What types of customer queries can iQanAI handle?

iQanAI handles the full range of sales conversations — from first-touch enquiries and product questions to objection handling, appointment booking, and follow-up sequences. It manages every interaction with natural, human-like responses designed to move prospects toward a decision.

Which platforms does iQanAI work on?

iQanAI works on WhatsApp, Instagram DMs, Facebook Messenger, and website chat. Growth and Pro plans include all social channels. The Starter plan includes WhatsApp and website chat.

How human-like are the conversations? Will it sound like a bot?

iQanAI is built for human-like conversation. It adapts its tone to match how each customer communicates, handles nuance, and responds naturally. It is not a decision tree or keyword matcher — it understands context and intent.

How long does it take to get iQanAI up and running?

Typically within minutes. You provide your business URL and iQanAI instantly reads your products, services, and pricing to build a custom sales agent. We handle the channel connections and configuration for you.

Can iQanAI book appointments directly inside the chat?

Yes. On Growth and Pro plans, iQanAI detects buying intent and books prospects directly into your calendar inside the conversation — no external links, no friction, no drop-off.

Can iQanAI handle outbound campaigns?

Both. iQanAI responds to all incoming messages automatically and can send proactive outbound messages, automated follow-up sequences, and comment-to-DM sequences on Instagram and Facebook. Available on Growth and above.

What kind of businesses does iQanAI work best for?

iQanAI works best for businesses that get leads through conversations — e-commerce brands, coaches, real estate agents, and high-ticket service businesses that rely on DMs, WhatsApp, or Instagram for sales.

Legal

Privacy Policy

Last updated: 29 June 2026 · Effective date: 29 June 2026

This Privacy Policy explains how iQimma Labs Ltd (trading as "iQanAI", "we", "us", "our") collects, uses, shares and protects personal data when you use our website, our application, our APIs, and the AI sales agent services we provide (the "Services").

Contents
1. Who We Are & Scope 2. Information We Collect 3. How We Use Information 4. AI Processing 5. Legal Bases 6. Sub-Processors & Sharing 7. International Transfers 8. Data Retention 9. Your Rights 10. Customers as Controllers 11. Cookies & Analytics 12. Marketing 13. Security 14. Children 15. Changes 16. Contact

1. Who We Are & Scope

iQimma Labs Ltd is a private limited company registered in England and Wales (company number 17305932), registered office International House, 55 Longsmith Street, Gloucester, GL1 2HT. We operate the iQanAI platform, which provides AI sales agents that engage with leads and customers across messaging channels including WhatsApp, Instagram, Facebook Messenger, Telegram, SMS and web chat.

We act as the Data Controller for personal data relating to our own customers' accounts, billing, support requests, marketing and website use. We act as a Data Processor for the personal data contained in the messages, contacts and conversations that our customers process through the Services on behalf of their own end users (see Section 10).

2. Information We Collect

Information you give us directly

Account information: name, email address, phone number, company name, role and billing details
Profile and settings: time zone, language, notification preferences
Workspace configuration: agent instructions, FAQs, knowledge base content, product information and integration settings
Communications with us: support messages, emails and any attachments you choose to share

Business data you process through the Services

Contacts you import or that arrive through inbound messages (name, phone, email, social profile identifiers and custom fields)
Conversation content across connected channels (text, voice notes, images, video and documents your end users send)
AI training resources you provide, such as FAQs, documents and product information

Payment information

When you subscribe to the Services or top up credits, payment is processed by our payment provider, Stripe. We do not store full card numbers. We retain a payment token, the last four digits of your card, the card brand and the billing address associated with your account.

Information from third parties

Authentication and profile data when you connect third-party accounts (for example, to enable calendar booking or to authenticate Instagram or Messenger)
Data about the pages and accounts you connect, including identifiers, names and messages directed to those accounts

Information we collect automatically

Usage data: pages visited, features used, actions taken, errors encountered
Device and connection data: IP address, browser type, operating system, referrer URL
Approximate (city-level) location derived from your IP address
Server logs and security events, including authentication attempts

3. How We Use Information

To provide, operate, maintain and improve the Services
To process AI conversations and media understanding (such as voice note transcription and image analysis) through our AI processing providers
To deliver and meter messages across supported channels
To provide customer support and respond to your requests
To process billing, manage your subscription and detect fraud
To secure the Services and prevent abuse and security incidents
To create aggregated, de-identified analytics that help us improve the Services
To send service emails, and, with your separate consent, marketing emails
To comply with legal obligations and respond to lawful requests

We do not sell personal data, and we do not share personal data with third parties for cross-context behavioural advertising.

4. AI Processing

In short: we do not use your data to train generally available AI models. AI conversations and media understanding are performed by third-party AI processing providers under enterprise terms that prohibit them from training their generally available models on your data.

The AI agent responds to inbound messages, generates content suggestions, scores and routes conversations, and can execute structured actions on behalf of the workspace owner. The AI does not make legally binding decisions about individuals. We provide a human-in-the-loop mode and recommend its use for high-value transactions and any interaction that materially affects a person's rights or significant interests.

