Privacy Policy

Last updated: September 30, 2025

At KINGO we respect your privacy and take care to protect the personal data we process. This policy explains what data we collect, how we use it, who we share it with, and the choices and rights you have. Please read it carefully. If you have questions contact us at privacy@kingo.ai.

1. Purpose and scope

This policy describes how KINGO collects and processes personal data when you visit our website, sign up for our services, use the KINGO product, or otherwise communicate with us. It applies to individuals who interact with KINGO as users, trialers, customers, partners, or job applicants.

When we act as the controller for your personal data we decide how and why the data is processed. In some cases we act as a processor on behalf of our customers, for example when we process emails, calendars, or other workplace data on behalf of an organization. Where we act as a processor, the organization that configured the account is the controller and should be contacted for data subject requests related to that account.

2. Contact information

If you are not satisfied with our response you may lodge a complaint with your local data protection authority.

3. What categories of personal data we collect

We collect different types of information according to how you use KINGO.

Examples include:

  • Contact information (name, job title, company, work email, work phone).
  • Account details (username, password hash, account settings, plan type).
  • Content data (email subjects and bodies, calendar events, notes stored in KINGO, audio or meeting transcripts when recordings are enabled).
  • Payment and billing data (billing address, invoicing contact, payment method metadata).
  • Usage and activity data (features used, timestamps, logs of actions performed by your agent).
  • Technical data (IP address, device model, browser type, operating system, cookie identifiers).
  • Support and correspondence records (private messages, support tickets, notes from calls).

We may also create aggregated or anonymized datasets from personal data for analytics and product improvement. Aggregated data cannot reasonably be used to identify you.

4. How we collect personal data

We collect information:

  • Directly from you when you sign up, complete forms, contact support, or use the product.
  • From your organization when an administrator connects KINGO to workplace systems.
  • Automatically when you interact with our website or application using cookies and similar technologies.
  • From trusted third parties that help operate the service, such as payment processors, analytics providers, and identity verification services.

5. How we use personal data and legal grounds

We use your data to deliver and improve KINGO, run billing, provide support, and comply with legal obligations.

Typical legal grounds include:

  • Performance of a contract.
  • Legitimate interests.
  • Consent where required.
  • Compliance with applicable law.

Examples of processing purposes include:

  • Providing the service, including generating email drafts, labels, daily briefings, and automations.
  • Operating accounts and billing, preventing abuse, and enforcing our terms.
  • Communicating updates, security notices, and product news.
  • Improving and personalizing KINGO, testing new features, and analyzing product performance.
  • Providing support and handling inquiries.
  • Complying with legal and regulatory obligations.

Where legitimate interests are relied upon, we perform appropriate assessments and safeguard your rights.

6. Data used with AI models

To power features such as categorization, drafting, transcription, and summarization, KINGO may send content to machine learning models operated by third parties.

We require providers to process data only for the purpose of delivering the service and to follow contractual controls to prevent reuse for model training unless you have explicitly agreed otherwise.

Data processed by AI models may include:

  • Email content.
  • Calendar entries.
  • Meeting audio.
  • Metadata.

Where required by law or customer configuration, we request explicit consent.

Where possible we apply safeguards such as redaction or minimal context before transmitting data.

We maintain contractual commitments with providers to avoid retention of customer AI payloads whenever that option is available.

7. Sharing and recipients

We share personal data only where necessary to provide KINGO or comply with legal obligations.

Recipients may include:

  • Infrastructure, backup, payment, analytics, and support providers.
  • Third-party AI providers when you enable AI-powered features.
  • Professional advisors, auditors, and legal counsel.
  • Potential buyers or partners during a merger, acquisition, sale, or reorganization (subject to confidentiality obligations).

All processors must follow our instructions and meet applicable data protection requirements.

We do not allow processors to use customer data for their own purposes.

8. International data transfers

KINGO operates globally and processing may occur outside your country.

Where transfers occur outside the European Economic Area we implement safeguards such as:

  • Standard Contractual Clauses.
  • Approved transfer mechanisms.
  • Adequacy decisions where applicable.

Questions regarding transfers can be sent to privacy@kingo.ai.

9. Security measures

We implement administrative, technical, and physical safeguards to protect personal data.

These measures include:

  • Access controls.
  • Encryption in transit and at rest.
  • Monitoring.
  • Regular security assessments.
  • Incident response procedures.

Access to customer content is limited to personnel with a legitimate business need.

Security practices are reviewed and updated regularly.

10. Data retention

We retain personal data only as long as necessary to provide services and meet legal or regulatory obligations.

Retention periods depend on the type of data and the reason for processing.

Examples:

  • Account data may be retained for the duration of the customer relationship plus a limited period for recordkeeping.
  • Operational logs may be retained for shorter periods for security and operational purposes.

If you request deletion, we will remove your data except where legal obligations require continued retention.

11. Your rights and choices

Where applicable, you have the right to:

  • Access your personal data.
  • Correct inaccurate data.
  • Request deletion.
  • Object to or restrict processing where permitted by law.
  • Request data portability in a machine-readable format.
  • Withdraw consent where processing is based on consent.

To exercise these rights contact privacy@kingo.ai.

We may ask you to verify your identity before processing your request.

We aim to respond within applicable legal timeframes and will notify you if additional time is required.

12. Cookies and tracking technologies

We use cookies and similar technologies to:

  • Provide core functionality.
  • Remember preferences.
  • Analyze website traffic.
  • Support security.

You can manage cookie preferences through your browser or our cookie settings when available.

See our Cookie Policy for additional details.

13. Minors

KINGO is not intended for children.

We do not knowingly collect personal data from individuals under 16 without parental consent.

If we learn that such information has been collected without appropriate consent, we will take steps to delete it.

14. Changes to this policy

We may update this Privacy Policy to reflect changes in our practices or legal requirements.

Where changes are material we will notify users by posting the revised policy with a new effective date and, where appropriate, through in-app notices or email.

15. Contact and complaints

If you have questions, wish to exercise your rights, or would like to submit a complaint, contact:

privacy@kingo.ai

If you remain dissatisfied, you may lodge a complaint with the supervisory authority in your country.