Kota Holdings, LLC (“Kota,” “we,” “us,” or “our”) operates the website getkota.ai and provides AI-powered marketing, lead engagement, and automation services to businesses. This Privacy Policy explains what information we collect, how we use it, who we share it with, and the choices you have.
By using getkota.ai or our services, you agree to this Policy. If you do not agree, please do not use the site or our services.
01Scope: Two Different Roles
We handle personal information in two distinct capacities, and your rights differ depending on which applies:
As a business (data controller). When you visit getkota.ai, fill out a form, book a call, subscribe to our emails or texts, or become our client, we decide how your information is used. This Policy governs that information.
On behalf of our clients (data processor / service provider). When we run advertising, text messaging, email, review requests, or AI voice agents for a client business, we process information about that client’s leads and customers under the client’s instruction and under our contract with them. In those cases, the client’s own privacy policy governs, and we act only as their service provider. If you are a consumer who interacted with one of our clients and want your information accessed or deleted, contact that business directly — or contact us at info@getkota.ai and we will route your request.
02Information We Collect
Information you give us
- Name, business name, job title, email address, phone number, and mailing address
- Information you submit through contact forms, booking pages, questionnaires, or onboarding documents
- Billing and payment information (processed by our payment processor — we do not store full card numbers)
- Content you send us: messages, call recordings, uploaded sales recordings, documents, and account credentials or access you grant to third-party platforms
- Any other information you choose to provide
Information collected automatically
- IP address, browser type, device type, operating system, and general location derived from IP
- Pages viewed, referring URLs, time on site, clicks, and scroll behavior
- Cookies, pixels, and similar tracking technologies (see Section 7)
Information from third parties
- Advertising and analytics platforms (for example, Google, Meta) that report on campaign performance
- Data enrichment and lead sourcing providers
- Publicly available business information
- Our clients, who provide contact lists and customer data for us to process on their behalf
Calls, texts, and AI interactions
We use AI-powered voice agents and messaging systems. If you call, text, or are contacted through one of these systems, we may collect and retain:
- Call audio recordings and transcripts
- Text message content and metadata (timestamps, phone numbers, delivery status)
- Information you provide during the interaction, including scheduling details and answers to qualifying questions
Call recording notice. Calls may be monitored, recorded, and transcribed for quality assurance, training, and service delivery. Some states require all-party consent to record. Where required, you will be notified at the start of the call and may decline to be recorded or end the call.
AI disclosure. Some calls and messages are handled by an automated AI agent rather than a human. If you ask whether you are speaking with a person, our systems are configured to tell you truthfully.
03How We Use Information
We use information to:
- Provide, operate, and improve our services
- Respond to inquiries, schedule appointments, and deliver customer support
- Send transactional messages (confirmations, reminders, service notices)
- Send marketing communications where you have consented
- Process payments and manage billing
- Train and improve our internal scripts, prompts, and AI systems (using recordings and transcripts)
- Measure and optimize advertising performance
- Detect fraud, prevent abuse, and enforce our Terms
- Comply with legal obligations
We do not sell personal information for money. See Section 8 regarding advertising cookies and the broader definition of “sharing” under certain state laws.
04SMS and Text Messaging
Consent. By providing your mobile number and opting in, you consent to receive text messages from Kota at that number, including messages sent using an automated system. Consent is not a condition of purchase.
Message types. Depending on what you opt into, messages may include appointment confirmations and reminders, responses to inquiries, account and service notifications, and promotional offers.
Frequency. Message frequency varies, up to 30 messages per month.
Cost. Message and data rates may apply.
Opt out. Reply STOP to any message to unsubscribe. You will receive one confirmation message and no further messages unless you re-subscribe. Reply HELP for assistance, or contact us at info@getkota.ai.
Carriers. Carriers are not liable for delayed or undelivered messages.
No sharing of mobile opt-in data. No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Information sharing with subcontractors in support services, such as customer service or messaging infrastructure providers, is permitted. All other use case categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.
05Email Communications
You may opt out of marketing emails at any time using the unsubscribe link in any message or by emailing info@getkota.ai. We may still send transactional or service-related emails necessary to administer your account.
08Your Privacy Rights
California (CCPA/CPRA)
If you are a California resident, you may have the right to:
- Know what personal information we collect, use, and disclose
- Request deletion of your personal information
- Request correction of inaccurate information
- Opt out of the “sale” or “sharing” of personal information (including cross-context behavioral advertising)
- Limit use of sensitive personal information
- Not be discriminated against for exercising these rights
Our use of advertising cookies may qualify as “sharing” under California law. To opt out, adjust your cookie settings or email info@getkota.ai with the subject line “Do Not Sell or Share My Personal Information.”
Other U.S. states
Residents of states including Virginia, Colorado, Connecticut, Utah, Texas, Oregon, Montana, and Florida may have similar rights to access, correct, delete, and port their information, and to opt out of targeted advertising. You may also have a right to appeal a denied request. To exercise these rights, email info@getkota.ai.
EEA/UK (GDPR)
If you are in the European Economic Area or the United Kingdom, you may have rights of access, rectification, erasure, restriction, portability, and objection, and the right to lodge a complaint with your supervisory authority. Our legal bases for processing are consent, performance of a contract, legal obligation, and legitimate interests.
How to exercise your rights
Email info@getkota.ai. We will verify your identity before responding and will respond within the timeframe required by applicable law (generally 45 days). An authorized agent may submit a request on your behalf with proof of authorization.
09Data Retention
We retain personal information for as long as needed to provide services, maintain business records, resolve disputes, and comply with legal obligations.
Typical retention periods:
- Call recordings and transcripts: 36 months
- Marketing contact data: until you opt out plus 24 months
- Billing and tax records: 7 years or as required
- SMS consent records: 4 years
- Opt-out, unsubscribe, and do-not-contact records: retained for as long as necessary to keep honoring the request
Data processed on behalf of clients is retained and deleted according to our agreement with that client.
10Security
We use commercially reasonable administrative, technical, and physical safeguards to protect information, including encryption in transit, access controls, and vendor due diligence. No system is completely secure, and we cannot guarantee absolute security. If we become aware of a breach affecting your personal information, we will notify you as required by law.
11Health-Related Information
Some of our clients operate in healthcare-adjacent industries, including senior living and care services. If we process protected health information on behalf of a covered entity or business associate, we will do so under a Business Associate Agreement and in accordance with HIPAA. We do not otherwise seek to collect health information through getkota.ai, and we ask that you not submit medical details through our website forms.
12Children’s Privacy
Our site and services are intended for businesses and are not directed to children under 16. We do not knowingly collect information from children under 16. If you believe a child has provided us information, contact info@getkota.ai and we will delete it.
13Third-Party Links
Our site may link to third-party websites and platforms we do not control. This Policy does not apply to those sites, and we are not responsible for their practices.
14International Users
We operate in the United States and store data on servers located in the United States. If you access our services from outside the U.S., you understand that your information will be transferred to and processed in the United States, where privacy laws may differ from those in your country.
15Changes to This Policy
We may update this Policy from time to time. We will post the revised version here with an updated “Last Updated” date. Material changes will be communicated by email or a notice on the site. Continued use after the effective date constitutes acceptance.