Privacy Policy

Overview

This policy explains what personal data Kai collects, why, who receives it and the choices you have. It covers the Kai apps for Mac and iPhone, the Kai service behind them and the kogniv.net website. Kai is made by Kogniv. The data controller is [Company name pending registration], CVR no. [pending], [Registered address pending], Denmark ("Kogniv", "we", "us").

The short version:

• Kai runs on the AI account you connect (Claude, ChatGPT/OpenAI or OpenRouter). Your messages are sent to that provider under your account so it can answer.
• We store your conversations, Agents and memories on our servers in the EU/EEA so Kai can remember context across devices.
• We don't sell your data, show ads, use tracking or analytics tools, or train AI models on your content.
• You can export your data and delete your account yourself from your account page on kogniv.net.

Information we collect

We collect only what Kai needs to work. Most of it is information you give us or that Kai creates while you use it.

Account and sign-in

Kai is invitation-only. When you're invited and create an account, we store:

• Your email address, used to sign in with a one-time link or code and to record that you were invited.
• If you sign in with Google, Apple or GitHub: that service's account identifier and your verified email address. We don't receive your name, photo or contacts from them.
• If you turn on two-step verification: your passkeys (a public key and the name you give each one), your authenticator app secret (encrypted) and your recovery codes (stored only as hashes).
• A security log of account events, such as sign-ins, added sign-in methods and changes to two-step verification.
• The version of the Terms of Service you accepted when you signed up, and when you accepted it.

Profile and settings

Your display name, @username, profile photo, timezone, preferences and the instructions you give Kai. If you save a location (for example, for transit, weather or food delivery), we store its label and coordinates. The Kai apps don't read your device's GPS location.

Your content

Everything you create in Kai is stored so it's available on all your devices:

• Messages and conversations with Kai and your Agents, including the tool results that become part of them.
• Agents, their instructions, long-term memories, Routines, notes, lists, reminders, research and other items they keep for you. Agents can save memories from your conversations automatically, and you can view and delete them.
• Files and images you attach, and files and images Kai generates for you.
• Messages in chats and Agent channels you share with other Kai users. For end-to-end encrypted chats, we store only the encrypted messages and can't read them. Reactions and system notices in those chats aren't encrypted.
• People you block, and reports you send about other users: the reason, any details you add, which conversation and message the report is about, and the text of the reported message. For end-to-end encrypted chats, the text is included only if you choose to include it. We read reports to review them and act on abuse.

Connected AI accounts and Add-ons

To use Kai you connect your own AI account: you sign in to Claude or ChatGPT, or add an API key from Anthropic, OpenAI or OpenRouter. We store the sign-in tokens or API key encrypted, plus the last four characters of an API key so you can recognize it.

If you connect Add-ons such as Google (Gmail, Calendar, Drive, Docs, Sheets, Slides), Trello, Linear or GitHub, we store the access tokens they issue, encrypted. Kai reads or changes data in those services only when you or your Agent use the Add-on, within the permissions you approved when you connected it. If you connect your own cloud server, we store its address, its host key and an SSH key that we generate for it, with the private key encrypted.

Device features you allow

Some features use your device, and only with your permission:

• Calendar (Mac and iPhone): when an Agent uses the calendar, the app reads or changes events on your device. The event details it uses (title, times, location and calendar name) are sent to Kai and your AI provider as part of the conversation. Kai doesn't sync your whole calendar to our servers.
• Camera and photos: only photos you choose to send are uploaded.
• Microphone: dictation audio is sent to our speech-to-text service, converted to text and then discarded. We don't keep the audio. The text you send becomes part of your conversation.
• Voice calls with other Kai users are encrypted end to end. When a direct connection isn't possible, our relay server forwards the encrypted audio. We don't record calls.
• Your Mac: if you allow it, Agents can run commands and read or write files on your Mac. The output and file contents they use are sent to Kai and your AI provider.

Devices and sessions

For each signed-in app we keep a session record with the app type (Mac, Windows or iPhone) and its dates. To send notifications and keep encrypted chats working, we store your devices' push notification tokens, a device identifier and the public encryption keys of your devices. We don't store your IP address or browser details in your account or session records.

Usage records

For each AI request, we record which provider and model were used, token counts, the estimated cost, and which Agent or Workspace made the request. These records don't contain your messages. They let you and the service operator see usage and cost, and help us keep Kai reliable.

