Privacy policy

Who we are

Your Ops Agent is a service provided by You Can Fly Media ("we", "us"), based in Washington, Tyne & Wear, England. [COMPANY LEGAL NAME / REGISTRATION NUMBER / TRADING ADDRESS]. We are the data controller for information about our customers and for visitors to this website. Contact: hello@karnmedia.co.uk, 07440 121487.

This website

This site sets no cookies and runs no analytics or tracking. Our web host records standard server logs (IP address, pages requested, time) for security and to keep the site running; these are kept for a short period and then deleted. Fonts are loaded from Google Fonts, which means your browser requests the font files from Google when the page loads; Google's privacy policy applies to that request.

If you fill in the setup form

The form at start.karnmedia.co.uk asks for your business name, contact details, how you'd like the assistant to sound, and which jobs you'd like it to help with. We use this to set up and run your assistant and to contact you about it. We keep it while you're a customer or in discussion with us, and delete it if you decide not to go ahead.

If you use the assistant

The assistant runs inside Telegram. When you message it, we process what you send (text, voice notes, photos, documents) and what it replies, in order to provide the service: drafting quotes and invoices, tracking jobs, drafting posts and emails, and so on. Voice notes are transcribed to text. Photos you send are read so the assistant can act on them. Everything is stored in a database where your business's information is kept completely separate from every other customer's; that separation is enforced at the database level, not just in the software.

We do not read your conversations as a matter of routine. We may look at them if you ask us to help with a problem, or if something has gone wrong with the service.

Who else handles your data

To run the service we use a small number of carefully chosen providers, each acting on our instructions:

• Telegram — the chat app the assistant lives in. Telegram's own privacy policy governs your use of the app.
• Supabase (database hosting, EU — London region) and Hostinger (application hosting, UK) — where the service runs and your information is stored.
• Anthropic and OpenAI — language and speech processing that lets the assistant understand and draft text. Content is sent to them to be processed and is not used to train their models under the terms we use them on.
• Google (Gemini) — used only if the branded image maker is switched on.
• Blotato — used only if Facebook posting is switched on, to publish posts you have approved to your page.
• Resend — used only if review requests are switched on, to send the emails you have approved.
• Stripe — payment processing when you become a paying customer. We never see or store your card or bank details; Stripe holds those.

Some of these providers are outside the UK. Where that's the case, transfers are covered by the UK's international data transfer rules (adequacy regulations or the appropriate contractual safeguards).

Your customers' information

When you use the assistant, you'll give it information about your own customers and suppliers: names, addresses, phone numbers, what they've ordered, what they owe. For that information you are the controller and we are your processor: we handle it only to provide the service to you and only as you direct. A data processing agreement covering this is part of our terms.

How long we keep things

While you're a customer, for as long as you need it. If you leave, we give you an export of your information on request and delete our copy 90 days after your account closes, except where we have to keep something for legal or accounting reasons (for example, invoices between us and you).

Your rights

You can ask us for a copy of the information we hold about you, ask us to correct or delete it, object to how we use it, or ask us to restrict it. Email hello@karnmedia.co.uk and we'll respond within a month. If you're unhappy with how we've handled something you can complain to the Information Commissioner's Office at ico.org.uk.

Changes

If we change this policy in a way that matters, we'll tell existing customers through the assistant or by email before it takes effect.