law.

These providers process data only on our instructions and in line with their own data-protection obligations.

8. Cookies, pixels, and tracking

Our website may use cookies, analytics tools, and tracking pixels to understand how visitors use the site, measure advertising performance, and improve our marketing. This may include tools such as the Meta Pixel, which helps us understand whether visitors interact with our website after seeing or clicking an advert.

You can control cookies through your browser settings. Blocking cookies may affect how some parts of the website work.

9. International data transfers

Some of our providers may store or process data outside the UK. Where personal information is transferred outside the UK, we rely on appropriate safeguards — such as UK adequacy regulations or the International Data Transfer Agreement / Addendum — so that your data remains protected to UK standards.

10. How long we keep your information

We keep personal information only for as long as necessary for the purpose it was collected, including to respond to enquiries, manage client relationships, keep business records, resolve disputes, and meet legal obligations. When it is no longer needed, we securely delete or anonymise it.

11. How we protect your data

We take reasonable technical and organisational measures to protect personal information against unauthorised access, loss, or misuse, including access controls and secured accounts. No method of transmission or storage is completely secure, but we work to safeguard your data at all times.

12. Your data protection rights

Depending on your circumstances, you may have the right to:

• Request a copy of the personal information we hold about you.
• Ask us to correct inaccurate or incomplete information.
• Ask us to delete your personal information.
• Object to or restrict certain types of processing.
• Request the transfer of your data (data portability).
• Withdraw consent where processing is based on consent.

To exercise any of these rights, contact us at olivermitchell@kerbly.org. You also have the right to complain to the UK Information Commissioner's Office (ICO) at ico.org.uk if you are unhappy with how your data is handled.

13. Children

Our website and services are intended for businesses and adults. We do not knowingly collect personal information from children. If you believe a child has provided us with personal data, contact us and we will delete it.

14. Changes to this policy

We may update this policy from time to time. Any changes will be posted on this page with an updated "last updated" date.

15. Contact us

Kerbly
Email: olivermitchell@kerbly.org
Phone: 07979 257475
Website: kerbly.org

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