Privacy & cookies

1. Who we are

KWM Systems is a trading name of KING WEB MEDIA LTD, a company registered in England and Wales (company number 17483413), whose registered office is at 124 City Road, London, EC1V 2NX. We used to trade as King Media.

For the information we collect about our own enquiries, customers and business contacts, we decide how it’s used, which makes us the controller under UK data protection law. When we run a website or a service for a business, such as hosting its website or answering its calls, we handle its customers’ information on that business’s behalf, which makes us its processor (see section 5).

2. When you contact us or request a demo

When you ask for a quote: your name, business name, email address, phone number (if you give it), your type of business, the services you’re interested in, and anything else you tell us.
When you request a website demo: your name, business name, email address, phone number (if you give it), how many pages you think you need, what you need (including any booking, payment or shop details), your message, and any files you send us, such as your logo or photos.
When you email us: your email address and whatever you write to us.

We use this to reply to you, build your demo, send you quotes and talk through whether our services would suit your business. Our forms briefly keep a scrambled (hashed) version of your IP address to stop spam.

3. Payments and agreements

Payments are handled by Stripe, a secure payment provider. We see that you’ve paid, but we never see or store your full card details. Receipts and card statements may show our former name, King Media.

If you sign an agreement online, we keep the name and position you type to sign, the plan you choose, the date and time, your IP address and browser, and a copy of exactly what you signed, as a record of the contract.

4. When you’re our customer

We keep your contact and business details, the emails and messages we exchange, the content you ask us to put on your website or social media, your service settings (such as your working hours, approved wording and where summaries should go), records of what we’ve set up and changed, and usage figures.

5. If you contacted one of our clients

We host websites and run services for small businesses: an AI receptionist for out-of-hours calls, website enquiry forms, social media management and, for some, a tailored Business OS. If you visited one of those websites, contacted one of those businesses, or bought from them, we may handle your information on their behalf. That business is the controller of your information, and its own privacy notice explains how it uses it. We act only on its instructions.

Depending on the service, this can include:

what you enter in a form on a website we host for them;
your name, phone number, the area or postcode of the job, what the job is, how urgent you said it was, and when you’d like a call back (AI receptionist);
comments and messages you send to the business’s Facebook, Instagram or Google Business Profile pages, which we may read and, on some plans, reply to using wording the business has approved (social media management);
photos of work the business has done, which might show a property;
for a business with a KWM Business OS, the details you give that business (for example in an enquiry, a call or a booking) as they pass through the tools we set up and run for it.

Our AI receptionist tells callers that it’s an AI assistant. We don’t record calls by default: the conversation is turned into text so a summary can be written, and we set our suppliers to keep that for the shortest time they allow. If you’d like to see, correct or delete your information, contact the business you dealt with. If you contact us instead, we’ll pass your request to them straight away.

6. Contacting businesses about our services

We may contact businesses whose details are publicly listed, for example on Google Maps. We use the business name, phone number, address, the contact’s name if it’s listed, and notes of our conversations. Before we call, we check the number against the Telephone Preference Service and the Corporate Telephone Preference Service. We don’t send marketing emails or texts to sole traders or partnerships unless they’ve agreed to them. If you ask us not to contact you, we’ll stop and keep a note so we don’t contact you again.

7. Why we use it

To reply to you, build your demo and send you quotes, because you’ve asked us to, as a step before a possible contract.
To build, host and look after your website, and to set up and run your services, because we need to in order to deliver our contract with you.
To keep business and accounting records, because the law requires it.
To keep a reliable record of who signed an agreement for a business and when, to protect our website and services from spam and misuse, to count visits to our website so we can improve it, and to contact businesses about our services, because we have a legitimate interest in doing so. You can object to this at any time.

We never sell your information or use it for anything you wouldn’t expect. We don’t use our clients’ customers’ information to train AI, and we choose supplier settings that stop our suppliers doing so.

