Privacy Policy

This policy explains what Kae Pilot, operated by KaeStack (“we”, “us”), collects when you use our website and workspace application (together, the “Service”), how we use it, and the choices you have. It applies to visitors, registered users, and the teams they invite into a workspace.

1. Two different roles

Your own data. For the account you register and the workspace you run, we are the data controller and this policy describes what we do with it.

Data you bring into the Service. The Service also stores information about people who are not our users — the customers who message your connected accounts, the contacts in your address book, the visitors who use your website chat widget. For that data you are the controller and we act as your processor: we handle it on your instructions, to run the features you switched on, and for nothing else. You are responsible for having a lawful basis to collect it and for telling those people how you use it.

2. Information we collect

Account information. Name, email address, and password (stored as a salted one-way hash, never in plain text and never recoverable) when you register. If you sign in with Google, we receive your Google account id, email address, name, and whether Google has verified that address — we do not receive your Google password. If you enable two-factor authentication, we store your 2FA secret and recovery codes, encrypted at rest.

Workspace and team data. Workspace names and settings, the roles and permissions you assign, invitations you send (including the invitee's email address), and API tokens you issue.

Connected platform data. When you connect an account on one of the platforms listed in our Terms, we store the access and refresh tokens needed to act on your behalf, the account's public profile information (name, avatar, page/channel id), and the content you publish through the Service. Tokens are encrypted at rest and are never displayed back to you or to anyone else in plain text.

Content and media. Captions, hashtags, comments, images, and video you upload or generate, plus the brand profile details (tone, colours, guidelines, forbidden words) you configure.

Inbox, contacts, and messaging data. If you connect a messaging channel — Facebook, Instagram, LINE, WhatsApp, Telegram, Discord, Mastodon, or our web chat widget — we store the conversations and messages exchanged with the people who contact you, including message text, timestamps, sender display names and handles, and any files they send. We also store the contact records you build from those conversations: name, avatar, email address, phone number, notes, and tags. Contact email addresses and phone numbers are encrypted at rest. If you use broadcasts, we store the recipient list and the delivery result for each recipient.

Web chat widget visitors. If you embed our chat widget on your website, we store the messages visitors send, any name they supply, files they attach, and a visitor identifier used to keep one conversation together across page loads.

Product and feed data. Product catalogue entries you create, and content you import from RSS or product URLs you point us at.

Usage, device, and audit data. Log data such as IP address, browser user agent, and pages visited, collected automatically to keep the Service secure and diagnose problems. We also keep an audit log of significant actions in your workspace (who did what, when, from which IP address) so account owners can review activity.

Billing information. If you subscribe to a paid plan, payment is processed by Stripe. We store your subscription status, plan, seat count, and billing period — we never receive or store your full card number.

3. How we use your information

• To operate the Service: publish and schedule your content to the platforms you connect, at the times you request.
• To deliver your shared inbox: receive, display, and send replies to messages on the channels you connect.
• To generate AI drafts, captions, hashtag suggestions, and reply drafts from the brand voice and content you provide.
• To show you analytics and performance data pulled from your connected accounts.
• To route approval requests to the teammates or clients you invite into a workspace.
• To send account, security, and billing notifications.
• To meter usage against your plan limits and bill you correctly.
• To detect abuse, enforce our Terms of Service, and keep the Service secure.

We do not use your content, your inbox messages, or your contacts to build advertising profiles, and we do not sell personal information.

4. AI processing

AI features send the text you are working on — your prompt, brand profile, and, for reply drafting, the conversation being replied to — to the AI provider configured for your workspace. Depending on that configuration, the provider is OpenAI, Anthropic, Google (Gemini), or a self-hosted model endpoint you supply. If you supply your own provider API key, it is encrypted at rest and used only for your workspace's requests.

We do not train any model on your content. We do not control the retention practices of the AI provider you choose, so if your content is sensitive, review that provider's terms before enabling AI features. AI output is generated text: it can be wrong, and it is yours to review before you publish it.

5. Sharing your information

We do not sell your personal information. We share data only with:

• The platforms you connect — solely to publish content, send and receive messages, and retrieve analytics you have asked for, using the scopes you authorised during connection.
• Stripe, our payment processor, for subscriptions and invoicing.
• Resend, our email provider, to deliver transactional email such as verification, password reset, and billing notices.
• Your chosen AI provider (OpenAI, Anthropic, Google, or an endpoint you configure) — see section 4.
• Our hosting and infrastructure providers, which run our servers, database, and media storage under confidentiality obligations.
• Your workspace team — members and clients you invite can see the content, inbox, contacts, calendar, and analytics for that workspace, scoped to the role you assign them.
• Law enforcement or regulators, only when required by valid legal process.

6. Cookies

We use only cookies that are strictly necessary to run the Service: a session cookie that keeps you signed in, and a CSRF token cookie that protects requests you make from being forged by another site. We do not use advertising cookies, and we do not embed third-party analytics or tracking scripts on our website.

7. Data retention

We retain your account and workspace data for as long as your account is active. If you disconnect a social account, its access and refresh tokens are deleted immediately; posts, messages, and analytics already recorded in your workspace remain unless you delete them. Audit log entries are kept for 12 months and then deleted automatically. When you close your account we delete your personal data within 30 days, except records we must keep for legal or accounting reasons (such as invoices).

8. Your rights and how to delete your data

You can review and correct your account details in your workspace settings, and disconnect any individual platform from Settings → Connected Accounts. From Settings → Security → Your data you can download a copy of everything we hold on your account, or delete the account outright. For what deletion removes, see our Data Deletion instructions , which also cover what happens when a platform such as Facebook tells us you have revoked our access from its own settings.

Depending on where you live, you may have additional rights under laws such as the GDPR or CCPA, including the right to access, port, object to, or restrict certain processing. Contact us at the address below to exercise these rights; we respond within 30 days.

9. Security

All traffic to the Service is encrypted in transit (HTTPS). The following are encrypted at rest: platform access and refresh tokens, incoming webhook URLs and signing secrets, AI provider API keys, two-factor secrets and recovery codes, and contact email addresses and phone numbers. Passwords are not encrypted but hashed, which is stronger — they cannot be reversed, by us or by anyone who obtained the database. Access to production data is limited to the people who need it to operate the Service.

No service can promise perfect security. If we become aware of a breach affecting your personal data, we will notify affected workspace owners and any regulator that applicable law requires.

10. Children

The Service is not directed to anyone under 16, and we do not knowingly collect data from children. If you believe a child has given us personal data, contact us and we will delete it.

11. Changes to this policy

We'll update the date at the top of this page when this policy changes, and notify workspace owners by email for material changes.

12. Contact us

Questions about this policy or your data: kaepilot.com@gmail.com