KIVU — PRIVACY POLICY

Kivu ("Kivu," "we," "our," or "us") is operated by Kivu, LLC, based in Utah, USA.

This Privacy Policy explains how we collect, use, disclose, store, protect, and manage your information when you use Kivu's website, applications, and related services ("Services").

By using our Services, you agree to the terms described below.

1. Information We Collect

We collect information in three main ways:

A. Information You Provide Directly

This includes:

• Name, email address, phone number, and login credentials
• Emails, email metadata, and attachments you connect through integrations
• Calendar events, scheduling information, tasks, notes, messages, lists, preferences, meal plans, health inputs, and other data you submit or sync
• Files, documents, and attachments
• Customer support messages, survey responses, and product feedback
• Payment or billing information (if applicable)
• Other data as needed to operate the Services

B. Information Collected Automatically

We may collect:

• Device information (type, operating system, browser, IP address)
• Usage data (features used, timestamps, interactions)
• Log data, cookies, and similar technologies
• Performance, crash, and diagnostics data

C. Information from Third Parties

When you connect outside services, we may receive:

• Email content, calendar data, contacts, files, scheduling information, and related metadata
• Authentication information from login providers
• Limited data from analytics, support, or payment tools

We also generate aggregated or de-identified data that cannot identify you.

2. How We Use Your Information

We use your information to:

• Provide, operate, personalize, and maintain the Services
• Deliver AI-powered features and intelligent automations (see Section 3)
• Support scheduling, organization, summaries, reminders, task processing, meal planning, and similar functions
• Communicate with you about updates, notices, and support requests
• Process transactions and billing
• Improve and develop new features
• Maintain the safety and security of our systems
• Comply with legal requirements and enforce our Terms of Service

We may send optional product updates or marketing messages. You may opt out at any time.

3. AI Processing and Third-Party AI Providers

AI functionality is central to how Kivu works. When you use features such as email organization, summarization, scheduling assistance, reminders, task automation, and meal planning, your information is processed by AI systems.

A. How AI Uses Your Data

To deliver intelligent features, we may process:

• Emails and metadata
• Calendar items, reminders, and tasks
• Notes, lists, preferences, meal plans, and health inputs
• Files and attachments
• AI prompts generated internally
• AI responses returned to you
• Feedback and quality signals
• Other data as needed to operate the Services

AI processing is required for Kivu to function. If you do not want your information processed by AI services, you should not use the platform.

B. Data Shared with AI Providers

We use third-party AI providers (e.g., OpenAI, Anthropic, Google, and similar vendors) to process specific features. We may use additional or replacement AI providers over time and may not individually list or announce each provider.

These providers are contractually required to:

• Use your data only to process your request and return results
• Not use your data to train generalized AI models
• Retain data only as needed for service delivery, safety systems, abuse prevention, or legal compliance

Some AI vendors may retain data temporarily for safety systems, abuse monitoring, or legal compliance. This behavior is governed by their enterprise policies.

We may update our AI providers without individual user notice, although material changes will be reflected in this policy.

4. What We Store

To operate Kivu, we store:

• Emails, metadata, attachments, calendar items, tasks, notes, lists, preferences, and meal plans
• Health inputs (if provided)
• Files, documents, and attachments
• AI prompts and AI responses
• Feedback and quality signals
• Logs and operational data required for reliability, safety, debugging, or performance
• Other data as needed for core functionality

Important:

At this time, we cannot delete isolated pieces of data—such as individual emails, tasks, files, AI prompts, AI outputs, feedback, logs, or other data—without deleting your entire account.

More granular deletion options will be added in future releases.

5. How We Share Information

We do not sell personal information — including sensitive personal information — to third parties.

We share data only as needed to operate the Services:

A. Service Providers

Trusted third-party vendors may assist with:

• Hosting, storage, and cloud infrastructure
• Authentication and identity services
• Analytics and monitoring
• Customer support tools
• Payment processing

They may use data only as instructed.

B. AI Providers

As described in Section 3, portions of your content may be sent to AI systems solely to process requests.

We cannot guarantee the independent practices of third-party AI providers beyond the requirements set in their contracts and published enterprise policies.

C. Legal & Safety

We may disclose information if required by law or necessary to protect rights, safety, property, or security.

D. Business Transfers

If Kivu is involved in a merger, acquisition, or asset sale, information may be transferred with appropriate safeguards.

E. With Your Consent

We may share information for additional purposes when you explicitly authorize it.

6. Data Retention

We retain personal data as long as necessary to:

• Provide the Services
• Support operational and business records
• Improve the platform
• Comply with legal obligations

When you delete your account:

• We remove your data from active systems
• We request deletion of related data from AI vendors, subject to their retention and safety policies
• Some logs or backups may persist temporarily for security, integrity, or auditing purposes

7. Your Rights and Choices

Depending on your location, you may have rights to:

• Access your personal data
• Correct inaccurate or incomplete data
• Delete your data
• Export or port your data
• Restrict or object to certain processing
• Withdraw consent (where applicable)
• Opt out of marketing communications

Users in certain jurisdictions may have additional rights under applicable local laws, which we honor as required.

Because AI processing is essential to Kivu's core functionality, you cannot opt out of AI processing while continuing to use the platform.

To exercise any rights, contact privacy@getkivu.com.

8. Cookies & Tracking Technologies

We use cookies and similar technologies to:

• Enable essential functionality
• Remember preferences
• Understand usage patterns
• Improve performance and reliability

Cookies may be managed through your browser settings, though disabling them may limit functionality.

9. Data Security

We implement reasonable technical and organizational safeguards, including:

• Encryption in transit (TLS/HTTPS)
• Encryption at rest
• Access controls and authentication requirements
• Regular reviews, updates, and monitoring
• Internal policies limiting access to authorized personnel

While no system is perfectly secure, we use industry-standard practices and rely on vendors with strong compliance and security programs.

10. International Data Transfers

If data is transferred outside your country (including to U.S. servers or global cloud providers), we use lawful mechanisms such as:

• Standard Contractual Clauses
• Adequacy decisions
• Other legally recognized safeguards

11. Jurisdiction and Intended Use

Kivu's Services are intended for users in the United States.

We do not currently offer the Services to individuals located in the European Union or United Kingdom, and we do not represent that our practices meet the requirements of GDPR or related laws.

12. Children's Privacy

Kivu is not intended for children under 18 without parental supervision.

We do not knowingly collect information from children under 13. If such data is discovered, it will be deleted promptly.

Contact privacy@getkivu.com if you believe a child has used Kivu without permission.

13. Changes to This Privacy Policy

We may update this Policy periodically. If we make significant changes, we may provide notice through the Services or by updating this page.

Continued use of the Services following updates constitutes acceptance of the revised Policy.

14. Contact Us

If you have questions, concerns, or data-related requests, contact us at:

Email: privacy@getkivu.com