1. Information we collect
To provide the service, we primarily collect and store the following information:
- Account information (email address, name, organization, etc.)
- Meeting room information (room name, agenda, notes, etc.)
- Text you enter on the canvas, including messages, comments, and reactions
- Usage logs (access time, IP address, browser information, etc.)
2. Purposes of use
We use collected information for the following purposes:
- To provide and improve the service
- To respond to incidents and security events
- To detect and prevent misuse
- To analyze usage in aggregate without identifying individuals
- To respond to inquiries and send important notices
3. External AI models, data transmission, and training opt-out
KOU uses external AI models (such as OpenAI, Anthropic, Google, Groq, and xAI) to provide features including summarization, classification, and alternative proposals.
We handle customer data and external AI models under the following principles:
- To provide the Service, we transmit data to external AI models for inference only. We do not intend to supply your data to providers for use as training data.
- Where providers offer settings such as training opt-outs or data-retention controls, we use them to the extent reasonably practicable and endeavor to reduce the risk that customer data is used for model training. What we can do in practice depends on each provider’s API capabilities, contractual terms, and dashboard settings, and we do not warrant every aspect in software.
- We may retain limited request logs for audit, troubleshooting, and misuse detection; access is restricted internally.
Adjustments to AI feature scope or log-retention practices may be available only where we have a separate agreement with a company or other organization.
4. Cookies and similar technologies
We may use cookies and similar technologies for session management and understanding usage. They are used only to operate the service reliably and improve quality.
5. Sharing with third parties
Except as required by law, we do not provide personal information to third parties. We may entrust limited information to vendors (infrastructure, monitoring, payments, etc.) under confidentiality agreements.
We do not sell your personal information to third parties.
6. Security measures
We implement reasonable safeguards, including access controls, encryption, and log monitoring, consistent with applicable privacy laws and guidance.
7. Your rights
You may view and update certain account information (such as display name and avatar URL) through the Service’s settings. For access, correction, restriction, deletion, or account termination relating to other personal information or meeting data, contact us at the inquiry address we provide (hello@kouai.app). Where required by applicable law, we will respond within a reasonable scope after identity verification. We may retain certain information for backups, audit logs, legal retention obligations, or other legitimate operational needs for a limited period.
8. Changes to this policy
We may update this Privacy Policy from time to time. For material changes, we will notify you by reasonable means, such as posting on the service or email.
9. International data transfers
Your personal information may be transferred to, and processed in, countries other than the country in which you are resident (such as Japan or the United States). We ensure appropriate safeguards are in place to protect your personal data in accordance with applicable privacy laws.
10. Data after cancelling a paid subscription
If you cancel a paid subscription (or downgrade from Council Pro, etc.) but do not delete your account, we continue handling your account and related data according to your then-current plan tier and this Policy. Billing and entitlement state are updated consistent with Stripe’s processing. If you delete your account, retention, deletion, and how to request a copy of your data follow the Terms (including the section on account cancellation data handling).
11. GDPR and international users
Our legal bases for processing your personal data include: contractual necessity (to provide the Service), our legitimate interests (such as improving the Service and ensuring security), and your consent. If you are located in the European Economic Area (EEA), you have additional rights under the GDPR, including the right to data portability and the right to lodge a complaint with a supervisory authority. Contact us at hello@kouai.app for any GDPR-related requests.