Our Privacy Policy
Last updated: January 30, 2026
Kivana Labs Corp. ("Kivana", "we", "us", or "our") operates the Kivana platform, including our website, applications, dashboards, APIs, AI agents, integrations, and related services (collectively, the "Services"). This Privacy Policy explains how we collect, use, store, protect, and share information when you use Kivana, including information accessed through third-party integrations such as Google services. By using the Services, you agree to the practices described in this Privacy Policy.
1. Information We Collect
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
2. Google User Data
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.
3. How We Use Information
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. Data Sharing and Disclosure
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.
5. Data Storage and Security
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.
6. Data Retention
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, and is deleted or anonymized when no longer required.
7. Data Deletion and User Rights
Users may:
Disconnect Google integrations at any time through the Kivana dashboard
Request deletion of their account and associated data
Request deletion of Google user data
Requests can be made by contacting:
Upon account deletion or integration removal, associated Google user data is deleted or anonymized within a reasonable timeframe, unless retention is legally required.
8. AI and User Content
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
9. Cookies and Tracking Technologies
Kivana uses cookies and similar technologies for:
Authentication and session management
Security
Basic analytics
We do not use cookies for third-party advertising.
10. International Data Transfers
Kivana may process and store data in countries other than the user's country of residence. Where applicable, we use appropriate safeguards to protect data during international transfers.
11. Children's Privacy
The Services are not intended for use by individuals under the age of 16. We do not knowingly collect personal data from children.
12. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. Updates will be posted on this page with a revised "Last updated" date.
13. Contact Us
If you have questions about this Privacy Policy or our data practices, contact us at:
Kivana Labs Corp.
By using the Services, you agree to the practices described in this Privacy Policy.
Last Updated on Jan, 30, 2026