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Legal
Effective 1 September 2026
Kingsman Software Services respects the privacy of website visitors, prospects, clients, and authorized client-portal users. This policy explains the information we process and the controls available to you.
We may collect contact and company details, project and support communications, website-chat transcripts, quotations and invoices, payment references and proof files, portal activity and security logs, and technical information such as IP address, browser, and device details. We do not intentionally collect card or wallet credentials through the client portal or chatbot.
We use information to respond to enquiries, deliver contracted services, operate client support and billing, prevent fraud and misuse, maintain audit records, comply with legal obligations, and improve our public website where analytics consent has been given.
Public-site analytics are optional and disabled until you consent. Secure client, document, admin, unsubscribe, and payment routes are excluded from analytics. You can clear or change your preference through your browser storage controls.
The website chatbot uses a self-hosted language model to prepare automated replies in English, ChiShona, or isiNdebele. It is restricted to Kingsman-related enquiries. Chat messages, the selected language, basic page context, safety signals, answer sources, and feedback are stored so the conversation can continue, be reviewed for quality and safety, and be transferred to a staff member when requested. Unrelated, abusive, secret-bearing, or instruction-bypass attempts may be blocked, recorded with sensitive details redacted, and reported to authorized administrators by dashboard and email alert. Google reCAPTCHA may automatically assess the first chat message to prevent automated abuse and may present a challenge when needed. An essential, secure chat-session cookie keeps you connected to your conversation and does not depend on analytics consent. Do not submit passwords, payment credentials, health records, or other highly sensitive information through chat.
Authorized portal users may use an account assistant that receives a limited summary of their organization’s projects, issued documents, and support tickets. The assistant cannot make account changes, approve work, authorize payment, or access another client’s records. Important decisions should be confirmed with a Kingsman team member.
Chat messages may be automatically classified by topic and apparent urgency to route them to an appropriate support queue. These classifications assist staff prioritization; they do not make legal, financial, employment, credit, or other decisions that produce significant effects. Staff can review and correct a classification.
Information may be processed by infrastructure, email, storage, payment, security, and professional-service providers used to deliver the service. Chat content is sent to our configured self-hosted AI service and may be reviewed by authorized staff. We limit access to what is needed and do not sell personal information.
We use access controls, private storage, encrypted transport, audit trails, expiring links, monitoring, and backup procedures. Website-chat records are normally scheduled for deletion after 180 days unless a shorter configured period applies, a conversation becomes part of a support or contractual record, or retention is required for security or legal reasons. Other information is retained only for operational, contractual, security, and legal requirements, after which it is deleted or anonymized where practical.
You may request access, correction, deletion, restriction, or a portable copy of personal information, subject to legal and contractual retention duties. The chat menu provides transcript download, immediate deletion where available, and a privacy-request workflow. You may also object to optional processing or withdraw analytics consent. We may retain a minimal record where necessary to document completion of a request or comply with law.
Send privacy questions or requests to info@kingsmansoftwares.co.zw. We may verify identity before releasing or changing account information.