Who we are
Runova is the trading name of Mr Abdigani Mohamed, a sole trader based in Bristol, United Kingdom. Runova provides an AI-powered Instagram receptionist that answers enquiries and helps book appointments for UK aesthetics clinics.
Runova is registered with the UK Information Commissioner's Office (ICO). For the personal data described in this policy, Runova acts as a data controller for our own business contacts (for example, people who book a demo), and as a data processor when we handle Instagram messages on behalf of a clinic. In the processor relationship, the clinic is the data controller and we process data only on their documented instructions.
What data we collect
1. Website and demo enquiries
When you contact us or book a demo, we collect the information you give us, which typically includes:
- Your name and the name of your clinic or business
- Your email address and phone number
- Any details you choose to include in your message
When you browse runova.agency, we also collect limited analytics data (such as pages visited and approximate location) using Google Analytics, but only after you accept analytics cookies via our cookie banner. If you decline, no analytics cookies are set.
2. Instagram DM data processed for clinic clients
When a clinic uses Runova, our system connects to that clinic's Instagram account and processes the direct messages (DMs) sent to it. This may include:
- The content of messages sent by members of the public to the clinic
- The sender's Instagram username or display name
- Contact details a sender chooses to share (such as a phone number or email) and any booking or treatment enquiry information
- The AI-generated replies and a record of the conversation
We only process this data to operate the receptionist service for that specific clinic. We do not use the content of clinic DMs to build profiles, to market to those individuals ourselves, or for any purpose other than delivering the service to the clinic.
How we use your data
- Demo and enquiry data is used to respond to you, arrange and run demos, and provide and support the service. Our lawful basis is legitimate interest and, where relevant, steps taken at your request to enter into a contract.
- Instagram DM data is used solely to read incoming enquiries, generate helpful replies, and help the clinic manage and book appointments. We process this data on behalf of the clinic under our contract with them. The clinic is responsible for the lawful basis on which those individuals' data is handled.
- Analytics data is used to understand how visitors use our website so we can improve it. This only happens with your consent.
We never sell personal data, and we never share it with third parties except the trusted infrastructure providers needed to run the service (described below) or where we are required to by law.
How we store and protect your data
Data is held in secure, access-controlled cloud infrastructure. Each clinic's data is logically isolated from every other clinic's, so one clinic can never see another's messages or contacts.
All data is encrypted in transit and at rest. Access is restricted to authorised systems and personnel on a need-to-know basis, and administrative access is protected by strong authentication.
To deliver the service we rely on a small number of reputable sub-processors, including cloud hosting and database providers, automation tooling, and the AI model provider that generates replies. These providers process data under their own security and data-protection commitments and only to the extent needed to run Runova. Where data is transferred outside the UK, we ensure appropriate safeguards (such as UK-approved standard contractual clauses) are in place.
How long we keep it
- Demo and enquiry data: retained for up to 12 months after our last contact, unless you become a client or ask us to delete it sooner.
- Clinic and Instagram DM data: retained for the duration of the clinic's contract with Runova, plus a short period (typically 30 days) afterwards, then deleted. Clinics can ask us to delete data at any time.
- Analytics data: retained in line with our analytics provider's standard retention settings.
UK GDPR compliance and your rights
Runova is committed to complying with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Under this legislation you have the right to:
- Access the personal data we hold about you
- Have inaccurate data corrected
- Have your data erased ("right to be forgotten")
- Restrict or object to how we process your data
- Request a portable copy of your data
- Withdraw consent at any time, where processing is based on consent
If your personal data was collected by Runova on behalf of a clinic (for example, a message you sent to a clinic's Instagram), you can contact us and we will help route your request to the relevant clinic, who is the controller for that data.
We aim to respond to any request within one month. If you are not satisfied with how we handle your data, you have the right to complain to the ICO at ico.org.uk or by calling their helpline.
Cookies
We use essential cookies to make the site work, and optional analytics cookies (Google Analytics) that are only set if you accept them via our cookie banner. You can change your choice at any time by clearing cookies in your browser and reloading the site.
Contact us
For any privacy question, or to exercise any of your rights, contact us at:
Email: runova.ai3@gmail.com
Data controller: Mr Abdigani Mohamed, trading as Runova
Location: Bristol, United Kingdom
Changes to this policy
We may update this policy from time to time. When we do, we will revise the "Last updated" date at the top of this page. We encourage you to review it periodically.