Privacy Policy

1. Introduction

KivoAI (“we,” “us,” or “our”) provides an AI-powered CRM platform that automatically maintains client relationships by monitoring your email inbox and suggesting follow-up actions. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Services.

We may update this Privacy Policy at any time. We will notify you of material changes by posting the revised version on our website prior to the effective date. Your continued use of the Services constitutes acceptance of the updated policy.

2. Definitions

• Services means the KivoAI platform, including our website, mobile application, and all related features and functionality.
• User or Customer means individuals or entities who register for and use our Services.
• Contact Data means information about your clients and prospects that you manage through our Services, including names, email addresses, and communication history.
• Personal Information means information that identifies, relates to, or is reasonably linkable to a specific individual.

3. Information We Collect

We collect the following categories of information:

Account Information

When you create an account, we collect your name, email address, company name, and billing information including credit card details and billing address.

Email and Communication Data

With your authorization, we access your email inbox to analyze communications with your contacts. This includes email content, sender and recipient information, timestamps, and metadata. We use this data to identify follow-up opportunities and maintain your contact relationships.

Contact Information

We collect information about your clients and prospects, including names, email addresses, phone numbers, communication history, and relationship notes that you provide or that we extract from your email communications.

Usage Data

We collect information about how you use our Services, including IP address, browser type, device information, pages visited, and activity logs.

Cookies and Tracking Technologies

We use cookies and similar technologies to enhance your experience, analyze usage patterns, and improve our Services.

4. How We Use Information

We use the information we collect to:

• Provide, operate, maintain, and improve our Services
• Analyze your email communications to identify follow-up opportunities and suggest actions
• Generate AI-powered insights about your client relationships
• Process payments and manage your subscription
• Send you service updates, notifications, and administrative messages
• Respond to your requests and provide customer support
• Develop new features and improve our AI models
• Detect, prevent, and address fraud, security issues, and technical problems
• Comply with legal obligations and enforce our Terms of Service

We may use de-identified or aggregated data that does not identify you or your contacts for product improvement, research, and analytics purposes.

5. How We Share Information

We may share information with:

Service Providers

We share information with third-party service providers who help us operate our Services, including hosting providers, payment processors, email service providers, and AI model providers. These providers are contractually obligated to protect your information and use it only for the purposes we specify.

Email Service Providers

We integrate with email service providers (Gmail, Outlook, Zoho Mail) to access your inbox. Your email credentials and access tokens are encrypted and stored securely.

Legal Requirements

We may disclose information in response to legal process (subpoenas, court orders), to comply with laws, to protect our rights or property, or to protect the safety of our users or the public.

Business Transfers

In connection with a merger, acquisition, sale of assets, or bankruptcy, we may transfer your information to a successor entity. We will provide notice before your information becomes subject to a different privacy policy.

We do not sell your personal information or contact data to third parties.

6. Data Security

We implement appropriate technical and organizational measures to protect your information, including encryption in transit and at rest, access controls, and regular security assessments. However, no method of transmission or storage is 100% secure, and we cannot guarantee absolute security.

7. Data Retention

We retain your information for as long as your account is active or as needed to provide our Services. After account termination, we may retain certain information as required by law or for legitimate business purposes, including backup copies and audit logs. You may request deletion of your data by contacting us at info@getkivoai.com.

8. Your Rights

Depending on your location, you may have certain rights regarding your personal information:

• Access: Request access to the personal information we hold about you
• Correction: Request correction of inaccurate information
• Deletion: Request deletion of your information
• Portability: Request a copy of your data in a portable format
• Opt-out: Opt out of certain data processing activities

To exercise these rights, contact us at info@getkivoai.com. We may verify your identity before processing your request.

9. California Privacy Rights

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information we collect, the right to delete your information, and the right to opt out of the sale of your information. We do not sell personal information as defined under CCPA.

10. International Data Transfers

Our Services are hosted in the United States. If you access our Services from outside the United States, your information will be transferred to and processed in the United States. By using our Services, you consent to this transfer.

11. Children's Privacy

Our Services are not intended for children under 18. We do not knowingly collect information from children. If you believe we have collected information from a child, please contact us immediately.

12. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us at:

Email: info@getkivoai.com