Kreedl – Privacy Policy

This Privacy Policy explains how Kreedl ("we," "us," or "our") collects, uses, shares, and protects personal data when you visit kreedl.com, communicate with our AI agents, or use our related services. It also describes your rights and choices under applicable data-protection laws, including the EU GDPR and UK GDPR.

1. Who We Are

Kreedl is operated by KREEDL s.r.o. Kreedl is an AI platform that processes and enriches rental applicant data primarily for property operators and letting agents, helping them qualify, shortlist, and engage with relevant tenants efficiently and transparently.

2. Our Role – Controller and Processor

Kreedl acts in two different roles depending on the data involved.

• Kreedl as data controller: We are the controller for a limited set of data that we determine the purposes and means for, namely account and contact data of property operators and their staff, billing data, website and product analytics, and our own marketing communications. This Privacy Policy governs that data.
• Kreedl as data processor: When property operators use the Services to qualify, shortlist, screen, communicate with, or otherwise process the personal data of applicants, prospective tenants, and residents, the property operator is the controller (or "owner") of that personal data, and Kreedl processes it on the operator's behalf and only on their documented instructions, solely to provide the Services.

If you are an applicant or tenant and you want to exercise your rights over your personal data, you may contact us at [email protected] and we will direct your request to the relevant property operator (the controller) or assist them in responding, as required by law.

3. What Data We Collect

We collect and process data necessary to operate and improve the Kreedl platform, including:

A. Account & Contact Data

Name, email, company, role, and communication history.

B. Rental Listing & Applicant Information

Details about the property and listing, as well as applicant information such as income, employment status, move-in date, household composition, references, and any supporting documents submitted.

C. Voice & Communication Data

Audio recordings, transcripts, or summaries from phone calls, WhatsApp, or other communication channels used with Kreedl. These may include applicant qualification calls, viewing confirmations, or automated AI call analyses. Recordings are processed to extract structured information (e.g., applicant name, qualification details, sentiment, action items) and improve tenant matching. Where required by law, a recording and AI disclosure is provided before recording begins.

D. Messaging & Integration Data

When you connect Kreedl to third-party messaging and collaboration platforms, we collect and process data from those channels:

• Slack: Messages, commands, file attachments, and metadata sent to or from the Kreedl bot within your Slack workspace. Kreedl does not access channels or conversations where it has not been explicitly invited.
• Telegram: Messages, commands, and file attachments exchanged with the Kreedl bot. Kreedl does not access your other Telegram conversations.
• WhatsApp: Messages, voice notes, and file attachments sent to the Kreedl WhatsApp number. Conversations are processed via the WhatsApp Business API.
• Email (Gmail and other providers): Emails forwarded to or sent by Kreedl, including attachments, headers, and metadata. Kreedl only processes emails explicitly routed to it; it does not scan your inbox.

E. CRM & Productivity Tool Data

When you connect your CRM or productivity tools, we may access and sync:

• Applicant and pipeline records (e.g., from Notion, Airtable, HubSpot, or Salesforce).
• Calendar events and scheduling data from Google Calendar for viewing briefings and automatic scheduling.
• Contact records, notes, and tags associated with applicants or listings in your pipeline.

Kreedl only accesses data within scopes you explicitly authorize during integration setup. You can revoke access at any time through your account settings or by contacting [email protected].

F. Usage & Technical Data

Device type, IP address, browser version, access timestamps, and interactions with the platform, emails, or chatbots.

G. Payment Data

Billing and subscription information (handled securely via Stripe or other payment providers).

We do not collect special-category data (e.g., health, religion, ethnicity) unless you voluntarily provide it.

4. How We Use Data

We process personal data for the following purposes:

• To operate and maintain the Kreedl platform.
• To enable property operators to view and analyze applicant information that matches their letting criteria.
• To match applicants with relevant listings through AI enrichment and natural language processing.
• To transcribe and analyze voice recordings for insights and applicant qualification.
• To deliver notifications and messages via connected channels (Slack, Telegram, WhatsApp, email).
• To sync applicant and pipeline data with your connected CRM or productivity tools.
• To schedule viewings and send pre-viewing briefings based on your connected calendar data.
• To improve accuracy, relevance, and overall platform performance.
• To communicate updates, confirmations, and product-related messages.
• To comply with legal obligations (e.g., billing, accounting, fraud prevention).