We only share information with services we need to run the business: our website hosting, our email (Microsoft 365) and our payment provider (Stripe). To run our services for clients, we also use telephone, text message, email, automation and AI providers, and we post to social media platforms (Meta and Google) on our clients’ behalf, where their own terms apply. Our providers may only use the information to provide their service to us. Before our AI receptionist, enquiry setup and social media services go live, we’ll list these providers on this page, with what each one does and where it processes information. People who make sales calls for us see only the contact details they need. We don’t share information with anyone else unless the law requires it.

9. Information sent outside the UK

Some of our providers are based in, or process information in, other countries, including the United States. Where that happens, we rely on the safeguards UK law requires, such as the UK–US “data bridge” for providers certified under it, or UK-approved data transfer contracts.

10. How long we keep it

Website demo requests: if you start a request but don’t pay, it’s deleted automatically, usually within 2 days. Copies of requests and files on our website’s server are deleted automatically after about 90 days.
Enquiries: if we don’t end up working together, we delete your enquiry and any files from our email within 12 months.
Signed agreements: if you sign but don’t pay, we delete the signed copy and its signing record after 12 months.
Our clients’ customers: callback summaries, enquiries and message records are kept only as long as the client needs them. Our default is to delete them from our systems 90 days after they’re sent to the client, and message logs after 12 months. Photos sent to us for social media posts are deleted from our storage within 30 days of being posted, unless the client asks us to keep them for future posts.
Customers: for as long as we work together, then for 6 years after our agreement ends, for accounting and legal reasons. Then we delete it.

11. Your rights and complaints

You can ask us for a copy of your information, ask us to correct or delete it, object to how we use it, or ask us to limit its use. Email info@kwmsystems.com and we’ll respond within one month.

If you’re unhappy with how we’ve handled your information, please tell us first by emailing the same address with “Complaint” in the subject line. We’ll acknowledge your complaint within 30 days and look into it properly. You can also complain to the UK data protection regulator, the Information Commission (ICO), at ico.org.uk or on 0303 123 1113.

12. Cookies, visit counting and browser storage

This website doesn’t use cookies for analytics or advertising, and it doesn’t load scripts, fonts or images from other companies. Even our fonts are served from our own site.

Visit counting. To see which pages are useful and improve the website, we count visits on our own server. When you open a page, your browser tells us which page it was, the website you came from (just its address, such as google.com), and whether you’re on a phone, tablet or computer. We also count when a quote request is sent, a demo request is started or a demo fee is paid. We add these to daily totals. We don’t use cookies for this, we don’t store your IP address or anything else that could identify you, and we don’t share the totals with anyone. We keep the daily totals for 13 months. If your browser sends a Global Privacy Control or Do Not Track signal, we don’t count your visits. You can also switch counting off on this device at any time:

We store a few small items in your browser only when they’re needed, listed below.

Browser storage used by this website
Name	What it does	Type	How long
kwm-notice	Remembers that you’ve seen our note about visit counting, so it isn’t shown again	Essential	Until you clear it
kwm-stats	Remembers that you switched visit counting off. Only set if you do.	Essential	Until you clear it
km-consent	Remembers your cookie choice, so we don’t keep asking	Essential	Until you clear it
km-motion	Remembers if you pressed “Pause motion”. Only set if you use it.	Essential	Until you clear it
km-star	Remembers the business name you tried in “See it with your name”. Only set if you choose “Accept all”.	Optional	Until you close the tab

The last three items are only used by some older pages, such as our concept websites. Like every website, our hosting provider keeps standard server logs (such as IP address, browser type and the pages requested) to keep the site secure; these are deleted automatically after a short period set by our host. If you choose to pay online, you’ll go to Stripe’s secure payment page, which has its own privacy notice. If we ever add advertising measurement, we’ll update this notice first and ask for your consent before it starts.

13. Keeping it safe

Our website is served over a secure connection (the padlock in your browser). We only keep the information we need, limit who can see it, and use strong passwords and two-step sign-in on the accounts that hold it. We never ask for, or keep, our clients’ social media passwords.

14. Changes to this notice

We’ll update this page when anything changes, and the date at the top shows when it was last updated.