Privacy Policy

Introduction

At Kivu, we take your privacy seriously. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our productivity platform and services.

Information We Collect

Personal Information

We collect information you provide directly to us, such as when you create an account, use our services, or contact us for support:

• Name and email address
• Calendar events and scheduling information
• Tasks, notes, and productivity data
• Communication preferences

Usage Information

We automatically collect certain information about your use of our services, including device information, log data, and usage patterns to improve our platform.

How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve our services
• Process transactions and send related information
• Send technical notices and support messages
• Respond to your comments and questions
• Develop new features and functionality
• Process data through AI services to provide intelligent features

Use of Artificial Intelligence (AI) Services

Kivu uses artificial intelligence throughout the experience, including for email organization, drafting, summarization, scheduling assistance, task automation, meal planning, and other features. These AI functions are core to how our service works, and using the service means this processing will occur.

To provide these features, we process the content you provide to us—including emails, calendar data, tasks, meal plans, health tracking data, attachments, and related metadata—and we send portions of this content to third-party AI providers for analysis and generation of responses, suggestions, and automations.

Important: Your data is processed by AI services to deliver Kivu's features, but is never used to train third-party AI models. Our AI vendors are contractually prohibited from using customer data for model training purposes.

Third-Party AI Providers

We rely on external AI services to process data and generate results. These may include providers such as OpenAI, Anthropic, Google, and similar companies. We do not list or commit to announcing every provider we may use. Our selection of providers may change over time as our technology evolves.

We require, through their standard enterprise or API contracts, that these providers:

• Use your data only to process your request and return results
• Do not use your data to train their generalized AI models by default
• Retain data only as needed for service delivery, safety, or abuse prevention

These rules align with how major AI vendors handle business-customer data under their enterprise agreements. However, we cannot guarantee the practices of third-party providers beyond our contractual requirements.

What We Store

We store user data—including emails, metadata, calendar items, tasks, meal plans, health tracking data, preferences, and AI-generated results—in our own systems so we can provide the ongoing functionality of the service.

We also store:

• AI prompts sent to vendors
• AI responses from vendors
• Internal logs needed to operate and troubleshoot the service
• User feedback and quality signals

This stored data is required for the service to function and cannot currently be selectively removed without deleting your account.

Feedback and Quality Signals

If you provide feedback inside the product (such as reactions, corrections, or quality ratings), we may store that feedback along with the related content to help improve the accuracy and behavior of our service.

At this time, deleting feedback requires deleting your full account. We will update this capability as our systems evolve.

Information Sharing

We do not sell, trade, or otherwise transfer your personal information to third parties for their own marketing purposes. We share information only in the following limited circumstances:

• AI Service Providers: As described above, we share portions of your content with AI providers (such as OpenAI, Anthropic, and Google) to deliver our core AI features
• Infrastructure Providers: We use service providers for hosting, storage, authentication, and other technical operations required to deliver the service
• Legal Requirements: When required by law, legal process, or to protect the rights, property, or safety of Kivu, our users, or others
• Business Transfers: In connection with a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity

All service providers are required to maintain appropriate security measures and use your data only for the purposes we specify.

Data Security

We apply reasonable technical and organizational measures to protect your data, including:

• Encryption in transit (HTTPS/TLS) for all data transmission
• Encryption at rest for stored data
• Controlled access within our team on a need-to-know basis
• Regular security updates and monitoring

While we are not currently SOC 2 or ISO certified, we rely on infrastructure and AI vendors that maintain industry-standard security and compliance practices. However, no method of transmission over the internet or electronic storage is 100% secure, and we cannot guarantee absolute security.

Data Retention and Deletion

You may request full deletion of your account at any time through your account settings or by contacting support.

When an account is deleted:

• We remove your data from our active systems
• We request removal of related data from our AI vendors to the extent they permit it
• Some logs or backups may persist for a limited period as required for security, backup integrity, or legal obligations

Important Limitation: At this time, we cannot remove isolated pieces of data (such as individual prompts, outputs, or feedback) without removing your entire account. Granular data deletion may be added in future updates.

Your Rights

You have the right to:

• Access and update your personal information through your account settings
• Delete your account and associated data (see Data Retention and Deletion above)
• Export your data in a portable format (feature availability may vary)
• Opt out of non-essential communications

Note on AI Processing: Because AI processing is core to our service, you cannot opt out of AI processing while continuing to use Kivu. If you do not wish your data to be processed by AI services, you should not use this platform.

Children's Privacy

Kivu is not intended for use by individuals under the age of 18 without parental supervision. We do not knowingly collect personal information from children under 13. If you believe we have collected information from a child under 13, please contact us immediately at privacy@kivu.com.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time as our product or technology changes. We will notify you of material changes by posting the new Privacy Policy on this page and updating the "Last updated" date. Continued use of the service after updates constitutes acceptance of the revised policy.

Contact Us

If you have any questions about this Privacy Policy, please contact us at privacy@kivu.com or through our support channels.