Kings Distro Inc. · Kings Distro AI Manager

Last updated: September 16, 2026

Kings Distro Inc. (“Kings Distro,” “we,” “us”) operates Kings Distro AI Manager (the “Service”), a private WhatsApp assistant for our own business. People we have authorized (“Authorized Users”) message it. It uses AI to understand their messages, keeps track of tasks, and replies on WhatsApp. The Service is not offered to the public.

This policy explains what information the Service handles, how we use and share it, how long we keep it, and your choices. It covers only the Service. Our website and online store have their own Privacy Policy.

1. Information we collect

From Authorized Users

• Your user record: your WhatsApp number, name, role, and optional business email address, which we enter when we authorize you. It also holds the time of your latest message, which the Service uses to follow WhatsApp’s 24-hour messaging rule.
• Messages you send: the text, the time, WhatsApp’s message ID, the message type, and which message you replied to, if any. If you share an item without text, such as a location or a contact card, the details WhatsApp sends are stored with the message.
• Files you send: images, documents, audio (including voice notes), videos, and stickers, with each file’s name, type, size, and a digital fingerprint (hash). We accept only certain file types, up to a size limit, and never programs. We don’t store files we reject. For those, the message record keeps the file details WhatsApp sent and why the file was rejected.
• Messages we send you: replies, reminders, daily summaries, and alerts, plus the delivery status WhatsApp reports (sent, delivered, read, or failed).
• Content created from your messages: tasks and subtasks (titles, details, notes, due dates, and results such as drafts), approval requests and decisions, and “company memory” entries (rules, procedures, preferences, and contact notes you ask the Service to remember).
• Approval PIN: we store only a salted hash of your PIN. If you type your PIN in an approval message, we remove it from our copy of that message.

WhatsApp also sends us your WhatsApp profile name. The Service does not store it.

From people who are not Authorized Users

If someone who isn’t authorized messages the Service’s WhatsApp number, the Service doesn’t reply, doesn’t act on the message, and doesn’t download any attached files. It does keep a copy of the message, as WhatsApp delivered it, in its security log, which can’t be changed or deleted. That copy includes the sender’s phone number, the time, the message ID and type, any text or caption, and file details such as type and name. We use this copy only to protect the Service.

About other people

Messages, files, and memory entries from Authorized Users may mention other people, such as suppliers, customers, or business contacts. We handle that information like the rest of the content, for internal business purposes only.

Technical records

The Service keeps operational records of the background jobs it runs and the errors it hits. For each AI request, it records the AI service and model used, the request’s purpose and duration, how much text was processed, the outcome, and a one-way hash of the request. It does not keep the request itself. Server logs may include the network addresses of systems that connect to the Service.

2. How we use information

• To receive your messages, work out what you’re asking, and reply.
• To create and track tasks, remind you about due dates, and send a daily summary.
• To write drafts you ask for. Drafts go only to you, never to anyone else.
• To store files you send and attach them to tasks.
• To follow the company rules and preferences you’ve asked the Service to remember.
• To require an approval code (and, for the highest-risk actions, your PIN) before an action that needs approval runs, and to record each decision.
• To keep the Service secure and working, including investigating errors.
• To comply with the law.

We don’t sell personal information, use it for advertising, or build marketing profiles. The Service doesn’t train AI models on your information. Section 3 explains what Anthropic receives.

3. How the Service uses AI

The Service sends information to Anthropic, the company that makes the Claude AI models, so the AI can interpret messages and write replies and drafts. Depending on the request, this can include:

• your message, and the text of an earlier message you replied to;
• recent messages between you and the Service (currently up to 15);
• open tasks, summaries of pending approvals, and active company memory entries;
• the current date and time, and standing instructions that describe Kings Distro and name the owner the Service reports to;
• for an attached file, only its name, type, and size (the AI does not receive the file’s contents);
• for a task the Service completes itself, such as writing a draft, the task’s title, details, and notes;
• if the daily “top priorities” note is turned on, that day’s task summary.

