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Privacy Policy

Last updated: December 5, 2025

Introduction

Welcome to Kaidley ("we," "our," or "us"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI-powered business assistant platform designed for beauty professionals.

Information We Collect

Personal Information

  • Name and contact information (email, phone number)
  • Business information (business name, location, services offered)
  • Authentication credentials (encrypted passwords, OAuth tokens)
  • Profile information and preferences

Business Data

  • Client information and communication history
  • Appointment and booking data
  • Contract and payment information
  • Service offerings and pricing
  • Calendar and availability information

Technical Information

  • IP address and device information
  • Browser type and version
  • Usage data and analytics
  • Cookies and similar tracking technologies

How We Use Your Information

  • Provide and maintain our AI business assistant services
  • Process and manage your client communications
  • Generate contracts, quotes, and business documents
  • Facilitate appointment scheduling and calendar management
  • Process payments and handle billing
  • Improve our platform through AI analysis and optimization
  • Send important service updates and notifications
  • Provide customer support and technical assistance

Information Sharing

We do not sell or rent your personal information to third parties. We may share information only in the following circumstances:

  • Service Providers: With trusted third-party services that help us operate our platform (e.g., email services, payment processors, cloud storage)
  • Legal Requirements: When required by law or to protect our rights and safety
  • Business Transfers: In connection with a merger, acquisition, or sale of assets
  • With Your Consent: When you explicitly authorize us to share information

Data Security

We implement robust security measures to protect your information:

  • Encryption of data in transit and at rest
  • Secure authentication and access controls
  • Regular security audits and monitoring
  • Compliance with industry security standards

Your Rights

You have the right to:

  • Access and review your personal information
  • Correct or update your data
  • Delete your account and associated data
  • Export your data in a portable format
  • Opt out of non-essential communications
  • Withdraw consent where applicable

Google User Data

Kaidley uses Google OAuth 2.0 to access your Google account data for enhanced functionality. Here's exactly what we do with Google user data:

What Google Data We Access

  • Profile Information: Your name and email address for account creation and identification
  • Google Calendar: Read and write access to manage your business appointments and availability
  • Google Meet: Create meeting links for client consultations

Google OAuth Scopes We Request

  • https://www.googleapis.com/auth/calendar - Full access to your Google Calendar
  • https://www.googleapis.com/auth/calendar.events - Create and manage calendar events
  • https://www.googleapis.com/auth/meetings.space.created - Create Google Meet conference links

How We Use Google Data

  • Create and manage calendar events for client bookings
  • Check your availability to prevent double-bookings
  • Generate Google Meet links for virtual consultations
  • Authenticate your identity during login

How We Store and Protect Google Data

  • Google OAuth tokens are encrypted and stored securely in our database
  • Calendar data is only accessed in real-time when needed; we don't permanently store calendar events
  • All communication with Google APIs uses encrypted HTTPS connections
  • We comply with Google's API Services User Data Policy

Google Data Sharing

We do NOT:

  • Sell your Google user data to anyone
  • Share your Google data with third parties except as required to provide our service
  • Use your Google data for advertising purposes
  • Transfer Google data to others unless necessary for security, legal compliance, or with your explicit consent

Revoking Access

You can revoke Kaidley's access to your Google account at any time by:

Kaidley's use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

Meeting Recording and Transcription

When you schedule meetings through Kaidley, we offer optional AI-powered meeting transcription services:

What We Record

  • Audio from virtual meetings (Zoom, Google Meet) when transcription is enabled
  • AI-generated transcripts of meeting conversations
  • Meeting metadata (date, time, duration, participants)

How Transcription Works

  • An AI notetaker bot joins your meetings when transcription is enabled
  • The bot is clearly identified as "Ask Kaidley" or your custom notetaker name
  • All meeting participants are aware of the bot's presence
  • You can disable auto-transcription in your settings at any time

How We Use Transcripts

  • Generate meeting summaries and action items
  • Extract booking details to streamline contract creation
  • Provide searchable records of client consultations
  • Improve our AI services (anonymized data only)

Transcript Storage and Deletion

  • Transcripts are stored securely in encrypted databases
  • You can delete individual transcripts from your meeting history
  • Deleting your account removes all associated transcripts

Zoom Integration

When you connect your Zoom account to Kaidley:

  • Data Accessed: We request permission to create and manage Zoom meetings on your behalf
  • OAuth Tokens: Zoom access tokens are encrypted and stored securely
  • Meeting Creation: We create Zoom meetings for client consultations
  • No Recording Access: We do not access Zoom's native cloud recordings; our transcription uses a separate AI service
  • Revoke Access: You can disconnect Zoom from your Kaidley account settings or from your Zoom App Marketplace

Other Third-Party Integrations

Our platform also integrates with other third-party services to provide comprehensive functionality:

  • Instagram: Monitor and respond to business DMs (with your authorization)
  • Email Providers (IMAP): Scan your business email for booking inquiries
  • Stripe: Process payments and handle deposits securely
  • Twilio: SMS notifications and phone services
  • Recall.ai: AI meeting transcription service

These integrations are governed by their respective privacy policies, and we encourage you to review them.

Cookies and Tracking

We use cookies and similar technologies to enhance your experience, analyze usage patterns, and maintain session security. You can control cookie preferences through your browser settings.

Data Retention

We retain your information only as long as necessary to provide services, comply with legal obligations, and resolve disputes. You may request deletion of your data at any time through your account settings or by contacting us.

Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. We will notify you of significant changes through email or platform notifications.

Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us:

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