Privacy Policy
Effective Date: 21 June 2025
1. Introduction
Kai ("we", "our", "us") is a software-as-a-service platform that helps knowledge workers stay in flow by connecting information from multiple providers—such as Jira, Gmail, Slack, and others—into a single agentic feed. We run primarily on Google Cloud Platform (GCP) and leverage OpenAI models to enrich and automate your workflows. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you use Kai (the "Service"). We are a small team and we are not a data broker.
2. What We Mean By Personal Data
"Personal Data" means any information that identifies or can reasonably be linked, directly or indirectly, to an individual, including names, email addresses, usage logs, and any data pulled from connected providers.
3. Information We Collect
3.1 Account & Profile Data
When you create or administer an account we collect your name, email address, company name, and optional profile details such as avatar and job role.
3.2 Provider Data
To deliver the feed we retrieve data—messages, issues, comments, files, and related metadata—from the third-party providers you explicitly connect (e.g., Jira, Gmail, Slack). We access only the scopes required for the features you enable and never act on your behalf without your instruction or prior consent.
3.3 Usage Data
We automatically collect diagnostics about how the Service is accessed and used, including IP address, browser type, timestamps, feature interactions, and in-app events. This helps us improve reliability and user experience.
3.4 Cookies & Tracking Technologies
Kai uses session cookies and similar technologies to keep you signed in, remember preferences, and compile usage analytics. You can disable cookies in your browser, but parts of the Service may stop working.
4. How We Use Information
- Provide, operate, and maintain the Service
- Process and route data between your connected providers
- Generate agentic summaries and automations via OpenAI models
- Personalize content and prioritization in your feed
- Monitor, debug, and enhance performance and security
- Communicate product updates, billing notices, and support messages
- Comply with legal obligations and enforce our Terms of Service
5. Legal Bases (EEA & UK Users)
We process Personal Data only when one or more of the following applies: (a) you have given consent; (b) it is necessary to perform our contract with you; (c) it serves our legitimate interests that are not overridden by your rights; (d) we must comply with a legal obligation.
6. Data Storage & Security
All data is encrypted in transit (TLS 1.2+) and at rest using GCP-managed encryption keys. Provider tokens are stored using Google Secret Manager. We follow industry best practices—including least-privilege access, regular penetration testing, and continuous monitoring—to keep your information safe. Despite our efforts, no system is 100 % secure, and we cannot guarantee absolute security.
7. Data Retention
We keep your Personal Data only as long as your account is active or as needed to provide the Service and meet legal requirements. You can request deletion at any time; however, some records (e.g., billing invoices) may be kept for statutory periods.
8. Sharing & Disclosure
We do not sell or rent your data. We share information only:
- With cloud sub-processors (e.g., Google Cloud, OpenAI) strictly to run the Service
- With analytics providers to understand product usage (aggregated, anonymized)
- With authorities when required by law or to protect rights and safety
- In connection with a corporate transaction, subject to confidentiality
9. International Transfers
Kai is operated from the United Kingdom, but our infrastructure may reside in other jurisdictions. When we transfer data outside your region, we rely on Standard Contractual Clauses or equivalent safeguards.
10. Your Rights
You have the right to access, correct, export, or delete your Personal Data, object to or restrict processing, and withdraw consent at any time. To exercise these rights, email founders@hellok.ai. We will respond within 30 days.
11. Children
Kai is not directed at children under 13, and we do not knowingly collect their data. If you believe a child has provided us Personal Data, please contact us so we can delete it.
12. Changes to This Policy
We may update this Privacy Policy from time to time. We will post any modifications on this page and, if changes are material, notify you via in-app notice prior to the new policy taking effect.
13. Contact Us
Questions or concerns? Reach out at founders@hellok.ai.