5. Legal Bases (GDPR / UK GDPR)

Contract performance: processing necessary to provide the Services you have signed up for
Legitimate interests: security, fraud prevention, product improvement, defending legal claims, and business-to-business marketing (with an easy opt-out)
Consent: marketing emails, optional analytics and marketing cookies, and any processing where consent is required
Legal obligation: tax, accounting and other regulatory requirements that apply to us

We use carefully selected third-party service providers (sub-processors) to operate the Services. We require all sub-processors to enter into data protection agreements that meet the requirements of Article 28 of the UK GDPR and EU GDPR. Our sub-processors fall into the following categories:

Category	Purpose	Primary location
Cloud hosting & infrastructure	Hosting the platform, databases and supporting services	European Union
AI processing providers	Conversational AI and media understanding (transcription, image and video analysis)	EU / United States
Messaging & communications providers	Delivering and receiving messages across WhatsApp, Instagram, Messenger, SMS, Telegram and web chat	EU / United States
Payment processing (Stripe)	Subscription billing and payments	EU / United States
Analytics & product tooling	Usage analytics, search and supporting features	EU / United States

A current list of the specific sub-processors we use is available on request by contacting team@iqanai.com. We may also share personal data with professional advisors (legal, accounting, audit) under confidentiality obligations, and in connection with a merger, acquisition or sale of assets subject to appropriate protections.

7. International Transfers

Personal data processed through the Services is primarily processed within the European Union. Where personal data is transferred outside the European Economic Area or the United Kingdom, we rely on appropriate safeguards, including:

The European Commission's Standard Contractual Clauses (Decision 2021/914)
The UK International Data Transfer Addendum to the EU SCCs
Adequacy decisions, where available for the destination country

A summary of the safeguards we rely on is available on request.

8. Data Retention

Active account data: retained for the life of your account
Conversation and message data: retained in line with the configured retention period for your workspace; a default period applies where none is set
Financial records: retained as required by applicable tax and accounting law
Backups: retained for a limited period after deletion from active systems
Server logs and security events: typically retained for up to 12 months
Aggregated, de-identified analytics: retained indefinitely; this data does not identify any individual

When you cancel, you can export your data from your dashboard for 30 days, after which we delete Customer Data from active systems in the normal course and from backups within the retention windows above.

9. Your Rights

If you are in the United Kingdom, the European Economic Area or Switzerland, you have the right to: access your personal data; have inaccurate data corrected; have data erased (subject to legal limits); restrict or object to processing; data portability; and withdraw consent at any time without affecting prior processing.

To exercise these rights, contact team@iqanai.com. We respond within one month; for complex requests we may extend this by up to two further months and will tell you within the first month.

10. Customers as Controllers (Business Use)

When our business customers use iQanAI to communicate with their own end users, our customer is the Data Controller for that end-user data and iQanAI acts as the Processor. End users of a customer's deployment should consult that customer's own privacy policy for information about how their data is used. We process customer end-user data only on the customer's documented instructions and in line with the data processing terms set out in our Terms of Service.

11. Cookies & Analytics

We use cookies and similar technologies on our website for the following purposes:

Essential cookies: authentication, session management and security. Required for the Services to function
Functional cookies: remember your preferences such as language and settings
Analytics cookies: usage analytics, including aggregated metrics about how our website and Services are used. Set only with your consent
Marketing cookies: measuring marketing campaigns and conversions on our website. Set only with your consent

We use Google Analytics 4 to understand website usage, configured to anonymise IP addresses and with advertising data-sharing disabled. You are presented with a cookie banner on your first visit and can change your preferences at any time. We respect Global Privacy Control (GPC) signals where applicable.

12. Marketing Communications

We send marketing emails only with your consent, or where permitted for existing customers on a similar-product basis with an easy opt-out. Every marketing email contains an unsubscribe link, and you can manage your preferences at any time. Service emails (security alerts, billing notices and important account changes) are sent regardless of marketing preferences because they are necessary to operate the Services.

13. Security

We and our infrastructure providers use administrative, technical and physical safeguards to protect personal data, including:

Encryption in transit using TLS 1.2 or higher
Encryption at rest for sensitive fields, including credentials and integration tokens
Role-based access control on a least-privilege basis
Audit logging of administrative actions
Regular vulnerability scanning and periodic third-party penetration testing

No system can be completely secure. If we become aware of a personal data breach that is likely to result in a risk to your rights and freedoms, we will notify the relevant supervisory authority without undue delay and within 72 hours where required, and we will notify affected users where required, in line with the UK GDPR and EU GDPR.

14. Children

The Services are intended for business use only and are not directed to children. We do not knowingly collect personal data from anyone under the age of 16. If you believe a child has provided personal data to us, contact team@iqanai.com and we will delete it.

15. Changes to This Policy

We may update this policy from time to time. For material changes, we will provide reasonable notice by email or in-app notice before the changes take effect. For other changes, we will post the updated policy here with a revised "Last updated" date.

16. Contact

For privacy questions or to exercise your rights, contact us at team@iqanai.com. Please include enough information for us to verify your identity and act on your request.

iQimma Labs Ltd
International House, 55 Longsmith Street, Gloucester, GL1 2HT, United Kingdom
Company number: 17305932
Email: team@iqanai.com