💡 In short: we collect only what the service needs. We don't sell your data, train models on it, or keep recordings of your voice.
1. What data do we collect?
We collect only what a digital employee needs to run: account details, the knowledge your organization uploads, and conversation text. We do not ask visitors who they are, and we do not store an IP address with a conversation.
- Account holders: name, email, and a password stored as a bcrypt hash that cannot be read. With Google sign-in: the account ID, email and name only.
- Advertisers in the freelance section: phone number, organization name and city.
- Organization content: knowledge text and files (such as PDFs) you upload for your digital employee, and listing photos and documents. Location data (EXIF) is removed from photos automatically.
- Conversations: the text of what a visitor says after speech-to-text, the digital employee's replies, and the conversation's language and timing.
- Visitors to digital employees: a random identifier saved in your browser that does not reveal who you are, the page you came from, and clicks on booking and contact buttons.
- "I'm interested" form on freelance listings: phone number (required), name and note (optional), and your explicit consent to share them with the listing owner.
- Contact form: what you write, and your IP address to protect the form from abuse.
2. What happens to your voice?
We do not store recordings of your voice. Audio is streamed in real time to Google's speech-to-text service in the European Union, and we keep only the resulting text as part of the conversation.
- The voice and video the digital employee answers with are generated in real time and streamed to you; they are not stored.
- We never use your voice or image to create a digital employee or to clone a voice.
3. How do we use data?
- To run the service: understand the visitor's question and generate an answer from the organization's knowledge.
- To give the owner of a digital employee its usage statistics and visitor conversations.
- To communicate about your account: activation, password recovery, and listing expiry and renewal notices.
- For security, abuse prevention and legal obligations.
- We do not sell data, use it for targeted advertising, or train or fine-tune any AI model on your organization's data or its visitors' conversations. Text is sent to the language model only to generate the answer.
5. Where is data stored?
- The database, processing and speech-to-text are in the European Union.
- The Gemini model processes text on Google's global infrastructure, and the library of persona images and voice samples is stored in the United States.
- Any transfer outside your country relies on the contractual safeguards these providers offer.
6. How long do we keep data?
- Conversations: deleted automatically 90 days after their last activity; you can ask us to delete them sooner.
- Visitors' questions to our digital employees: cleaned-up text with no audio, deleted after 90 days.
- Freelance listings: advertisers can delete a listing with its conversations, interest requests and photos at any time, and they are deleted automatically 5 days after expiry.
- Account data and uploaded files: for as long as the account exists, and deleted within 30 days of a request to close it.
- We keep advertisers' basic contact details (email, phone, organization name) to serve them, unless they ask us to delete them.
- Technical operation logs: up to 30 days.
7. Cookies and browser storage
- We use no advertising or tracking cookies and no third-party analytics tools.
- The app stores your login session and the random visitor identifier in your browser; you can remove them by clearing the site's data.
- Cloudflare may set strictly necessary cookies to protect the site from automated attacks.
8. What are your rights?
You can access, correct, delete and obtain a copy of your data, and object to its processing. Email privacy@kaaen.ai: we reply within 72 hours and complete requests within 30 days.
- Advertisers can delete their listing and everything related to it from their page at any time.
- Visitors can ask us to delete a conversation by giving the digital employee's link and the approximate date.
- If your organization has a contract with us, it may be the controller of its visitors' data, and we process that data on its behalf.
9. How do we protect data?
- Data is encrypted in transit (HTTPS) and at rest with our infrastructure providers.
- Passwords are stored as bcrypt hashes, and keys and secrets live in a dedicated secrets vault, not in code.
- Access to the production environment is limited to the smallest possible number of authorized people.
- No system is risk-free; if an incident affects your data, we will notify those affected without undue delay.
10. Minors
- Accounts may not be created by anyone under 18. If an educational organization uses a digital employee with students who are minors, it is responsible for obtaining the consents its laws require.
11. Privacy contact
- Email: privacy@kaaen.ai
- We reply to privacy requests within 72 hours.
Changes to this policy
We notify account holders of material changes by email 30 days before they take effect. Minor clarity edits apply immediately with an updated date.