Privacy Policy

Effective Date: September 1, 2025
Last Updated: January 27, 2026

1. Information We Collect

1.1 Account Information

When you create an account, we collect:

• Email address (used for authentication)
• Account preferences and settings

1.2 Usage Data

To provide and improve our services, we collect:

• Conversation history and AI interactions
• Provider usage patterns and preferences
• AI usage and consumption metrics
• Feature usage and engagement analytics
• Error logs and performance data

1.3 Technical Information

We automatically collect technical data including:

• IP address for maintaining platform security.

1.4 Cookies and Tracking Technologies

We use cookies and similar tracking technologies to collect information about your browsing activities. With your consent, we use:

• Google Analytics: To understand website usage, user behavior, and improve our services
• Google Ads: To measure advertising effectiveness and show relevant advertisements
• Essential Cookies: Required for authentication, security, and basic website functionality

You can manage your cookie preferences through our cookie consent banner. Essential cookies cannot be disabled as they are necessary for the website to function.

2. Third-Party AI Provider Data Processing

2.1 AI Provider Integration

When you use Kaiva, your inputs and conversations are sent to third-party AI providers including:

• OpenAI: Subject to OpenAI's Privacy Policy and Terms of Service
• Anthropic: Subject to Anthropic's Privacy Policy and Terms of Service
• Google Gemini: Subject to Google Gemini's Privacy Policy and Terms of Service
• xAI (Grok): Subject to xAI's Privacy Policy and Terms of Service
• Other AI Providers: Subject to their respective privacy policies

2.2 Data Sent to AI Providers

The following data is transmitted to AI providers to generate responses:

• Your conversation messages and prompts
• Context from previous messages in the conversation
• System prompts and configuration data
• File uploads (when using file analysis features)

2.3 Third-Party Service Providers

We work with various third-party services to provide our platform:

AI Provider Data Policies

Important notes about AI provider data handling:

• OpenAI does not use API data to train their models (as of March 2023)
• Anthropic has committed to not training on user conversations
• Each provider may have different data retention and deletion policies
• You should review each provider's privacy policy for complete details

Other Third-Party Services

We also work with these services:

• Google Analytics: Collects anonymized usage data to help us improve our website. Data is processed according to Google's Privacy Policy
• Google Ads: Tracks conversions and enables targeted advertising. Subject to Google's Advertising Privacy Policy
• Microsoft Bing Ads (Enhanced Conversions): Tracks conversions and enables targeted advertising. When you sign up or complete a purchase, your email address is shared with Microsoft in a normalized format (lowercase, whitespace removed, special characters handled per Microsoft's requirements) for conversion attribution and marketing purposes. Subject to Microsoft's Privacy Statement
• Stripe: Processes payments securely according to their privacy policy

These services only collect data when you provide consent through our cookie banner, except for essential cookies required for website functionality.

3. How We Use Your Information

3.1 Service Provision

We use your information to:

• Route requests to appropriate AI providers
• Monitor usage limits and manage subscriptions
• Ensure service availability and performance

3.2 Analytics and Improvement

We analyze usage data to:

• Understand user preferences and optimize provider selection
• Improve platform performance and reliability
• Develop new features and capabilities
• Identify and fix technical issues

3.3 Communication

We may use your contact information to:

• Send important service updates and notifications
• Provide customer support and technical assistance
• Share new features and platform improvements

4. Data Security

4.1 Security Measures

We protect your data through:

• End-to-end encryption for data transmission
• Encrypted storage of sensitive information
• Secure API key management and rotation
• Regular security audits and penetration testing
• Access controls and authentication measures

4.2 Data Breach Response

In the event of a data security incident:

• We will investigate and contain the incident immediately
• Affected users will be notified within 72 hours
• We will cooperate with relevant authorities as required
• We will take steps to prevent similar incidents

4.3 Data Minimization

We only store data that is absolutely necessary for the functioning of the Kaiva platform. All user data is securely handled both by us and by our AI providers in accordance with industry standard security practices.

5. Your Rights and Choices

5.1 Data Access and Control

You have the right to:

• Access your personal data and conversation history
• Correct inaccurate or incomplete information
• Delete your account and associated data

6. Authentication Cookies

We use essential cookies for authentication and maintaining your session while using Kaiva. These cookies are required for the platform to function properly and securely. With your consent, we also use analytics and marketing cookies as described in Section 7.

7. Cookie Management

7.1 Cookie Categories

We use the following types of cookies:

• Essential Cookies: Required for authentication and basic website functionality (cannot be disabled)
• Analytics Cookies: Google Analytics cookies to understand how you use our website
• Marketing Cookies: Google Ads and Microsoft Bing Ads cookies for conversion tracking and targeted advertising

7.2 Managing Your Preferences

You can control cookie usage through:

• Our cookie consent banner (appears on first visit)
• Cookie settings link in the website footer
• Your browser's cookie settings
• Google's Ad Settings and Analytics Opt-out tools

7.3 Google Services

8. International Data Transfers

Kaiva operates globally, and your data may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place:

• Standard Contractual Clauses for EU data transfers
• Adequacy decisions where applicable
• Strong encryption for all data in transit
• Compliance with local data protection laws

9. Children's Privacy

Kaiva is not intended for children under 13. We do not knowingly collect personal information from children under 13. If we become aware that we have collected such information, we will delete it immediately. Users between 13-18 require parental consent to use our service.

10. Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes:

• We will notify you via email or platform notification
• We will update the “Last Updated” date
• We will highlight significant changes
• Continued use constitutes acceptance of changes

11. Contact Information

For privacy-related questions or to exercise your rights, contact us:

Support: support@kaiv.ai

By using Kaiva, you acknowledge that you have read, understood, and agree to this Privacy Policy and the processing of your data as described herein.