AI outputs are for informational purposes only and should not be relied upon for legal, financial, or letting advice.

5. Automated Processing, Profiling & AI Decision Support

Kreedl uses AI to qualify, score, rank, and shortlist applicants for property operators. We want to be transparent about how this works and about your rights.

• These features are decision-support tools. The property operator makes the final letting decision with human review. Kreedl does not make solely automated decisions that produce legal or similarly significant effects (such as the approval or denial of housing) about an individual.
• Ranking and qualification are based on letting criteria set by the operator (such as income, move-in date, and references), not on protected characteristics. Property operators are responsible for ensuring their criteria and decisions comply with fair housing and anti-discrimination laws.
• Where automated processing or profiling is used, individuals have the right to obtain human intervention, to express their point of view, and to contest a decision. To exercise these rights, contact the relevant property operator, or contact us at [email protected] and we will route your request.
• Where the EU AI Act applies to the use of AI in the rental context, Kreedl works with operators to support human oversight, logging, and transparency obligations.

6. How We Use AI Models & Training Data

We use AI models (our own and those of trusted providers) to deliver the Services. To improve accuracy and performance, we may use anonymized or aggregated data that can no longer identify an individual. We do not use identifiable applicant or tenant personal data to train general-purpose models without a valid legal basis, and we will honor operator instructions and applicable opt-outs regarding the use of their data for model improvement.

7. Data Storage and Sharing with Property Operators

Kreedl shares applicant data only as necessary to deliver the service:

• If you submit an inquiry as a tenant applicant, your qualification information may be shared with the relevant property operator or letting agent for shortlisting.
• Property operators only receive applicant data for listings they manage or are authorized to manage.
• You can modify your sharing preferences or request deletion at any time by contacting [email protected].
• Kreedl does not guarantee that data sharing will result in tenant placement, viewings, or specific outcomes.

We collect and store the following materials provided or generated during your use of the platform:

• Audio recordings and transcripts of calls conducted via Kreedl tools or integrated communication services.
• Uploaded listing materials and related documents (e.g., applicant references, payslips).
• Emails, phone numbers, and associated metadata necessary to maintain context between applicants and property operators.
• Messages and file attachments exchanged via Slack, Telegram, or WhatsApp integrations.
• CRM records, calendar events, and pipeline data synced from connected productivity tools.

All such materials are stored securely and used solely for matching, enrichment, and communication purposes described in this Policy.

8. Cookies, Tracking, and Analytics

A. Types of Cookies We Use

• Essential cookies: Required for basic site functionality, authentication, and security. These cannot be disabled.
• Analytics cookies: We use PostHog (self-hosted / EU-based) to collect anonymized usage data, including page views, session recordings, and custom events (e.g., qualified visits).
• Marketing cookies: If you arrive via a paid campaign (e.g., LinkedIn Ads), we may use cookies to measure ad performance and attribute conversions. These are only set with your consent.

B. Session Recording

Kreedl uses PostHog session recording to observe how users interact with the platform. Session recordings may capture mouse movements, clicks, scrolls, and page content. We filter out bot traffic and short sessions. Recordings do not capture passwords or payment information. You may opt out through our cookie banner, your browser settings, or by contacting us.

C. Managing Cookies

We present a cookie consent banner on first visit so you can accept or reject non-essential cookies. You can also manage or disable non-essential cookies through your browser settings. Disabling certain cookies may affect the functionality of kreedl.com. We respect Do Not Track (DNT) browser signals where technically feasible.

D. Third-Party Tracking

We may use third-party services for advertising measurement (e.g., LinkedIn Insight Tag). These services may set their own cookies subject to their respective privacy policies. We do not share personally identifiable information with advertising platforms beyond what is necessary for conversion tracking.

9. Legal Bases (EU & UK GDPR)

We process data based on the following legal grounds:

• Contractual necessity – to provide you or property operators with access to the Kreedl platform.
• Consent – for sharing data with property operators, processing recordings, setting non-essential cookies, and marketing communication.
• Legitimate interest – for platform improvement, letting analytics, and fraud prevention.
• Legal obligation – for compliance with accounting, billing, or regulatory requirements.

