Privacy Policy

1.1 Information You Provide Directly

We collect information you voluntarily provide when using Kivana, including:

• Name
• Email address
• Organization or company name
• Account credentials
• Configuration data for AI agents and workflows
• Messages, files, and documents uploaded to the platform
• Communications with support or sales

1.2 Information Collected Automatically

When you use the Services, we may automatically collect:

• IP address
• Device, browser, and operating system information
• Log data (timestamps, feature usage, error logs)
• Cookies or similar technologies used for authentication, security, and session management

Kivana integrates with Google services to provide core functionality. Google user data is accessed only with explicit user consent.

2.1 Google User Data We Access

When a user connects their Google account to Kivana, we may access the following data, depending on the integrations enabled:

Google Account Information

• Primary email address
• Name
• Profile photo (if available)

This information is used to identify the user, associate their Google account with their Kivana organization, and manage authentication.

Gmail Data (Read and Send)

If enabled by the user, Kivana may access Gmail data, including:

• Email metadata (sender, recipient, subject, timestamps)
• Email message content

Gmail access is used exclusively to:

• Synchronize email conversations that are part of business interactions managed in Kivana
• Keep deals, appointments, reminders, and conversation states up to date
• Allow AI agents to understand conversation context when email is the active communication channel
• Send emails on behalf of the user as part of user-configured actions or workflows

Explicit limitations:

Kivana does not:

• Monitor or analyze unrelated or personal email conversations
• Use Gmail data for advertising or marketing purposes
• Sell or share Gmail data with third parties
• Build user profiles outside the user's organization
• Train generalized AI models using Gmail content

Gmail data is processed only within the user's organization and solely to provide Kivana's core functionality.

Google Calendar Data

If enabled by the user, Kivana may access Google Calendar data, including:

• Calendar lists
• Event titles
• Event dates and times
• Event details required for scheduling, updating, or canceling events

Calendar access is used to:

• Schedule appointments
• Update or cancel events at the user's request
• Synchronize availability, reminders, and CRM state

Kivana only creates, modifies, or deletes calendar events as explicitly initiated or configured by the user.

2.2 Google API Policy Compliance

Kivana's use of information received from Google APIs complies with the Google API Services User Data Policy, including the Limited Use requirements.

Kivana only requests the minimum Google OAuth scopes required to provide its functionality and does not use Google user data beyond the purposes disclosed in this policy.

We use the information we collect to:

• Provide, operate, and maintain the Services
• Enable AI agents, workflows, and integrations
• Synchronize conversations, deals, appointments, and reminders
• Communicate with users regarding their account or the Services
• Improve performance, reliability, and security
• Comply with legal obligations

4.1 No Sale of Personal Data

Kivana does not sell personal data or Google user data.

4.2 Service Providers and Subprocessors

We may share data with trusted third-party service providers ("subprocessors") only as necessary to operate the Services, such as:

• Cloud hosting and infrastructure providers
• Database and storage providers
• Secure AI and processing services
• Monitoring, logging, and error-tracking services

All subprocessors:

• Act solely on Kivana's instructions
• Are bound by confidentiality and data-protection agreements
• Use industry-standard security measures

Google user data is never shared with other Kivana customers or organizations.

4.3 Legal Requirements

We may disclose information if required by law, regulation, legal process, or valid governmental request.

Kivana uses industry-standard technical and organizational safeguards to protect data, including:

• Encryption in transit (HTTPS/TLS)
• Secure, access-controlled systems
• Organization-level data isolation
• Monitoring for unauthorized access or misuse

Access to user data is limited to authorized systems and personnel necessary to operate the Services.

We retain personal data and Google user data only for as long as necessary to provide the Services or as required by law.

Email and calendar data accessed via Google APIs is retained only to maintain conversation continuity, scheduling accuracy, and CRM state. Disconnecting an integration stops access, but imported data may remain in your organization until you delete it via in-app controls (unless retention is legally required).

Users may:

• Disconnect Google integrations at any time through the Kivana dashboard (disconnect stops access; imported data may remain until deleted)
• Request deletion of their account and associated data
• Delete imported Google user data using in-app controls or request deletion of Google user data

Requests can be made by contacting:

support@kivana.ai

Upon account deletion or integration removal, associated Google user data is deleted or anonymized within a reasonable timeframe, unless retention is legally required.

User-provided content (messages, files, documents) may be processed by AI systems only to provide the Services to the user's organization. User content:

• Is not shared between organizations
• Is not used to train generalized AI models
• Remains under the control of the user's organization

Kivana uses cookies and similar technologies for:

• Authentication and session management
• Security
• Basic analytics

We do not use cookies for third-party advertising.