Website and cookies

The website uses only cookies that are needed to sign you in. These are a session cookie that keeps you signed in for up to a year after you last used the website, or until you sign out, plus short-lived cookies (5 minutes to 1 hour) that secure a sign-in, invitation or app-authorization step. We don't use analytics, advertising or tracking cookies, and fonts are served from our own site. Because these cookies are strictly necessary, we don't ask for cookie consent.

Like any website, our servers and our network provider process your IP address to deliver pages and protect against abuse. Where we use IP addresses for rate limiting, we store them only in hashed form.

How AI processing works

When you message Kai or an Agent works for you, we send the request to the AI provider of that conversation, using the account you connected. A request can include your message, earlier parts of the conversation, relevant memories, your instructions, your name, timezone and saved location, attachments and tool results. Background work, such as summarizing long conversations, saving memories and reading web pages, uses the same provider and account. Kai doesn't switch to a different provider on its own.

The provider processes this data under the terms and privacy policy you accepted with them. That agreement also governs whether the provider keeps or trains on your data, so check your provider account settings. If you share your AI account with another Kai user, their requests are also sent under your account.

When you create your account, you agree that Kai sends your chats, files, memories and other content you use in Kai to the AI provider you connect, so it can generate replies. We record which version of the terms you accepted and when.

Kai doesn't make decisions about you that have legal or similarly significant effects.

Why we use your data and our legal bases

Under the GDPR, we rely on the following legal bases:

• To provide Kai: your account, conversations, Agents, memories, tools, Add-ons, notifications and sync. Basis: performance of our contract with you (Article 6(1)(b)).
• To keep Kai secure: sign-in, two-step verification, security logs, rate limiting and preventing abuse. Basis: our legitimate interest in protecting you and the service (Article 6(1)(f)).
• To operate and improve Kai: usage and cost records, and troubleshooting. Basis: legitimate interests (Article 6(1)(f)).
• To send invitations: when an existing user or administrator invites someone, we use the invitee's email address to send the invitation. Basis: legitimate interests (Article 6(1)(f)).
• To comply with the law and handle legal claims. Basis: legal obligation (Article 6(1)(c)) and legitimate interests (Article 6(1)(f)).
• Device features such as calendar, camera, microphone and access to your Mac are used only after you grant permission, and you can withdraw it at any time in your device settings.

Sensitive information

We don't ask for sensitive information, such as health, religion or political views. If you choose to include it in a conversation, we process it only to give you the help you asked for and store it as part of your content. You can delete it at any time.

Who receives your data

We don't sell or rent personal data. We share it only as described here.

AI providers you connect

Anthropic (Claude), OpenAI (ChatGPT, GPT and image generation) and OpenRouter, which forwards requests to the model provider you choose. They receive the content described in How AI processing works, under your own account with them.

Service providers

These providers process data on our behalf, under our instructions:

• Hosting: our servers and database are located in the EU/EEA.
• Cloudflare: network delivery and protection for kogniv.net and the Kai service.
• Resend: delivers sign-in and invitation emails.
• Apple Push Notification service: delivers notifications to your iPhone. A notification can include a short preview of a reply. Notifications for end-to-end encrypted chats are decrypted on your device.

Tools and lookups

When an Agent uses a tool, the service behind it receives the query the Agent sends, which can include details from your request. We don't add your name, email address or Kai account details. Some lookups run from your Mac when the desktop app is connected, or from your own cloud server if you've connected one. In that case the service sees that computer's IP address instead of our server's.

• Web search and reading: search engines and search services, and the websites, videos and posts an Agent opens.
• Weather, place lookup, currency rates and crypto prices: public data services, which receive the place or item being looked up.
• Package tracking and flights: tracking and flight data services, which receive the tracking number, or the flight number, route and dates.
• Transit, directions and food delivery: transit, routing and delivery services, which receive the coordinates of your start and end points or of the delivery location.

Add-ons you connect

Google, Trello, Linear and GitHub receive the requests Kai makes to them for you. Content Kai reads from them becomes part of your conversation, so it's also sent to your AI provider.

Google user data

Kai's use and transfer of information received from Google APIs follows the Google API Services User Data Policy, including the Limited Use requirements.

Kogniv uses data from your Google account only to do what you ask of Kai. We never sell it, never use it for advertising, and never use it to train AI models.

Other Kai users

People you chat with, share Agent channels or lists with, or share your AI account with can see what you share with them. If your profile is discoverable, other Kai users can find you by your name or @username.

