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Privacy Policy

Effective date: March 26, 2026

1. Introduction

Kaila OS ("we," "our," or "us") operates the Kaila OS mobile application (the "Service"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Service.

By using Kaila OS, you agree to the collection and use of information in accordance with this policy. If you do not agree, please do not use the Service.

2. Information We Collect

Account Information

When you create an account, we collect:

  • Email address
  • Name (if provided)
  • Authentication credentials

User Content

When you use the Service, you may provide:

  • Calendar events and scheduling data (events created in Kaila are stored on our servers and synced to your Google Calendar when connected; device calendar events may be temporarily processed but are not permanently stored)
  • Tasks and to-do items
  • Notes and text content
  • Contact information for your personal CRM
  • Reminders and notification preferences
  • Project data and organization preferences
  • Gmail email content (subject, sender, body) when you connect your Gmail account (processed for summarization, not permanently stored)
  • Google Calendar event data (titles, times, attendees) when you connect your Google Calendar account (processed for scheduling assistance; events created in Kaila are synced to your Google Calendar)

Voice Data

When you use voice input, your audio is processed in real time to convert speech to text. We do not store raw audio recordings after transcription is complete. The transcribed text is processed as described in "User Content" above.

Device & Usage Data

We may automatically collect:

  • Device type and operating system version
  • App version
  • General usage patterns (features used, session duration)
  • Crash reports and error logs

Location Data

If you grant location permissions, we collect your approximate location to provide location-based features such as finding nearby places and location-tagged tasks. You can revoke location permissions at any time through your device settings.

3. How We Use Your Information

We use the collected information to:

  • Provide, maintain, and improve the Service
  • Process your voice and text requests
  • Generate AI-powered responses and perform requested actions
  • Send reminders and notifications you've configured
  • Provide location-based features when permitted
  • Diagnose technical issues and improve reliability
  • Communicate with you about the Service

4. Third-Party Services

Kaila OS integrates with the following third-party services to provide its functionality:

Google Gemini (AI Processing)

Your requests are sent to Google's Gemini API for natural language understanding and response generation. The following data may be included in requests to Google Gemini:

  • Full name and email address
  • Timezone and work schedule preferences
  • GPS coordinates (current location) for location-aware responses
  • Events created in Kaila are stored on our servers
  • Device calendar events may be temporarily processed to detect scheduling conflicts but are not permanently stored
  • Relevant scheduling context may be transmitted to Google Gemini to generate accurate responses
  • Full conversation and message history (text and transcribed voice)
  • Personal goals, preferences, and assistant profile settings
  • Contacts and notes stored within Kaila OS may be transmitted to Google Gemini when relevant to your request
  • Kaila OS does not access your device contacts or Apple Notes

Data sent to Google Gemini via the API is not used to train Google's AI models, in accordance with Google's API Terms of Service. Google's privacy policy applies to their processing of this data.

Google Places API (Location Search)

When you explicitly request a nearby place search, the following data is sent to the Google Places API:

  • Search query text
  • GPS coordinates (latitude and longitude)
  • Search radius

This data is only sent when you explicitly request a nearby place search. Google's privacy policy governs their handling of this data.

Tavily (Web Search)

When you ask Kaila to search the web, your request is processed by Tavily's search API. The following data is sent:

  • Search query text only

No personal identification data is included in requests to Tavily. This is only triggered when you ask Kaila to search the web. Tavily's privacy policy applies to their handling of search data.

Firebase Cloud Messaging (Push Notifications)

We use Firebase Cloud Messaging to deliver push notifications for reminders and alerts. The following data is sent to Firebase:

  • Device token (FCM token) for push notification delivery
  • Notification title and body content
  • Device platform (iOS/Android)

Firebase's data processing terms apply.

RevenueCat (Subscription Management)

We use RevenueCat to manage in-app subscriptions and purchases. The following data is shared with RevenueCat:

  • Anonymous customer identifier
  • Subscription product identifier and plan type
  • Subscription status and expiration date

RevenueCat does not receive your name, email, or other personal information. RevenueCat's privacy policy applies to their handling of subscription data.

Email Delivery (SMTP)

When you explicitly ask Kaila to send an email on your behalf, the following data is sent to our third-party email delivery service:

  • Recipient email address
  • Email subject and body content

This data is only sent when you explicitly ask Kaila to send an email on your behalf.

Gmail (Email Reading via Google OAuth)

When you connect your Gmail account, Kaila OS accesses your emails through Google's OAuth 2.0 authentication. The following applies:

  • Kaila OS requests read-only access to your Gmail account — it cannot send, delete, or modify your emails
  • You authenticate directly with Google; Kaila OS never receives or stores your Google password
  • Email metadata (subject, sender, date) and body content may be sent to Google Gemini for summarization
  • Full email content is not permanently stored on our servers — only AI-generated summaries if you choose to save them
  • You can revoke Kaila OS's access to your Gmail at any time from your Google Account security settings

Google's privacy policy and OAuth consent terms govern the authentication process. This integration is only active when you explicitly connect your Gmail account.

Google Calendar (Calendar Access via Google OAuth)

When you connect your Google Calendar account, Kaila OS accesses your calendar through Google's OAuth 2.0 authentication. The following applies:

  • Kaila OS requests read and write access to your Google Calendar — it can create, update, and delete events that were created through Kaila
  • You authenticate directly with Google; Kaila OS never receives or stores your Google password
  • Calendar event metadata (titles, times, attendees) may be sent to Google Gemini for scheduling assistance
  • Events created in Kaila are synced to your Google Calendar; existing Google Calendar events are not modified
  • You can revoke Kaila OS's access to your Google Calendar at any time from your Google Account security settings

Google's privacy policy and OAuth consent terms govern the authentication process. This integration is only active when you explicitly connect your Google Calendar account.

Google API Services User Data Policy

Kaila OS's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

Specifically:

  • Kaila OS only uses Google user data (Gmail and Google Calendar) for the purposes described in this Privacy Policy — providing and improving the Service for you
  • Kaila OS does not use Google user data for serving advertisements
  • Kaila OS does not allow humans to read your Google user data unless: (a) we have your explicit consent, (b) it is necessary for security purposes (e.g., investigating abuse), (c) it is necessary to comply with applicable law, or (d) the data is aggregated and anonymized for internal operations
  • Kaila OS does not transfer Google user data to third parties except as necessary to provide or improve the Service (e.g., sending calendar context to Google Gemini for scheduling assistance), with your consent, or as required by law

5. Data Storage & Security

Your data is stored on secure servers with encryption at rest and in transit. We implement industry-standard security measures including:

  • TLS encryption for all data in transit
  • Encrypted database storage
  • Secure authentication with hashed credentials
  • Regular security reviews

While we strive to protect your information, no method of electronic storage or transmission is 100% secure. We cannot guarantee absolute security.

6. Data Retention

We retain your data for as long as your account is active. If you delete your account, we will delete your personal data within 30 days, except where retention is required by law.

7. Your Rights

You have the right to:

  • Access the personal data we hold about you
  • Request correction of inaccurate data
  • Request deletion of your data
  • Export your data in a portable format
  • Withdraw consent for optional data processing

To exercise these rights, contact us at support@kailaos.com.

8. Children's Privacy

Kaila OS is not intended for children under the age of 13. We do not knowingly collect personal information from children under 13. If we discover that we have collected data from a child under 13, we will delete it promptly.

9. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy within the app and updating the effective date above.

10. Contact Us

If you have questions about this Privacy Policy, please contact us at:

info@kailaos.com