Privacy Policy

1. Who we are

KAAL SYSTEMS TECH SOLUTIONS & CONSULTING (“Kaal Systems”, “we”, “us”) is a Technology Solutions & Consulting Office registered under the Municipality of Mogadishu (Dowladda Hoose ee Muqdisho) and operating from Kaaraan District (Waaxda Jabuuti), Mogadishu, Somalia. We are the data controller for the personal data described in this policy.

Kaal Systems operates AI messaging tools, including student tutoring bots delivered over the WhatsApp Business Platform (Meta Cloud API). Our flagship product, BaroBot AI, answers curriculum questions from students by text and by voice note inside WhatsApp. This policy covers those services and this website.

2. What data we collect

We deliberately collect the minimum needed to deliver a messaging service. Specifically:

• Your phone number (WhatsApp ID). We collect your phone number strictly for service delivery, identity management and message transmission — that is, to know which conversation is yours, to keep your learning history attached to the right account, and to route our reply back to you. It is not used for any other purpose.
• Your WhatsApp profile name, as supplied to us by the Meta Cloud API, so that the assistant can address you by name.
• Message content you send us — the questions you ask, including text messages and voice notes — because the assistant cannot answer a question it has not received.
• Learning progress, such as which topics you have practised and which answers were incorrect, so that follow-up practice can adapt to you.
• Subscription and billing status, where you pay for a service. Mobile-money transactions are processed by the mobile-money operator; we receive a confirmation and a reference, and we do not receive or store your PIN or full wallet credentials.
• Basic technical logs, such as message timestamps and error records, kept to diagnose faults and prevent abuse.

We do not ask for, and you should not send us, national identity numbers, medical information, precise location, or financial card details.

3. How we use your data

We use the data above only to:

• receive your question and transmit our answer back to you;
• maintain your account, subscription status and conversation continuity;
• generate tutoring responses, including spoken audio replies, and adapt practice material to your progress;
• provide customer support when you contact us;
• detect and prevent abuse, spam and security incidents, and meet legal obligations that apply to us.

4. Why we are allowed to process it

We process your data on the basis of your consent, which you give by messaging our WhatsApp number and starting a conversation, and on the basis of performing the service you have asked us for. Where a student is a minor, we expect a parent or guardian to consent to and supervise the use of the service. You can withdraw consent at any time — see section 8.

5. Third-party processing

Delivering an AI assistant over WhatsApp requires a small number of processors. Each acts on our instructions under a contract, and none is permitted to use your data for its own purposes.

Meta Platforms — WhatsApp Business Platform / Cloud API

Messages between you and Kaal Systems are transmitted through the Meta Cloud API. Message content is protected in transit by WhatsApp’s end-to-end encryption standards between your device and the Business Platform endpoint. Because we operate a business account, messages delivered to us are decrypted at that endpoint so the assistant can read and answer your question — this is inherent to how any WhatsApp business service works. Meta’s own handling of your data is governed by the WhatsApp Privacy Policy.

Serverless compute and AI model providers

Your question is processed on ephemeral serverless compute. The message is held in memory only for as long as the request takes to answer, and the payload is deleted once processing completes — no copy of the message body is written to the compute layer’s persistent storage. Where a third-party AI model generates the answer or the synthesised voice, the request is sent under a commercial agreement that prohibits the provider from training its models on your content and requires deletion after processing.

Mobile-money operators

Where you pay for a subscription, the mobile-money operator processes the payment under its own privacy terms. We receive only the transaction reference and its status.

Disclosure to authorities

We disclose personal data to a public authority only where we are legally compelled to do so, and we limit any such disclosure to what is strictly required.

6. How long we keep data

• Message payloads in processing: deleted immediately after the response is generated.
• Conversation history and learning progress: retained while your account is active, so the tutor can build on previous lessons, and deleted within 30 days of you closing your account or asking for deletion.
• Phone number and account record: retained while your account is active; deleted within 30 days of a deletion request.
• Technical and security logs: retained for up to 90 days, then deleted automatically.
• Billing records: retained for as long as applicable accounting and tax law requires.

7. How we protect data

We use encryption in transit (TLS) for all connections, encryption at rest for stored records, access controls that limit staff access to those who need it for support, and audit logging of administrative access. No system is perfectly secure; if a breach affects your personal data, we will notify affected users and the relevant authority without undue delay.

8. Your rights: opt-out and data deletion

You are in control of your data. At any time you may:

• Opt out of messaging by replying STOP in the WhatsApp conversation. We will stop sending you messages immediately.
• Delete your conversation history by replying DELETE in the conversation, or by emailing info@kaalsystems.com from the address associated with your account.
• Request full deletion of your account, including your phone number and all learning history, by emailing info@kaalsystems.com. We complete verified deletion requests within 30 days and confirm in writing when it is done.
• Request a copy of your data, or ask us to correct anything inaccurate, by emailing the same address.
• Withdraw consent entirely, which we treat as a deletion request.

We do not charge for these requests. We may ask you to confirm the request from the WhatsApp number on the account, so that nobody else can delete your data.

9. Children and students

BaroBot AI is an educational service used by school-age students. We collect only what section 2 lists, we never use student data for advertising, and we never disclose it to advertisers. A parent, guardian or school may request deletion of a student’s data on the student’s behalf by emailing info@kaalsystems.com.

10. International data transfers

We operate from Mogadishu, Somalia. Some of our processors — including the Meta Cloud API and our serverless compute providers — operate data centres outside Somalia. Where data is transferred internationally, we use providers that apply recognised safeguards and contractual protections consistent with this policy.

11. Changes to this policy

If we change this policy we will update the effective date at the top of this page. Where a change materially affects how we use your data, we will notify you in the WhatsApp conversation before it takes effect.

12. Contact us

For any privacy question, access request or deletion request, contact KAAL SYSTEMS TECH SOLUTIONS & CONSULTING at info@kaalsystems.com, or write to us at Kaaraan District (Waaxda Jabuuti), Mogadishu, Somalia. We respond to privacy enquiries within five business days.