Legal reasons

We may disclose data if the law requires it, to respond to valid requests from authorities, or to protect the rights, safety and security of our users, Kai or others. If Kai's business is transferred, for example in a merger, your data may move to the new owner under this policy.

International transfers

We store your data in the EU/EEA. Some recipients listed above, including the AI providers, Cloudflare, Resend, Apple and some search and data services, are based in the United States or other countries outside the EEA. Where we transfer data, we rely on an adequacy decision, such as the EU-U.S. Data Privacy Framework for certified companies, or on the European Commission's Standard Contractual Clauses. When you connect your own AI provider or Add-on account, data is sent to it at your request under your own agreement with that provider.

How long we keep data

We keep your data while your account exists and delete it when you delete your account, as described below. Some data is deleted sooner:

• Conversations that don't belong to an Agent: 90 days after their last activity.
• Research results and generated files: 90 days. Images in a conversation stay as long as that conversation.
• Detailed Agent activity logs: reduced to a summary after 30 days. Attachments in shared Agent channels: 30 days.
• Reports about abuse: as long as we need them to handle the report while both accounts exist, and as described below once an account is deleted.
• Detailed usage records: 90 days. After that, we keep only daily totals until you delete your account.
• Security log: 400 days.
• Sign-in links and codes: 10 minutes. Invitations: 7 days. Data exports: 24 hours after they're created.
• Sessions: until they expire or you sign out.

Deleting your account and exporting data

You can download a copy of your data as a ZIP file from your account page on kogniv.net. It includes your profile, account and security history, Agents, conversations, memories and files, and the settings of your cloud server (its address, your sites, shares and services). It doesn't include secrets such as sign-in tokens, keys and passwords, other people's data or encrypted chat messages.

You can also delete your account there. For your security, you may be asked to sign in again first. Deletion removes your profile, Agents with their conversations, memories and Routines, your files, your connected AI and Add-on accounts, your devices and sessions, your usage records and your website account. Before that, Kai stops what it started on your own cloud server and deletes that server's settings and secrets too. Some things remain:

• Messages you sent in end-to-end encrypted chats stay, still encrypted, with the people you sent them to.
• Your posts in shared Agent channels, AI threads you started in shared chats, and items you added to other people's shared lists stay visible to those members.
• A minimal record that your account existed and was deleted: your invitation record with your email address, and the link between your website account and your Kai account. We keep it to stop a deleted account from being recreated, and for security.
• A record of your former @username.
• Reports filed by you or about you are kept for one year after either account is deleted so we can handle abuse and legal requests, then deleted.
• Only if your own cloud server can't be reached when you delete your account: the details Kai needs to connect to it and stop what it started there. Everything else is deleted right away. We keep trying and delete these details as soon as that works, and within 7 days at most. Anything still running on your server after that is yours to remove.

Security

All connections to Kai are encrypted in transit. AI and Add-on tokens, API keys, authenticator secrets and server keys are encrypted at rest. Recovery codes and session tokens are stored only as hashes, and Kai doesn't use passwords. You can protect your account with a passkey or an authenticator app.

Your conversations and memories aren't end-to-end encrypted. They're stored on our servers in a form Kai can read, because Kai needs them to answer you. Only authorized people who operate the service can access our servers. They access your content only when needed to run, secure or support Kai, or when the law requires it.

No system is perfectly secure. If a breach affects your personal data, we'll notify you and the authorities as the law requires.

Your rights

Under the GDPR you have the right to:

• Access your data and get a copy of it.
• Correct inaccurate data.
• Delete your data.
• Restrict how we process it.
• Receive your data in a portable format.
• Object to processing based on our legitimate interests.
• Withdraw consent or device permissions at any time, without affecting earlier processing.

Exercising your rights

Most of these rights are available directly from your account page. For anything else, email [email protected]. We'll answer within one month, and we may need to confirm your identity first.

You can also complain to the Danish Data Protection Agency (Datatilsynet), Carl Jacobsens Vej 35, 2500 Valby, Denmark, www.datatilsynet.dk. You can also complain to the authority in the EU country where you live or work.

Children

Kai is not for anyone under 18, and we don't knowingly collect children's data. If you believe a child has an account, contact [email protected] and we'll delete it.

Changes to this policy

We'll update this policy when Kai or the law changes. The date at the top shows the latest version. We'll tell you about significant changes in the apps or by email before they take effect.

Contact

[Company name pending registration], CVR no. [pending], [Registered address pending], Denmark is responsible for your personal data. For privacy questions or requests, email [email protected].