Privacy policy

Last updated 3 November 2026.

Kai is a private personal assistant. This page explains what Kai collects, why, and who can see it.

What Kai connects to

With your permission, Kai can connect to your own Google account (Gmail, Calendar, Tasks, Drive, Sheets, Docs, and Contacts) and your own WhatsApp number. You choose which of these to grant when you connect, and you can disconnect any of them at any time from the Connections page. Google access is read-only except where Kai is explicitly creating or editing something on your behalf (for example a calendar event or a task synced to Google Tasks). The Drive permission is metadata-only: Kai can search your Drive for file names, types and links, but cannot open or download a file through Drive. Separately, if you also grant the Docs or Sheets permission, Kai reads and edits the content of the specific Google Docs and Sheets you ask it to work with, through the Docs and Sheets APIs.

What Kai stores

Kai stores what it needs to do its job: your tasks, reminders, calendar-related information, short excerpts relevant to a task, and anything you explicitly add to your knowledge base or ask Kai to remember. Kai does not store full email bodies. Messages you send Kai (through the web app or WhatsApp) are kept so Kai can hold a conversation with you. These are not shared with other Kai users or with anyone else, except that the content needed to answer a request is processed by the service providers described under Third parties below (the AI provider, and Meta for WhatsApp messages).

Who can see it

Everything you connect or add is private to you. If you share a Kai account with other people (for example, a household), each person's data, connections and conversations are kept separate from everyone else's -- another person on the same account cannot see your email, tasks, or messages. The person who administers a shared account can see overall usage (how much the account is used, and system health) but never message content, task content, or document content.

Third parties

To do its job, Kai sends your messages and the relevant results returned by connected Google services to an AI provider (OpenAI, or another commercial API provider you connect yourself) solely to provide the feature or response you requested. Kai calls Google's and Meta's APIs to read and act on the accounts you connected. If you turn on the Personal News feature, the topics you list are sent to a news search provider to find articles -- nothing else about you is sent. Kai does not sell your data, and does not use it for advertising.

This means that when you ask Kai to work with your email, calendar, documents or contacts, the relevant content (for example the text of a message or document you asked about, or a calendar event's details) is sent to the AI provider that handles your account so it can read it and answer. Only what is needed for that request is sent.

AI providers that can receive Google user data. Kai sends Google Workspace data only to OpenAI and Anthropic, and only through their paid API services, whose terms do not allow customer API data to be used to train their models by default. This applies equally when you supply your own API key: Kai accepts keys for OpenAI and Anthropic for this purpose, and Google user data is processed under that provider's API terms. Keys for Google's Gemini can be saved but are blocked from receiving Google Workspace data, so Google user data is never sent to Gemini. Kai does not send Google user data to any provider for the purpose of training generalized or non-personalized models, and it does not enable any provider that does not meet this requirement. Providers keep API requests only for the limited period and purposes in their own terms, such as abuse monitoring, and settings on a key you supply (for example, opting in to data sharing on your own provider account) remain yours to control. Messages you exchange with Kai on WhatsApp pass through Meta's WhatsApp Business Platform.

Data security and protection

Kai is built to protect the confidentiality, integrity and security of your personal information, including information accessed through Google APIs. The measures in place are:

• Encrypted communications. Data sent between you, Kai and connected services travels over HTTPS (TLS).
• Encrypted credentials. Google OAuth refresh tokens and API keys you give Kai are encrypted with AES-256-GCM before they are stored, and are only decrypted at the moment they are used.
• Access controls. Your information is available only through your own signed-in session. Every record is tied to its owner, so one person cannot read another person's private information, even on a shared account.
• Limited access. Google permissions are requested through OAuth, you choose which to grant, and they are used only for the features you turn on. You can disconnect at any time, which also revokes Kai's access with Google.
• Credential protection. Kai does not intentionally write access tokens or credentials to its logs or show them in the app.
• Retention and deletion. Kai keeps your information only as long as it is needed to provide the service. You can delete tasks, memories and documents yourself in the app, and you can ask for your whole account and everything in it to be deleted by writing to the address under Contact below.

Google API Limited Use

Kai's use and transfer of information received from Google Workspace APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Google Workspace data is used only to provide user-facing Kai features and is not used to create, train, or improve generalized artificial-intelligence or machine-learning models. Google user data is not sold, and is not shared with advertising networks or data brokers. It is disclosed to service providers (such as the AI provider described above) only where needed to deliver the feature you asked for.

Your choices

You can disconnect Google or WhatsApp, delete tasks, memories, or knowledge-base documents, and stop using Kai at any time. Disconnecting a service does not delete your existing Kai data; you can delete that separately from within the app.

Contact

Questions about this policy or your data can be sent to mdhanji@karibuworld.co.tz.