Privacy Policy

This Privacy Policy explains how Kai Calls ("we", "us", or "our") collects, uses, and protects your information when you use our website and services.

1. Information We Collect

• Personal Information: Name, email, phone number, business info, and any info you provide via forms or chat.
• Usage Data: Pages visited, actions taken, device/browser info, IP address, and referral data.
• Cookies & Tracking: We use cookies and similar technologies for analytics, authentication, and improving your experience.

2. How We Use Your Information

• To provide, operate, and improve our services
• To communicate with you (support, updates, marketing if opted-in)
• To analyze usage and improve our platform
• To comply with legal obligations

3. Data Sharing & Third Parties

• We do not sell your personal data.
• We may share data with trusted service providers (e.g., hosting, analytics, payment processors) who help us operate the platform.
• We may disclose info if required by law or to protect our rights.

4. Data Retention

We retain your data only as long as necessary for the purposes described above, or as required by law.

5. Your Rights

• Access, update, or delete your personal info
• Opt out of marketing communications
• Request a copy of your data
• Contact us for any privacy-related requests

6. Security

We use industry-standard security measures to protect your data, but no system is 100% secure. Please use strong passwords and contact us if you suspect unauthorized access.

7. Children's Privacy

Our services are not intended for children under 13. We do not knowingly collect data from children under 13.

8. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by posting the new policy on this page.

9. Call Recording and Voice AI Disclosure

Our AI-powered voice services may record and transcribe phone calls for quality assurance, training, and service improvement purposes. By using our voice services or calling our AI assistants:

• Recording Notice: All calls handled by our AI assistants may be recorded. You will be notified at the beginning of each call.
• Transcription: Call audio may be transcribed to text for analysis and record-keeping.
• AI Processing: Call content may be processed by AI systems to improve service quality and provide better responses.
• Data Storage: Call recordings and transcriptions are stored securely and retained according to our data retention policies or as required by law.
• Opt-Out: If you do not wish to be recorded, you may request to speak with a human representative or end the call.

10. Your California Privacy Rights (CCPA)

If you are a California resident, you have specific rights under the California Consumer Privacy Act (CCPA):

• Right to Know: You may request disclosure of the personal information we collect, use, and share about you.
• Right to Delete: You may request deletion of your personal information, subject to certain exceptions.
• Right to Opt-Out: You may opt out of the sale of your personal information. Note: We do not sell personal information.
• Right to Non-Discrimination: We will not discriminate against you for exercising any of your CCPA rights.

To exercise these rights, contact us at privacy@kaicalls.com.

11. European Users (GDPR)

If you are located in the European Economic Area (EEA), you have additional rights under the General Data Protection Regulation (GDPR):

• Legal Basis: We process your data based on consent, contract performance, legitimate interests, or legal obligations.
• Data Subject Rights: You have the right to access, rectify, erase, restrict processing, data portability, and object to processing.
• Right to Withdraw Consent: Where processing is based on consent, you may withdraw it at any time.
• Right to Lodge a Complaint: You may lodge a complaint with your local data protection authority.

12. Google API Services User Data Policy

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

Data We Access from Google Services

• Gmail: Email metadata and content for syncing lead communications and sending follow-ups on your behalf.
• Google Ads: Local Services Ads leads and conversations for unified lead management.
• Google Calendar: Calendar events and free/busy status to check availability and book appointments.
• Google Meet: Meeting space creation only, to generate video conference links for appointments.
• Google Business Profile: Reviews, ratings, posts, and insights for reputation management.
• Google Contacts: Contact names, emails, and phone numbers to sync leads bidirectionally.
• Google Drive: Files created by Kai Calls only (proposals, contracts) - we do not access your entire Drive.
• Google Sheets: Spreadsheet content for importing and exporting lead data.
• User Info: Email address, display name, and profile photo for account identification.

How We Use Google Data

• Sync emails to lead communication history
• Send emails and proposals to leads on your behalf
• Import leads from Google Local Services Ads
• Check calendar availability and book appointments via AI voice agents
• Generate Google Meet links for video consultations
• Monitor and respond to Google Business Profile reviews
• Sync leads with Google Contacts for mobile access
• Import existing leads from Google Sheets
• Store generated documents in Google Drive

Google Data Storage & Security

• All Google data is encrypted at rest (AES-256) and in transit (TLS 1.3)
• OAuth tokens are stored in an encrypted vault (Supabase Vault)
• Multi-tenant isolation ensures businesses only access their own data
• Data is retained only while your account is active and the connection exists
• We use automatic token refresh - we never store your Google password

Google Data Sharing

• We do NOT sell your Google data
• We do NOT share Google data with third parties except as necessary to provide our services
• We do NOT use Google data for advertising
• We do NOT allow humans to read your Google data unless you give explicit permission for support purposes, it's necessary for security/legal reasons, or it's aggregated and anonymized

Your Rights for Google Data

• Disconnect any Google service at any time from Settings → Connections
• Data associated with disconnected services is removed from our systems
• Request complete data deletion by contacting privacy@kaicalls.com
• Revoke access directly from your Google Account security settings

Limited Use Disclosure

Kai Calls' use of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. Specifically:

• We only use Google data to provide and improve the features you've explicitly authorized
• We do not use Google data for serving advertisements
• We do not transfer Google data to third parties except as necessary to provide the service, with your consent, or for legal compliance

13. Contact Us

If you have questions or requests regarding this Privacy Policy, contact us at support@kaicalls.com or privacy@kaicalls.com.