Privacy Policy

KAIROVEL
PRIVACY POLICY
Effective Date: February 26, 2026
Version 1.0

PRIVACY AT A GLANCE
Kairovel collects account information, usage data, audio (only when activated by you), screen content (only when activated by you), and any documents you choose to upload. We use this data solely to provide AI assistance, generate transcripts and summaries, and improve the Service. We do not sell your personal data to any third parties under any circumstances. Your data is stored on secured cloud infrastructure protected by encryption. You have the right to access, correct, delete, and receive a portable copy of your data at any time. The Service is not intended for users under 13 years of age. For questions or requests regarding your data, please contact us through our website at kairovel.com.
NOTICE: This Privacy Policy is subject to change at any time. We will notify users of material changes by updating the Effective Date above and, where appropriate, providing additional notice. Your continued use of the Service following any changes constitutes your acceptance of the updated Privacy Policy.

1. INTRODUCTION AND SCOPE
Kairovel ("Company", "we", "us", "our") is committed to protecting your privacy and personal information. This Privacy Policy ("Policy") explains how we collect, use, disclose, store, protect, and otherwise process information about you when you use the Kairovel desktop application, website at kairovel.com, and all related services (collectively, the "Service").
This Policy applies to all users of the Service globally. It is designed to comply with applicable privacy laws and regulations, including but not limited to the General Data Protection Regulation (GDPR), the California Consumer Privacy Act (CCPA), and other applicable data protection laws.
Kairovel is a neutral AI productivity tool. We collect and process data solely to provide the Service to you. We do not make judgments about the contexts in which you use the Service. Your responsibility for ensuring your use is appropriate in your specific context is governed by our Terms and Conditions.
By using the Service, you acknowledge that you have read and understood this Privacy Policy and consent to the data practices described herein. If you do not agree with this Policy, please discontinue your use of the Service immediately.

2. INFORMATION WE COLLECT
2.1 Information You Provide Directly
When you create an account or use the Service, we may collect:
• Account Registration Information: Email address, username, and authentication credentials
• Profile Information: Any optional profile details you choose to provide
• Payment Information: Billing details processed through our secure third-party payment processors (we do not store complete payment card information)
• Communications: Messages, feedback, support requests, or other communications you send to us
• Uploaded Content: Documents, files, resumes, notes, and other materials you upload to the knowledge base feature
2.2 Information Collected Through Your Use of the Service
When you use Kairovel's features, we collect:
• Audio Data: When you activate the microphone feature, we capture and process audio from your device for transcription and AI assistance purposes. Audio is processed only when the feature is explicitly activated by you
• Screen Content Data: When you activate screen context features, we may analyze visible content on your screen to provide contextually relevant assistance. Screen processing occurs only upon your explicit activation
• Session Data: Information about your sessions including timestamps, duration, topics discussed, and generated content such as transcripts, summaries, and notes
• Transcript Data: Text transcriptions generated from audio captured during active sessions
• AI Interaction Data: Your queries, prompts, and interactions with the AI assistant
2.3 Automatically Collected Technical Information
We automatically collect certain technical information when you use the Service:
• Device Information: Operating system, device type, hardware identifiers, and system configuration
• Log Data: IP address, access times, pages viewed, features used, errors encountered, and other diagnostic information
• Usage Analytics: How you interact with features, frequency of use, and performance metrics
• Crash Reports: Diagnostic data when the application experiences errors or crashes

3. HOW WE USE YOUR INFORMATION
We use the information we collect for the following purposes:
3.1 Service Provision and Core Functionality
• To authenticate your identity and manage your account
• To process audio, screen content, and documents to provide AI-powered assistance
• To generate transcripts, summaries, notes, and action items from your sessions
• To maintain your personal knowledge base and session history
• To respond to your queries and provide contextual AI responses
3.2 Service Improvement and Development
• To analyze usage patterns and improve the accuracy and quality of AI features
• To identify and fix technical issues, bugs, and performance problems
• To develop new features and capabilities based on user behavior and feedback
• To conduct research and analysis to enhance the Service
3.3 Communications and Support
• To respond to your support requests and inquiries
• To send you important service notifications, updates, and security alerts
• To communicate changes to our Terms, Privacy Policy, or features
• To send marketing communications where you have provided consent (you may opt out at any time)
3.4 Legal and Safety
• To comply with applicable laws, regulations, and legal obligations
• To enforce our Terms and Conditions and protect our legal rights
• To prevent fraud, abuse, and unauthorized access to the Service
• To protect the safety and security of our users and third parties

