Privacy Policy

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

Kingo AI Ltd, privacy team, privacy@kingo.ai. 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, for example name, job title, company, work email, work phone.
• Account details, for example username, password hash, account settings, plan type.
• Content data, for example email subjects and bodies, calendar events, notes you store in KINGO, audio or meeting transcripts when you enable recordings.
• Payment and billing data, for example billing address, invoicing contact, payment method metadata.
• Usage and activity data, for example which features you use, timestamps, logs of actions performed by your agent.
• Technical data, for example IP address, device model, browser type, operating system, cookie identifiers.
• Support and correspondence records, for example messages, support tickets, and 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

• Directly from you when you sign up, fill forms, contact support, or use the product.
• From your organization when an administrator connects KINGO to workplace systems for you.
• Automatically when you interact with our website or app, via cookies and similar technologies.
• From third parties that help us run the service, for example 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, to run billing, to provide support, and to comply with legal obligations. Typical legal grounds include performance of a contract, legitimate interests, consent where required, and compliance with law. Examples of purposes:

• Provide the service, including generating email drafts, labels, daily briefings, and automations.
• Operate accounts and billing, prevent abuse, and enforce our terms.
• Communicate updates, security notices, and product news.
• Improve and personalize KINGO, test new features, and analyze product performance.
• Provide support and handle inquiries.
• Comply with legal and regulatory obligations.

If we rely on legitimate interests we perform careful 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 expressly agreed otherwise.

Types of data that may be processed by AI models include email content, calendar entries, meeting audio, and metadata. We request explicit consent for cases where required by applicable law or customer configuration. Where possible we use technical safeguards to limit what is sent, for example redaction or minimal context. We maintain contractual commitments with providers to avoid retention of customer API payloads when that option is available.

7. Sharing and recipients

We share data with third parties only as necessary to provide KINGO or to meet legal obligations. These recipients include:

• Service providers who host infrastructure, manage backups, process payments, provide analytics, or support operations.
• Third party AI providers when you enable features that use their models.
• Professional advisors, auditors, and legal counsel when required.
• Potential buyers or partners in the event of a merger, sale, or reorganization, subject to confidentiality and data transfer safeguards.

All third party processors must follow our instructions and meet data protection requirements. We do not permit processors to use customer data for their own purposes.

8. International data transfers

KINGO is used globally, and processing may occur in jurisdictions outside your country. Where transfers outside the European Economic Area occur we implement safeguards such as standard contractual clauses, approved transfer mechanisms, or rely on an adequacy decision where applicable. Contact privacy@kingo.aifor details about the transfer safeguards used for any particular processing.

9. Security measures

We implement administrative, technical, and physical controls to protect personal data. These measures include access controls, encryption in transit and at rest, monitoring, regular security assessments, and incident response procedures. Access to customer content is restricted on a need to know basis. We regularly review and update our security practices.

10. Data retention

We retain personal data for as long as necessary to provide services and to meet legal and regulatory obligations. Retention periods depend on the data type and the reason for processing. For example account data may be retained for the length of the relationship plus a limited period for record keeping, while logs may be kept for operational and security reasons for a shorter interval. If you request deletion we will remove your data subject to any legal or contractual obligations that require retention.

11. Your rights and choices

Where applicable you have rights to:

• Request access to the personal data we hold about you.
• Request correction of inaccurate data.
• Request deletion of personal data.
• Object to or restrict processing where the law allows.
• Request portability of your data in a machine readable format.
• Withdraw consent where processing is based on consent.

To exercise these rights contact privacy@kingo.ai. We may ask for identification to verify requests. We aim to respond within applicable legal timeframes and we will let you know if we need more time.

12. Cookies and tracking technologies

We use cookies and similar technologies to provide functionality, remember preferences, analyze traffic, and support security. You can manage cookie preferences in your browser or via our cookie settings when available. See our Cookie Policy for details on the types of cookies we use and how to opt out.

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 we have collected data from a minor without appropriate consent we will take steps to delete it.

14. Changes to this policy

We may update this policy to reflect changes in our practices or legal requirements. When changes are material we will provide notice by posting the revised policy with a new effective date, and when appropriate via in app notice or email.

15. Contact and complaints

If you have questions, need to exercise your rights, or wish to complain contact privacy@kingo.ai. If you remain unhappy you can lodge a complaint with the supervisory authority in your country.