Privacy policy

Two roles

For your account, billing and our website, we decide how information is used, as this policy describes. For the information a business keeps in kaylin about its callers, customers and contacts, we process it for that business and follow its instructions; that business's own privacy policy also applies.

What we collect

• Your account: your name and email address, and your Google profile if you sign in with Google.
• Your business's work in kaylin: contacts, notes, the files you keep in "What kaylin knows", playbooks, autopilots, chats with kaylin and settings.
• Calls and texts: phone numbers, call recordings, transcripts and summaries, and text messages sent to and from your kaylin numbers.
• Checking it's you on a call: when you call kaylin from your mobile number, we keep a scrambled copy of your call PIN and of any code we text you for the call, never the PIN or code itself. We count wrong tries so we can pause or lock your PIN and let you know. A PIN or code you say on a call is hidden in its transcript. Your own calls with kaylin can be seen only by you, except a message you leave for the team, which your team can see.
• Contact lists you import: the names, phone numbers, email addresses, companies, tags and notes in files you upload. The business that imports them confirms it may share them with us.
• Billing: your plan, invoices and payment history. Card numbers go straight to our payment processor, Stripe; we never see or store them.
• Our website: what you type into the contact form or the chat with kaylin (such as your name, business, email and phone number), and calls to our demo line.
• How the service is used: pages visited, features used, errors, device and browser type, your device's time zone (saved with your profile so alerts and times follow where you are), and IP address, to keep kaylin working and improve it.
• Connected accounts (Google, Microsoft or Zoho for email and calendar; Zoho Books or QuickBooks Online for bookkeeping; other apps you connect under More apps), only when you connect one. See the next section.

Accounts you connect

When you connect an account, kaylin can read your email and calendar, save drafts and labels, move emails to your mailbox's trash (it never deletes them for good), send emails from your address or an alias your account already has, and add events. In your bookkeeping app it can look up customers and invoices, make invoices and record payments. In other apps you connect, it can do what that app allows, as your switches on Integrations set. kaylin does these things when you ask it in Chat, by text or on a call, or when an autopilot you set up is allowed to. Every action is logged first, and you can see it under Activity. kaylin uses this access only to do what you ask of it in the app.

Access tokens are stored encrypted and are never shown in the app. You can disconnect an account at any time on the Integrations page; that revokes kaylin's access with the provider and deletes the tokens.

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

• use Google user data only to provide and improve the features you use in kaylin;
• don't sell it, or use or transfer it for advertising;
• don't use it to develop, improve or train generalized AI or machine-learning models;
• don't let people read it, except with your permission, to investigate abuse or a security problem, or where the law requires it.

How we use information

• to answer and make calls, send texts and run your autopilots for your business;
• to answer your questions in chat and keep your records in one place;
• to keep kaylin secure, fix problems and support you;
• to bill you for your plan and usage, and to remind you the day before a free trial ends (by email, or by text if you choose it and get kaylin alerts);
• to answer website visitors, follow up on demo requests and send what you ask for;
• to tell you about changes to the service.

We don't sell personal information, and we don't share it for targeted (cross-context behavioral) advertising. We don't use your workspace's calls, texts, emails or files to train AI models.

Services that process data for us

kaylin relies on these providers to run. Each receives only what it needs for its part, under its own privacy and security terms:

• Supabase: hosting, database and sign-in;
• Twilio: phone numbers, calls and text messages;
• Vapi: runs kaylin's calls; Deepgram: turns callers' speech into text; ElevenLabs: kaylin's voice;
• Anthropic (Claude): the AI that understands calls and chats. Anthropic doesn't train its models on data sent through its business API;
• Stripe: card payments and billing;
• Google, Microsoft and Zoho: only for accounts you choose to connect, to reach your own email, calendar and (Zoho) books;
• Intuit (QuickBooks Online): only for a bookkeeping account you choose to connect;
• Composio: connects the other apps you choose under More apps, and keeps those connections.

Where data is kept. kaylin's database is hosted in the United States. The providers above handle information to run their part of kaylin, and some may do that outside the United States. Each gets only what it needs, and we rely on their data protection terms where the law requires. If our hosting or providers change, we'll update this page.

We may also share information when the law requires it, to protect people's safety or our rights, or with a buyer if our business is sold, under this policy.