Approval commands are masked, so the AI never sees approval codes or PINs. Simple commands such as HELP, STATUS, TASKS, and APPROVE are handled without AI.

The AI has no direct access to our database or systems. The Service checks every action the AI suggests against fixed rules before carrying it out. Even so, AI output can be wrong (see our Terms of Service).

Anthropic processes this information under the terms that apply to our Anthropic account and under its own privacy policy.

4. How we share information

We share information only with:

• Meta (WhatsApp), which carries messages and files between you and the Service and reports whether messages were delivered. Meta handles this information under its own terms and privacy policy.
• Anthropic, as described in Section 3.
• Hosting and network providers that run our server and carry its traffic, including Cloudflare.
• Advisers and authorities, when needed to comply with the law or legal process, or to protect rights, safety, or security.
• A successor business, if Kings Distro is involved in a merger, acquisition, or sale of assets. This policy will continue to apply to the information transferred.

5. Storage and security

We store information in a database and in file storage on a server located in the United States. The Service is intended for use in the United States. Meta and Anthropic may also process information in other countries under their own terms.

Our safeguards include:

• checking the digital signature on every notification from WhatsApp, and rejecting any that fail;
• acting only on messages from Authorized Users;
• keeping access keys and passwords in server settings, not in code or messages;
• checking each file’s real type, rejecting programs, capping file size, storing files under random names, and never opening or running them;
• storing the approval PIN only as a salted hash;
• a tamper-resistant security log that can’t be changed or deleted;
• a cap on how many messages the Service sends, and a command that pauses its work;
• limiting server access to people Kings Distro authorizes.

Information travels between WhatsApp, Anthropic, and our server over encrypted (HTTPS) connections. No system is completely secure, so we can’t guarantee absolute security.

6. How long we keep information

Information	How long we keep it
Messages, delivery statuses, and files	Until we no longer need them for our business, or until you ask us to delete them
Tasks, approvals, and company memory	As long as they are useful business records. You can ask us to remove your personal information from them.
Authorized User records	While you are authorized, and afterwards until you ask us to delete them
Security log and task history, including copies of messages from people who are not authorized	Permanently. These records can’t be changed or deleted.
Technical records (job queue, AI request records, server logs)	Until we no longer need them to run and secure the Service. Server logs are replaced automatically once they reach a size limit.
Backups	If we make backups, deleted information may remain in them until those backups are replaced.

We don’t delete information automatically after a fixed period. We may keep information longer if the law requires it or to resolve a dispute, and we may keep records that no longer identify anyone. Meta and Anthropic keep information according to their own policies.

7. Your choices and rights

• Access and correction. Ask us for a copy of your information, or to correct it, at support@kingsdistro.com.
• Deletion. Follow our Data Deletion Instructions.
• Stopping messages. Authorized Users can ask us to remove their number. The Service then stops acting on their messages and stops messaging them. Sending “STOP” to the Service pauses its work but does not remove your number.
• If you’re not authorized, the Service won’t reply to or act on your messages. You can also block the number in WhatsApp.
• Other rights. Depending on where you live, applicable privacy laws may give you more rights. These can include the right to know about, correct, or delete your information, and to appeal our decision on a request. We won’t discriminate against you for using them.

We may need to confirm your identity before acting on a request. We respond to requests within 45 days.

8. Children

The Service is a business tool for Authorized Users who are at least 18 years old. It is not directed to children, and we don’t knowingly collect personal information from children under 13. If you believe a child has sent information to the Service, contact us at support@kingsdistro.com and we will delete it.

9. Changes to this policy

We will update this policy when the Service changes, for example when we add features or providers, and we will revise the “Last updated” date. Before a significant change takes effect, we will tell Authorized Users through the Service or in another reasonable way.

10. Contact us

Kings Distro Inc.
9012 Hermitage Rd Suite A, Richmond, VA 23228, United States
Email: support@kingsdistro.com
Website: kingsdistro.com