You may withdraw consent at any time without affecting the legality of prior processing.

10. Data Retention

We retain personal data only for as long as necessary to provide the service, comply with legal requirements, or for platform analytics.

• Voice recordings and transcripts are retained for 12 months and may be anonymized for model improvement after that.
• Messages and files received via Slack, Telegram, or WhatsApp integrations are retained for as long as your integration remains active. When you disconnect an integration, associated messaging data is queued for deletion within 30 days.
• CRM sync data is retained while the integration is active. Disconnecting the integration stops syncing; you may request deletion of previously synced records.
• Cookie and analytics data (including session recordings) is retained for up to 12 months, after which it is automatically deleted or anonymized.
• Billing and legal data are stored according to statutory retention periods.

When you delete your account or request deletion, your data is erased or anonymized unless required by law.

11. Children's Data

The Services are intended for users who are at least 18 years old. We do not knowingly collect personal data from children under 18. If you believe a child under 18 has provided us with personal data, please contact [email protected] and we will delete it as quickly as possible.

12. Security

We use encryption, access controls, secure storage, and regular audits to protect your data. All communications between Kreedl and third-party integrations are encrypted in transit using TLS/SSL. API tokens and credentials for connected services are stored securely and are never exposed to end users. While no system is entirely secure, we promptly notify affected users and authorities in case of a data breach as required by law.

13. Your Rights

Under the EU and UK GDPR, you have the right to:

• Access, correct, or delete your data.
• Object to or restrict processing.
• Withdraw consent at any time, including consent for cookies and analytics tracking.
• Request data portability.
• Obtain human intervention regarding, and to contest, automated decisions or profiling that significantly affect you.
• Disconnect any third-party integration and request deletion of all data collected through that integration.
• Lodge a complaint with your local data protection authority. In the Czech Republic this is the Office for Personal Data Protection (ÚOOÚ). In the UK this is the Information Commissioner's Office (ICO).

To exercise your rights, contact [email protected]. We will respond within one month, as required by GDPR. This period may be extended by two further months where necessary, in which case we will inform you. If you are an applicant or tenant whose data is controlled by a property operator, we may direct your request to that operator.

14. International Data Transfers

Kreedl stores and processes most data within the European Union. If transfers outside the EEA or UK occur (e.g., via service providers), we ensure adequate protection through Standard Contractual Clauses (SCCs), the UK International Data Transfer Addendum, or equivalent legal mechanisms. This includes transfers to the following US-based providers:

• Anthropic (Claude AI) – for AI-powered analysis and natural language processing.
• OpenAI – for AI analysis and document parsing.
• ElevenLabs – for AI voice calls and transcription.
• Twilio – for WhatsApp Business API and SMS communication.

15. Third-Party Services

We work with trusted partners for payments, hosting, analytics, AI processing, and communication, including:

• Stripe – payment processing and subscription management.
• Anthropic (Claude) – AI analysis, scoring, and natural language processing.
• OpenAI – AI analysis and document parsing.
• ElevenLabs – AI voice calls and transcription.
• Twilio – WhatsApp Business API and messaging infrastructure.
• PostHog – product analytics and session recording (self-hosted / EU-based).
• Google Calendar – viewing scheduling and calendar sync.
• Slack, Telegram – messaging integrations.
• Notion, Airtable – CRM and pipeline sync.
• LinkedIn – advertising measurement and conversion tracking.
• AWS (Amazon Web Services) – cloud hosting and file storage (S3).

All third parties act under strict data-processing agreements and cannot use your data for their own purposes. Where we engage a new provider that processes personal data on behalf of property operators, we will notify affected operators in advance. Kreedl does not sell your personal data.

16. Changes to This Policy

We may update this Privacy Policy from time to time to reflect legal, operational, or product-related changes. If changes are significant, we will notify users via email or an in-product notice. Continued use of Kreedl after the effective date means you accept the updated Policy.

17. Contact

For privacy questions, data requests, or consent changes, contact: