Privacy Policy

Privacy Statement and Cookies Policy

Last updated: 12/2023.

1. Introduction:

KOKO values your privacy and the trust you place in us by sharing your personal information. Our Privacy Statement and Cookie Policy outline our commitment to safeguarding your data and the ways we use it. By using our website https://ko-ko.app/ and our App, you consent to the practices detailed herein.

“Personal Information” pertains to any data that can identify a person, either directly or indirectly, such as names, email addresses, physical addresses, online identifiers, and other contact or personal details.

We explain the nature of personal information collected when you use our services, which encompasses our website, apps, support, marketing, initiatives, and any interactions with ust through various communication channels. We also explain our use of Cookies to enhance your user experience.

We urge you to review this Privacy Statement and Cookie Policy thoroughly to understand how we handle your Personal Information. Your trust is very important to us and we are dedicated to being transparent in protecting your privacy.

2. What information do we collect?

When you interact with our Platform, we obtain a variety of information:

2.1. Information you provide voluntarily:

Signup information: When signing up for the KOKO platform, you will give details such as your name, email address, phone number, physical or mailing address, business name, industry type, your business service offerings, working hours, and staff members.
Customer or Staff information: Upon your consent, you might import contact details of staff or customers to KOKO for scheduling appointments. This includes names, contact numbers, email addresses, physical addresses, and a photo.
Staff Profiles: KOKO account holders can create profiles for their colleagues or organizational members. They might provide their names, contact details, and brief descriptions for KOKO customers. If you receive an invitation but do not want to be a KOKO user, contact the inviter for other ways to manage your appointments.
Personal information: This is data that you choose to share during registration, subscriptions, and when using our services, including details entered into our booking platform and those in your comments and reviews. You might voluntarily share sensitive data relevant to the services you are requesting or reviewing.
Job Application data: If you apply for a job at KOKO via our platform or other channels like recruitment agencies, you might share personal and potentially sensitive information. However, refrain from sharing unnecessary sensitive details.
Online Payment information: When you are using our online payment facility, we may store (via ourselves or our appointed payment processor) your credit and debit card details on a secure and encrypted basis.
Communication: If you reach out to us through various mediums, like the platform, email, phone, SMS, or social media, we log the communication, storing the content, contact details, and our responses.

2.2. Information collected automatically:

Cookies: Cookies are small data files that are automatically saved on your device. They might record websites that you visit but they do not contain personal details like a name or address. KOKO uses cookies for a tailored experience. If you are registered with KOKO, cookies recognize you on your return. For a more enhanced experience, cookies might track how users discover and navigate our website. To decline cookies, adjust your browser settings.
Device Data: Upon visiting KOKO’s website or by using our App, some device-specific details might be automatically logged. This could be data about your device, browser, IP address, location, and other relevant information.
Analytics and Web Behavioural Data: KOKO employs third-party services, e.g. Google Analytics, to understand user behavior. This could track data like demographics or user activity. Opting out of such tracking is possible, which is detailed in this statement
Platform Usage Data: This encompasses details about your activity on our platform, such as device and browser details, IP address, location, date and time of visit, referral sources, navigation paths, and interactions like the services you viewed.

3. Protection of your personal information:

The transmission of information via the internet is not completely secure. While we will do our best to protect your Personal Information, we cannot guarantee the security of your data transmitted to our Platform. Any transmission is at your own risk. Once we have received your Personal Information, we use strict procedures and security features in relation to that data. We follow generally accepted industry standards to protect the personally identifiable information that is submitted to us. For instance, all credit and debit card information is encrypted. However, no method of transmission is fully secure. Therefore, KOKO does not guarantee any confidentiality or privacy with respect to any of your personal information. KOKO does not assume any liability to third parties whose information you include on the Platform. Please keep your username and password secure.

4. Information relating to children:

KOKO’s services, platform and communications whether educational or marketing in nature are not directed at children under eighteen years of age. We do not knowingly collect personal information from children under eighteen. If we obtain actual knowledge that a child under eighteen has provided personal information to us, we will promptly delete that information. Please report any suspected instances to info@ko-ko.app.

5 How do we use your personal information?:

Generally, we use Personal Information to provide you with the services and products you request, process payment, provide customer service, deliver our content and ads which we think may be of interest to you, for customer research, to send you marketing and promotional emails and to notify you about important changes to our Platform.

We also use your Personal Information for the following purposes

5.1. Platform related services:

Connecting and booking appointments with customers online.
Understanding and improving KOKO through surveys, beta testing and analytics.
Issuing service-related communications like appointment reminders, changes in platform configurations, and transactional details.
Sending promotional communications regarding our offerings. You can opt-out of this anytime. More details are available in the “Your rights in relation to your personal information” section.
Assisting in technical support by using your provided details.
Complying with legal processes, protecting your rights, and meeting tax requirements.