4. AUDIO AND SCREEN DATA — SPECIAL PROVISIONS
4.1 Audio Processing
Kairovel's core functionality includes real-time audio capture and processing. We treat audio data with the highest level of sensitivity and apply the following specific protections and practices:
• Audio capture is activated ONLY when you explicitly enable the microphone feature
• Audio is processed for the sole purpose of providing transcription and AI assistance to you
• We do not use your audio data to train general AI models without your explicit consent
• You may disable audio capture at any time through the application settings
• Session recordings and transcripts are stored securely and accessible only to you
4.2 Screen Content Processing
When screen context features are enabled:
• Screen capture occurs only when you explicitly activate this feature
• Screen content is analyzed solely to provide relevant AI assistance
• We implement measures to avoid unnecessary capture of sensitive visual information
• You maintain full control over when screen context features are active
4.3 Your Recording Responsibilities
You are solely responsible for ensuring that your use of Kairovel's audio capture and recording features complies with all applicable laws in your jurisdiction and the jurisdiction of any other parties to a conversation. Kairovel does not assume responsibility for your compliance with local recording consent laws.

5. DATA SHARING AND DISCLOSURE
5.1 We Do Not Sell Your Data
Kairovel does not sell, rent, or trade your personal information to third parties for their marketing or commercial purposes. Your data is not a product we sell.
5.2 Service Providers and Processors
We may share your information with trusted third-party service providers who assist us in operating the Service, subject to strict confidentiality obligations. These may include:
• AI model and language model providers for processing queries and generating responses
• Cloud infrastructure and hosting providers for secure data storage and processing
• Transcription service providers for audio-to-text conversion
• Payment processors for handling subscription billing securely
• Analytics providers for understanding usage patterns (with anonymized data where possible)
• Customer support platforms for managing support communications

All service providers are bound by data processing agreements that restrict their use of your data to providing services to us.
5.3 Legal Requirements
We may disclose your information if required to do so by law or in good faith belief that such disclosure is necessary to: (a) comply with a legal obligation or governmental request; (b) protect and defend the rights or property of Kairovel; (c) prevent or investigate possible wrongdoing in connection with the Service; (d) protect the personal safety of users or the public; or (e) protect against legal liability.
5.4 Business Transfers
In the event of a merger, acquisition, reorganization, bankruptcy, or sale of all or a portion of our assets, your information may be transferred to the acquiring entity. We will provide notice before your information is transferred and becomes subject to a different privacy policy.

6. DATA RETENTION
We retain your information for as long as necessary to provide the Service and fulfill the purposes described in this Policy, unless a longer retention period is required or permitted by law.
• Account Information: Retained for the duration of your account and for a reasonable period thereafter to allow for account reactivation or to resolve disputes
• Session Data and Transcripts: Retained until you delete them or close your account
• Audio Data: Raw audio may be processed and then deleted after transcription is complete, depending on your settings
• Usage Logs: Retained for a limited period for security and diagnostic purposes
• Payment Records: Retained as required by applicable financial regulations

You may request deletion of your data at any time as described in Section 8 below. Upon account deletion, we will delete or anonymize your personal information within a reasonable period, except where retention is required by law.

7. DATA SECURITY
We implement and maintain reasonable and appropriate technical and organizational security measures designed to protect your information against unauthorized access, disclosure, alteration, and destruction. These measures include:
• Encryption of data in transit using industry-standard TLS/SSL protocols
• Encryption of sensitive data at rest
• Access controls limiting employee access to personal data on a need-to-know basis
• Regular security assessments and monitoring
• Secure development practices and code review processes

However, no method of transmission over the Internet or method of electronic storage is completely secure. While we strive to use commercially acceptable means to protect your information, we cannot guarantee absolute security. You acknowledge that you provide your information at your own risk.
In the event of a data breach that affects your personal information, we will notify you and applicable authorities as required by applicable law.