Callers and people who text you

kaylin handles calls and texts for the businesses that use it. The business decides what kaylin records and keeps, and is responsible for telling callers and getting any consent the law requires. Callers who want their information removed can contact the business or us at support@kaylin.io; we pass the request to the business and help it respond. Anyone can reply STOP to a kaylin number to stop texts from it.

Text messages

kaylin texts alerts to team members who tick Text me kaylin alerts (including, if the owner chooses it, the reminder before a free trial ends), and texts each business's customers only if they texted that business first or said yes on a call when kaylin asked. Each business's kaylin number is registered with the phone carriers under that business's own name. We use mobile numbers and texts only to send and receive those messages and to run the service.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent will not be shared with any third parties.

How often texts come depends on how you and the business use kaylin. Message and data rates may apply. Reply STOP to a kaylin number to stop texts from it, or HELP for help.

Support access

Our support team can look inside a workspace only while one of its owners has turned on support access in Settings. That access is read-only, and every look is recorded in the workspace's activity log.

Cookies and similar technology

The app uses your browser's storage to keep you signed in and remember settings such as the look you picked and the time zone your device was last in. Our website may use privacy-friendly visitor analytics. We honor Global Privacy Control signals as a request to opt out of any sale or sharing.

Keeping and deleting data

We keep your workspace's data while your account is active. Email and calendar data is read when kaylin needs it and isn't copied into kaylin, apart from what kaylin writes into your chats and autopilot reports. Each workspace chooses whether its calls are recorded and transcribed. You can delete your account in Settings → General, close your workspace in Workspace settings, and delete calls and texts in Settings → Clean up; we finish removing them from our providers within 30 days. You can also email support@kaylin.io and we'll do it for you within 30 days, apart from anything the law requires us to keep. After a workspace closes, its data is deleted within 30 days. If you leave a workspace or are removed from it, your personal items there (your personal notes, your writing style, your chats with kaylin and the files you added in chat) are hidden. If you rejoin within 30 days, they're yours again; after 30 days, they're deleted. These are separate from the business's records, such as its calls, texts, bookings, contacts and team knowledge, which stay with the workspace. Chats with kaylin on our website are kept for 30 days so we can check and improve kaylin's answers, then deleted. If you leave your details in the chat, we keep them with your message. To offer demo times in your own time, the chat uses the time zone your browser shares; we don't keep it.

• Call recordings and transcripts: each workspace chooses how long to keep them: 30 days, 90 days, 1 year (the default) or until it deletes them. Then kaylin erases them, at our call provider too. The call's record, summary and notes stay until the business deletes them. If a caller says no to recording, the recording and full transcript are never saved in kaylin.
• Texts are kept until the business deletes them; deleting removes them at our phone provider too.
• Consent and opt-outs: who agreed to texts, when and the words shown, and who opted out, are kept while the workspace is open, so the business can show it had permission and keep honoring opt-outs.
• Billing records are kept as long as tax and accounting laws require.
• Copies our providers hold and our backups are deleted on their own schedules.

Your rights

Depending on where you live (for example California, Colorado, Connecticut, Texas, Virginia and other states with privacy laws), you may have the right to know what personal information we have about you, get a copy, correct it, delete it, and opt out of its sale or use for targeted advertising (which we don't do). Email support@kaylin.io to make a request; we'll confirm we got it, verify it's you, and answer within 45 days. You can use an authorized agent, and we won't treat you differently for using these rights. If we turn down a request you can appeal by replying to our answer. For information a business keeps in kaylin about its callers and customers, we help that business answer your request.

Security

Data is encrypted in transit, each workspace's data is kept apart from every other workspace's, and access tokens for connected accounts are stored encrypted. No system is perfectly secure; if a breach affects you, we'll tell you as the law requires.

Children

kaylin and our website are for businesses and aren't meant for children. We don't knowingly collect information from children under 13; if you think we have, email support@kaylin.io and we'll delete it.

Changes

If we change this policy we'll update the date above, and tell you in the app or by email when the change matters.

Contact

YAH BRANDS, LLC, 1914 Thomes Avenue, STE #2-3268, Cheyenne, WY 82001. Email support@kaylin.io, phone 307-338-4503. See also our terms of service.