5.2. Contractual fulfillments:

Sending information about requested services (such as appointment reminders) by email, SMS and push notification.
Facilitating bookings, processing payments, and addressing your queries.
Responding to your questions and concerns.
Managing your KOKO account.

5.3.To conduct our business and pursue our legitimate interests:

Maintaining platform security and to prevent fraud, security incidents and other crime.
To verify compliance with our terms and conditions and for the establishment, exercise or defense of legal claims.
Personalized marketing notifications based on your usage and other site interactions.
Internal research for business performance enhancement.
Addressing any questions or complaints about our platform or services.
Researching the market and conducting consumer surveys.
Promoting partner products or services and using reviews for advertising campaigns.
Processing job applications, assessments, and interviews for potential employment at KOKO.

5.4. Where you give us consent:

To notify you about new KOKO services and special offers we think you may find valuable, for example via email and displaying advertising on third party websites such as Facebook (where consent is required)
To send you information about competitions and surveys and details of promotional offers of our Partners and about other selected third parties’ goods or services, for example those of health, beauty, leisure and lifestyle brands by email and as push notifications via the App.
To pass your personal information to our Partners and other selected third parties’, to enable them to send you information about their goods and services on their behalf.
To place cookies and use similar technologies in accordance with the Cookies section of this Privacy Statement and the information provided to you when those technologies are used.
To use customer communications for training, record-keeping and quality control purposes.
On other occasions where we ask for your consent, we will use the data for the purpose which we explain at that time.

5.5. Legal and regulatory requirements:

Assisting government or law enforcement authorities during investigations.
Adhering to legal, regulatory, and compliance requirements.

6. Online communication for online service delivery:

At KOKO, we offer a comprehensive communication solution which includes video and audio calls, as well as file sharing capabilities. This solution streamlines communication between service providers (“Partners”) and service seekers (“Customers”). Given the nature of some services that Partners offer, it is common for sensitive information, such as medical records, financial information, and other personal data, to be exchanged between parties.

This is how we handle and protect your sensitive data:

End-to-end encryption: All communication, whether it be a video call, audio call, or file transfer, is encrypted end-to-end, ensuring that only the parties that are communicating with each other can access the shared information.
Limited data retention: KOKO retains data only for the necessary duration, post which, any sensitive data exchanged is automatically purged from our servers, unless required for regulatory or legal reasons.
Access controls: Only users who have been authenticated can initiate or receive communications on our platform. Additionally, all service providers (“Partners”) are verified professionals, ensuring integrity and trustworthiness of our platform.
User consent: Before any sensitive information is shared, both parties are required to acknowledge and provide explicit consent. Users have the right to revoke this consent and request data deletion at any point.
Regular audits and updates: KOKO regularly reviews its data protection and conducts periodic security audits to ensure compliance with the highest industry standard and privacy guidelines. By using KOKO’s communication feature, users agree to the exchange of information in line with the purpose of service delivery or communication, always with an emphasis on data privacy and security. We encourage users to remain cautious and avoid sharing unnecessary personal and sensitive information.

7. Withdrawing consent or objecting to direct marketing:

Wherever we rely on your consent, you will always be able to withdraw that consent, although we may have other legal grounds for processing your data for other purposes, such as those set out above. In some cases, we are able to send you direct marketing without your consent, where we rely on our legitimate interests. You have an absolute right to opt-out of direct marketing at any time. You can do this by following the instructions in the communication where this is an electronic message, or by contacting us using the details set out below.

If you would like to unsubscribe from receiving communications which KOKO sends you, you can do so by clicking the “unsubscribe” button at the bottom of email communications which we send you or alternatively by contacting us at info@ko-ko.app.
If you would like to unsubscribe from receiving communications which are sent by Partners and other third parties, please contact the Partner or third party directly.
If you would like to no longer receive push notifications via the App, you can do so by revoking push notifications permission for the Apps in your phone’s operating system settings.

8. Compliance with laws, regulations and request:

KOKO may share your data if we believe disclosure is reasonable and necessary to comply with laws, regulations, legal requests, judicial requests, or governmental requests, and to enforce or investigate possible violations of our Terms and Conditions or this Privacy Statement, or otherwise address security or technical issues that may lead to possible violations.

With your consent. We may share some or all of your information to any other third party with your affirmative consent. For instance, we display personal testimonials of satisfied customers in addition to other endorsements. With your consent we may post your testimonial along with your name. If you wish to update or delete your testimonial, you may contact us at info@ko-ko.app.

9. Your rights in relation to your personal information:

In regard to personal information we hold about you, you are entitled to:

Access your data: Request a copy of your personal information and view or change the information that you have provided by logging into your account.
Modify or correct data: Correct any inaccuracies in your personal information. Send such a request to info@ko-ko.app, and KOKO will fulfill the request within 30 days.