8. YOUR RIGHTS AND CHOICES
Depending on your location and applicable law, you may have the following rights regarding your personal information:
8.1 Access and Portability
You have the right to request access to the personal information we hold about you and to receive a copy of your data in a structured, machine-readable format where technically feasible.
8.2 Correction and Rectification
You have the right to request correction of inaccurate or incomplete personal information we hold about you. You may update certain account information directly through the application settings.
8.3 Deletion
You have the right to request deletion of your personal information, subject to certain exceptions (such as legal retention requirements or legitimate business interests). You may delete specific sessions directly through the application. To request full account deletion, contact us at the contact form on our website.
8.4 Restriction and Objection
You may have the right to restrict or object to our processing of your personal information in certain circumstances, including for direct marketing purposes.
8.5 Opt-Out of Marketing
You may opt out of receiving marketing communications from us by following the unsubscribe instructions in any email we send, or by contacting us directly. Note that you may still receive transactional and service-related communications.
8.6 Exercising Your Rights
To exercise any of these rights, please contact us at the contact form on our website. We will respond to your request within the timeframe required by applicable law (typically within 30 days). We may need to verify your identity before processing your request.

9. INTERNATIONAL DATA TRANSFERS
Kairovel operates globally and your information may be transferred to, stored, and processed in countries other than your country of residence, including countries that may not provide the same level of data protection as your home country.
By using the Service, you consent to the transfer of your information to countries outside your country of residence, including the United States. Where required by applicable law, we will implement appropriate safeguards for international data transfers, such as standard contractual clauses approved by relevant data protection authorities.

10. CHILDREN'S PRIVACY
The Service is not directed to children under the age of thirteen (13) years old, or the applicable age of digital consent in your jurisdiction. We do not knowingly collect personal information from children under 13. If you are a parent or guardian and believe your child has provided us with personal information, please contact us immediately at the contact form on our website so we can take appropriate action, including deleting such information.

11. THIRD-PARTY LINKS AND SERVICES
The Service may contain links to third-party websites, applications, or services that are not operated by Kairovel. This Privacy Policy does not apply to those third-party services. We encourage you to review the privacy policies of any third-party services you access through or in connection with the Service. We are not responsible for the privacy practices of third parties.

12. COOKIES AND TRACKING TECHNOLOGIES
We and our service providers may use cookies, pixel tags, web beacons, and similar tracking technologies on our website and in our application for the following purposes:
• Authentication and security: To identify you when you log in and maintain your session
• Preferences: To remember your settings and preferences
• Analytics: To understand how users interact with our Service
• Performance: To monitor and improve the performance of our Service

You may control cookie settings through your browser preferences. However, disabling certain cookies may affect the functionality of the Service.

13. CHANGES TO THIS PRIVACY POLICY
WE RESERVE THE RIGHT TO MODIFY THIS PRIVACY POLICY AT ANY TIME. We will indicate changes by updating the "Effective Date" at the top of this Policy. For material changes, we will provide more prominent notice, which may include email notification or an in-app notice.
YOUR CONTINUED USE OF THE SERVICE AFTER ANY CHANGES TO THIS PRIVACY POLICY CONSTITUTES YOUR ACCEPTANCE OF THE REVISED POLICY. If you do not agree with the revised Policy, you must stop using the Service. It is your responsibility to review this Policy periodically.
We encourage you to review this Privacy Policy regularly to stay informed about our data practices. The most current version will always be available at our website.

14. CALIFORNIA PRIVACY RIGHTS (CCPA)
If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):
• Right to Know: The right to know what personal information we collect, use, disclose, and sell
• Right to Delete: The right to request deletion of your personal information
• Right to Non-Discrimination: The right not to receive discriminatory treatment for exercising your privacy rights
• Right to Opt-Out: The right to opt out of the sale of personal information (note: we do not sell personal information)

To exercise your California privacy rights, contact us at the contact form on our website.

15. GDPR RIGHTS (EEA AND UK USERS)
If you are located in the European Economic Area (EEA) or the United Kingdom, you have rights under the General Data Protection Regulation (GDPR) or UK GDPR, including the right to lodge a complaint with your local supervisory authority.
Our legal bases for processing your personal data include: (a) performance of a contract with you; (b) our legitimate interests in providing and improving the Service; (c) your consent where required; and (d) compliance with legal obligations.

16. CONTACT INFORMATION AND DATA CONTROLLER
If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us through our official website at kairovel.com. We will make reasonable efforts to respond to all privacy-related inquiries within thirty (30) days or within the timeframe required by applicable law.