Privacy Policy

Last updated: 7 August 2026

This text explains what information KaguTech Systems collects when you use our website at kagutechsystems.com and the CRM service we provide, why we process it and who we share it with. Our aim is not to hand you a wall of legal text, but to explain plainly what we do.

1. When you visit the website

The following is recorded automatically as you browse:

• Your IP address and the approximate location derived from it (country/city level)
• The pages you visit and the source you arrived from
• Browser and device information (user agent)
• The time and duration of the visit

This data is kept for statistics and security: to understand which pages draw interest and to detect attacks against our site. It is not used for advertising and is never sold.

We use the third-party service ip-api.com to resolve a location from the IP address; only the IP address is sent to it. Visit history is capped at the most recent 1,000 records and security logs at the most recent 200; anything older is deleted automatically.

2. When you fill in the contact form

The name, email address, phone number and message you share in the form are sent to us by email and stored on our server. This information is used only to respond to your enquiry; you are not added to a marketing list without your consent and it is not shared with third parties.

3. Cookies

Our site uses a small number of cookies to keep your session and to remember your cookie preference. The banner shown on your first visit offers a decline option. We do not use third-party advertising or tracking cookies.

4. For companies using our CRM service

Companies using KaguTech CRM enter data belonging to their own customers into our system. For that data the company itself is the data controller; KaguTech Systems acts as a data processor and performs only the operations needed to deliver the service.

• Each company's data is isolated separately; one company cannot reach another's data.
• Passwords are stored irreversibly; access tokens are kept encrypted.
• Our system administrators can access a company panel only for support purposes, and such access is logged.

5. WhatsApp and messaging integrations

Companies may connect WhatsApp Business Platform (Meta) and similar messaging channels to the CRM. In that case:

• The message contents, timestamps and sender identity exchanged between customer and company are stored on our server, so that the conversation can be displayed in the panel.
• Media files sent (images, audio, documents) are held in a directory on the server that is not reachable from the web; only an authorised panel user can view them.
• Message delivery happens over Meta's infrastructure, and the WhatsApp privacy policy applies as well.

When automatic replies (AI) are used

If a company switches on the automatic reply feature, the most recent messages of the conversation are sent to an AI provider (DeepSeek or Google Gemini) so that a reply can be generated. This is a genuine third-party data transfer and we want to be transparent about it:

• The data sent is limited to the conversation context needed to produce a reply.
• Automatically generated replies are shown in the panel with a separate label.
• Using the feature is not mandatory; a company can switch it off at any time.

6. Who we share your data with

We do not sell your data. It is shared only with the parties needed to run the service:

• Our hosting provider — to host the data
• Meta Platforms — only if the messaging integration is used
• The AI provider — only if automatic replies are switched on
• ip-api.com — only to resolve a location from an IP address
• Legal authorities — where we are legally required to

7. How long data is kept

• Visit and security logs: a limited number of records, older ones deleted automatically
• Contact form records: a reasonable period after your enquiry is resolved
• CRM data: for as long as the service relationship with the company continues; once it ends, deleted at the company's request

8. Your rights

Under Turkish Personal Data Protection Law No. 6698 (KVKK) you have the right to learn whether your personal data is being processed, to request information if it is, to ask for it to be corrected or deleted, and to object to the processing.

To exercise these rights, simply write to us at the address below; we will deal with your request as quickly as we can.

9. Security

The main measures we take to protect data: encrypting connections with SSL, storing passwords irreversibly, encrypting access tokens, isolating data between companies, permission-based access and keeping activity logs. We know no system is 100% secure; if you notice a vulnerability, we would be grateful if you let us know.

10. Changes

We may update this policy from time to time. When we do, the "Last updated" date above changes.

11. Contact

For any question, request or report about privacy you can use our contact form or write directly to info@kagutechsystems.com.

This text is for information only and does not replace legal advice. It describes processing carried out under Turkish law (KVKK). If you are in the EU or the UK and need a notice drawn up under the GDPR, please contact us. As our activity grows we recommend having this reviewed by a lawyer.