Delete data: Submit a request to erase all personal information or to restrict the processing of your personal information. As a KOKO user, you can manually delete individual profiles or customers. If a customer requests their data deletion, you can also forward this request to KOKO’s privacy team at info@ko-ko.app.

Data portability: Obtain personal data that you have provided to us in a structured, machine-readable format and request us to transfer this to another organization. You can also request historical records or any other data that KOKO maintains by sending an email to info@ko-ko.app.
Unsubscribe and notifications: You can opt-out from KOKO’s promotional and educational emails via the “unsubscribe” link in every email footer. You can continue to receive essential emails like appointment confirmations and payment receipts. You can modify some notification settings in your account.

Cookies and Third-Party Analytics: You can disable or restrict cookies via browser setting and you can opt-out of Google Analytics by using the provided browser too. More on Google’s privacy policy can be found on their website.
End-user Opt-Out: If you wish to exercise GDPR (General Data Protection Regulation) rights regarding customer information, reach out directly to the company to which you provided your personal information. It is important to note that your rights might be limited in certain situations. For example, fulfilling your request would disclose personal information about another person, or if there is a legal or other compelling reason. If you believe that your personal information has been mishandled, you are entitled to file a complaint with the supervisory authority. However, we urge you to contact us first. For any rights that you wish to exercise, please contact us at info@ko-ko.app. Please note that no financial information will be provided without proper verification.

10. What about links to other websites?:

There may be links to third-party websites from KOKO. We do not control these third-party websites, and we are not responsible for their use of personal information. Often, links to other websites are provided solely as pointers to information on topics that may be beneficial to users of our platform.

It is important to note that our Privacy Statement ceases to be in effect once you leave our Platform via a link. Your browsing and interaction on any other website, even those with a link from our Platform, fall under that website’s specific rules and policies. We strongly advise you to familiarize yourself with the privacy practices of any linked site and always review their rules and policies before proceeding.

11. Digital Interactions and User Generated Content:

Our Platform allows users to submit their own content. Please remember that any content submitted to our Platform can be viewed by the public, and you should be cautious about providing certain personal information, for example, financial information or address details via our Platform. We are not responsible for any actions taken by other individuals if you post personal information on one of our social media platforms, e.g. Facebook or Instagram. Please also refer to the respective privacy and cookie policies of the social media platforms you are using.

12. Retention of Data

KOKO will generally retain your information for as long as reasonably necessary to provide services to you, and to comply with applicable laws. After you deactivate your account, KOKO will continue to retain copies of information to comply with our legal obligations (for example, maintaining records of payments made to KOKO for tax and financial auditing purposes).

13. Changes to our Privacy Statement and Cookie policy:

If we change our privacy statement and Cookie policy, we will post a notification on our website and you will receive an in-app notification of this change. Your continued use of our Platform constitutes your acceptance of the updated Privacy Statement and Cookie Policy. We will post the date of the latest revision at the top of this page to help you identify if any changes have been made since your last visit. We encourage you to review this policy regularly to stay informed

14. Contact us:

If you have any questions about our Privacy Statement and Cookie policy, please send an email to info@ko-ko.app. The examples contained in this Privacy Statement and Cookie Policy are illustrative and are not intended to be exhaustive.

15. Our policy on Cookies:

Our Platform uses standard technologies including cookies and similar tools including web server logs, web beacons, tokens, pixel tags, local storage, device identifiers and tracking IDs (together referred to as “Cookies” in this Privacy Statement) to enhance your user experience, improve our site and provide tailored offers on KOKO.

15.1. List of Cookies:

Strictly Necessary Cookies: These cookies are necessary for the website to function and cannot be switched off in our system. They are usually only set in response to actions made by you which amount to a request for services, such as setting your privacy preferences, logging in or filling in forms. You can set your browser to block or alert you about these cookies, but some parts of the site will then not work. These cookies do not store any personally identifiable information.
Performance Cookies: These cookies allow us to count visits and traffic sources so we can measure and improve the performance of our site. They help us to know which pages are the most and least popular and see how visitors move around the site. All information that these cookies collect are aggregated and therefore anonymous. If you do not allow these cookies we will not know when you have visited our site, and will not be able to monitor its performance.
Functional Cookies: These cookies enable the website to provide enhanced functionality and personalisation by remembering your preferences and settings. They may be set by us or by third party providers whose services we have added to our pages. If you do not allow these cookies then some or all of these services may not function properly.
Marketing Cookies: These cookies may be set through our website by our advertising partners. They may be used by those companies to build a profile of your interests and show you relevant adverts on other sites. They do not store directly personal information, but are based on uniquely identifying your browser and internet device. If you do not allow these cookies, you will experience less targeted advertising.

15.2. How to manage your Cookie settings:

You can decide to accept, reject or customize your cookie preferences. Although rejecting cookies might affect the platform’s functionality. You can adjust your preferences by using our cookie consent banner or by adjusting the setting directly within your browser.