Last Updated: October 1, 2025
1. Introduction
Welcome to Kaoohi. We are committed to protecting your privacy and ensuring you have a positive experience when using our platform and services. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI-powered Kompanion services.
By using Kaoohi, you agree to the collection and use of information in accordance with this Privacy Policy. If you do not agree with our policies and practices, please do not use our Services.
2. Information We Collect
2.1 Information You Provide to Us
- Account Information: Name, email address, password, profile picture, and company information
- Billing Information: Payment card details, billing address (processed securely through our payment processors)
- Profile Data: Preferences, settings, and customization choices for your Kompanions
- User Content: Messages, documents, files, and any content you create or upload to use with Kompanions
- Communications: Support requests, feedback, and correspondence with our team
2.2 Information Collected Automatically
- Usage Data: How you interact with Kompanions, features used, time spent, and workflow patterns
- Device Information: IP address, browser type, operating system, device identifiers
- Cookies and Tracking: Session data, preferences, and analytics (see our Cookie Policy)
- Performance Data: Error logs, system diagnostics, and performance metrics
2.3 Information from Third Parties
- OAuth Providers: Profile information from Google, LinkedIn, or other authentication services
- Integration Data: Information from connected services (Google Calendar, WhatsApp, LinkedIn, etc.)
- Payment Processors: Transaction confirmations and payment status
3. How We Use Your Information
We use the information we collect for the following purposes:
3.1 Providing Services
- Create and manage your account
- Enable your Kompanions (Kai, Koda, Kira, Knox) to perform tasks and automation
- Process payments and manage subscriptions
- Provide customer support and respond to inquiries
- Fulfill your requests and execute your instructions
3.2 Improving and Personalizing Services
- Personalize your Kompanion experience based on your preferences
- Analyze usage patterns to improve our platform
- Develop new features and functionality
- Train and improve our AI models (using aggregated, anonymized data)
3.3 Communications
- Send service-related notifications and updates
- Provide marketing communications (with your consent, where required)
- Notify you of changes to our services or policies
3.4 Security and Compliance
- Detect and prevent fraud, abuse, and security incidents
- Comply with legal obligations and enforce our Terms of Service
- Protect the rights and safety of our users and the public
4. How We Share Your Information
We do not sell your personal information. We may share your information in the following circumstances:
4.1 With Your Consent
We share information when you explicitly authorize us to do so, such as when connecting third-party integrations.
4.2 Service Providers
We work with trusted third-party service providers who assist us in operating our platform:
- Cloud Infrastructure: Hosting and data storage providers
- Payment Processors: Stripe, PayPal, and other payment gateways
- Analytics Providers: Usage analytics and performance monitoring
- AI Services: Machine learning and natural language processing providers
- Communication Services: Email delivery and customer support platforms
All service providers are bound by confidentiality obligations and may only use your information to perform services on our behalf.
4.3 Team Members
If you are part of a team account, certain information may be visible to other team members according to their roles and permissions.
4.4 Legal Requirements
We may disclose information if required to do so by law or in response to:
- Valid legal processes (subpoenas, court orders)
- Government or regulatory requests
- Protecting our rights, property, or safety
- Preventing fraud or security threats
4.5 Business Transfers
In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity.
5. Data Security
We implement industry-standard security measures to protect your information:
- Encryption: All data is encrypted in transit (TLS/SSL) and at rest (AES-256)
- Access Controls: Strict role-based access with multi-factor authentication
- Regular Audits: Security assessments and vulnerability testing
- Monitoring: 24/7 security monitoring and incident response
- Secure Infrastructure: Enterprise-grade cloud hosting with SOC 2 compliance
While we strive to protect your information, no method of transmission over the internet is 100% secure. You are responsible for maintaining the confidentiality of your account credentials.
6. Data Retention
We retain your personal information for as long as necessary to provide our Services and fulfill the purposes outlined in this Privacy Policy.
- Active Accounts: We retain data while your account is active
- Closed Accounts: After account deletion, we may retain certain data for 30 days to allow for recovery, then permanently delete it
- Legal Obligations: Some data may be retained longer to comply with legal, accounting, or regulatory requirements
- Aggregated Data: Anonymized, aggregated data may be retained indefinitely for analytics and improvements
7. Your Rights and Choices
Depending on your location, you may have certain rights regarding your personal information:
7.1 Access and Portability
- Request a copy of your personal information
- Export your data in a machine-readable format
7.2 Correction and Update
- Update or correct inaccurate information through your account settings
- Request corrections to information you cannot update yourself
7.3 Deletion
- Request deletion of your personal information
- Delete your account through account settings
- Note: Some information may be retained as required by law
7.4 Objection and Restriction
- Object to certain processing activities
- Request restriction of processing in certain circumstances
7.5 Withdraw Consent
- Withdraw consent for marketing communications
- Opt-out of non-essential cookies
- Disconnect third-party integrations
To exercise these rights, please contact us at privacy@kaoohi.com. We will respond to your request within 30 days.
8. International Data Transfers
Kaoohi operates globally, and your information may be transferred to and processed in countries other than your country of residence. These countries may have data protection laws that differ from those in your country.
When we transfer data internationally, we ensure appropriate safeguards are in place, such as:
- Standard Contractual Clauses approved by the European Commission
- Data Processing Agreements with service providers
- Compliance with applicable data protection regulations (GDPR, CCPA, etc.)
9. Children's Privacy
Kaoohi is not intended for children under the age of 16. We do not knowingly collect personal information from children under 16. If you are a parent or guardian and believe your child has provided us with personal information, please contact us immediately.
If we discover we have collected information from a child under 16, we will promptly delete such information from our systems.
10. Third-Party Links and Integrations
Our Services may contain links to third-party websites, applications, and services, and may integrate with platforms such as:
- Google (Calendar, Gmail, Drive)
- LinkedIn
- WhatsApp
- Other productivity and communication tools
These third parties have their own privacy policies, and we are not responsible for their practices. We encourage you to review the privacy policies of any third-party services you connect to Kaoohi.
11. Cookies and Tracking Technologies
We use cookies and similar tracking technologies to enhance your experience, analyze usage, and provide personalized content. For detailed information about the cookies we use and your choices, please see our Cookie Policy.
12. AI and Machine Learning
Kaoohi uses artificial intelligence and machine learning to power your Kompanions. Here's how we handle AI-related data:
- Training Data: We may use aggregated, anonymized interaction data to improve our AI models. Personal information is not used for training without explicit consent.
- Your Content: Content you create or process with Kompanions remains yours. We do not use your specific content to train models available to other users.
- Kompanion Personalization: Your Kompanions learn from your interactions to better serve you. This learning is specific to your account and not shared with other users.
13. California Privacy Rights (CCPA)
If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):
- Right to know what personal information is collected, used, shared, or sold
- Right to delete personal information
- Right to opt-out of the sale of personal information (Note: We do not sell personal information)
- Right to non-discrimination for exercising your CCPA rights
To exercise these rights, contact us at privacy@kaoohi.com or call us at the number provided in the Contact section.
14. European Privacy Rights (GDPR)
If you are located in the European Economic Area (EEA), United Kingdom, or Switzerland, you have rights under the General Data Protection Regulation (GDPR):
- Right of access to your personal data
- Right to rectification of inaccurate data
- Right to erasure ("right to be forgotten")
- Right to restriction of processing
- Right to data portability
- Right to object to processing
- Right to withdraw consent
- Right to lodge a complaint with a supervisory authority
Our legal basis for processing your information includes:
- Contract Performance: Processing necessary to provide our Services
- Consent: Processing based on your explicit consent
- Legitimate Interests: Processing necessary for our legitimate business interests
- Legal Obligations: Processing required to comply with applicable laws
15. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors.
When we make material changes, we will:
- Update the "Last Updated" date at the top of this policy
- Notify you via email or through our Services
- Provide a prominent notice for significant changes
Your continued use of our Services after changes become effective constitutes acceptance of the updated Privacy Policy.
16. Contact Us
If you have questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:
- Email: privacy@kaoohi.com
- Data Protection Officer: dpo@kaoohi.com
- Website: https://kaoohi.com/contact
For GDPR-related inquiries, you may also contact our EU representative at eu-privacy@kaoohi.com
By using Kaoohi's Services, you acknowledge that you have read, understood, and agree to this Privacy Policy and our handling of your personal information as described herein.