Privacy Policy

Kika ("Kika", "we", "us") is a memory layer for your work. It has two surfaces: a desktop app that listens to your meetings, transcribes them and writes post-meeting notes; and a connector for AI coding agents that records what you decide while you work and gives it back to the agent later. Both feed one memory, so a decision made in a meeting and a decision made in your editor end up in the same place. This policy explains what we collect, how we use it, who processes it, and the choices and rights you have. Questions: support@getkika.app.

What we collect

• Account info. When you sign in with Google we receive your name, email address, profile picture, and Google account identifier. We do not receive or store your Google password.
• Meeting content. For sessions you start: the meeting title, any notes/context you type, the transcript (the text of what you and other participants say), the AI-generated summary and action items, and the suggestions the copilot showed you.
• Usage & billing. The number of live minutes you use each month (to apply plan limits) and an internal cost ledger. Payments are handled by our payment processor (Polar) - we never receive or store your full card details.
• Settings. Your app preferences (e.g. language, copilot instructions), synced so they follow you across devices.

When you connect an AI agent

You can connect Kika to an AI coding assistant such as Claude Code, Cursor or ChatGPT. This is off until you connect it, and it works in two ways.

Tools the agent calls. The agent can search your memory and write to it. We receive the search query or the fact it is recording, and which project it belongs to.

The end-of-turn hook. If you install our plugin, a script runs on your machine each time a turn with your assistant finishes. Most turns are discarded on your machine and never leave it. When a turn looks like it contains a decision, the script sends us:

• the assistant's last message (at most 8,000 characters) and your last message (at most 4,000) - the end of each, which is where a conclusion is;
• the working directory, and the git remote of the repository you are in;
• your assistant's session identifier.

It does not send your file contents, your source code, your environment variables, or any other conversation. The script is open source and is the whole program - you can read exactly what it sends at github.com/usekika/kika-plugin.

We use what it sends to work out whether anything durable was decided, and to record that one fact. Doing so involves our AI processors below. Anything recorded this way is marked agent-written and unverified, is listed for you to review, and can be undone.

The activity trail. So you can check the system is behaving and see what it costs, we keep a record of each turn and each tool call: the outcome, why nothing was saved when nothing was, the time taken, the cost, and a truncated excerpt of up to 1,000 characters of the turn so that a decision you disagree with is recognisable. This trail is deleted automatically after 90 days, is visible to you at getkika.app, and is erased when you delete your account.

Shared projects. If you add a colleague to a project, they can read that project's memory and its trail, including entries created by your agent, and you can read theirs. Nothing outside that shared project is visible to them. You can remove someone at any time and their access ends immediately.

To stop all of this, remove the plugin or disconnect the agent at getkika.app. With no credential present the script exits immediately and sends nothing.

What we do NOT store

We do not store the raw audio of your calls. Audio is processed in real time to produce a text transcript and is then discarded - only the transcript text is saved. We do not record video, and we do not sell your data to anyone.

How your data is processed

To provide the service we share the minimum necessary data with these processors:

• Google - sign-in (verifying your identity).
• Speech-to-text providers (ElevenLabs and/or Google Gemini) - your call audio is streamed to transcribe it into text in real time.
• AI model providers (Google Gemini and Anthropic, via AWS Bedrock) - transcript text is sent to generate suggestions and post-meeting notes. These providers act as processors and do not use your content to train their models on your behalf.
• Polar - subscription billing and payments.
• Railway - hosting and the database where your account and meeting data are stored.

Where your data lives

Your account and meeting data are stored in a managed PostgreSQL database, isolated per user with database-level row security so one account can never read another's data. Data is encrypted in transit (HTTPS/TLS). Your session token is stored encrypted in your operating system's keychain on your device.

Google user data

Kika's use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. This section describes exactly what we access, why, how we use it, where we store it, and who we share it with.

What we request. Kika asks for two things only:

• Your basic profile (openid, email, profile) - to create and identify your account. This is how you sign in; we never receive your Google password.
• Read-only access to your calendar events (calendar.events.readonly) - so Kika can show your upcoming meetings and prepare for them before they start. This is the narrowest calendar scope Google offers: it cannot create, change, or delete anything in your calendar, and it cannot access your calendar settings or other people's calendars.

How we use it. Calendar event data is used solely to power user-facing features you can see: listing your upcoming meetings, and generating meeting prep for a meeting you are about to join. We read the event title, time, and participant list. We do not use it for advertising, we do not build advertising profiles, and we do not use it for any purpose you would not expect from those features.

How we store it. The access credential Google gives us is encrypted at rest with a dedicated key, separately from the rest of your data. Event details are held only for as long as needed to show and prepare for the meeting.

Who we share it with. We do not sell Google user data, we do not transfer it to third parties for advertising or any independent purpose, and we do not allow humans to read it - except where you explicitly ask us to, where it is necessary for security purposes or to comply with applicable law. To generate meeting prep, meeting titles and participant names may be sent to our AI model providers acting strictly as processors on our instructions; they do not retain that data or use it to train their models. Our full processor list is above.

How to revoke it. You can disconnect your calendar from inside Kika at any time, or revoke our access directly at myaccount.google.com/permissions. Deleting your Kika account also revokes our Google access automatically.

Recording & consent (important)

Kika transcribes the meeting audio, which can include other participants. Laws on recording and transcribing conversations vary by country and state - some require the consent of everyone on the call. You are responsible for complying with the laws that apply to you and for obtaining any consent required before using Kika in a meeting.

How we use your data

• To run the core features: transcription, real-time suggestions, web look-ups, and notes.
• To apply your plan limits and process your subscription.
• To sync your settings and meeting history across your devices.
• To maintain, secure, and improve the service.

Retention & your rights

We keep your data until you delete it or close your account. From inside the app you can:

• Delete any individual meeting (its transcript and notes are removed).
• Undo anything an agent recorded, which removes it from your memory. The activity trail described above is deleted automatically after 90 days whether or not you act on it.
• Export a meeting's notes.
• Delete your account and all associated data (Settings → Danger zone). This permanently removes your meetings, transcripts, notes, and settings, and cancels any subscription. This is your right to erasure under GDPR / CCPA.

Depending on where you live you may also have rights to access, correct, or port your data. To exercise any of these, email support@getkika.app.

One exception to deletion, for fraud prevention: when you delete your account we retain a one-way hash of your Google account identifier together with a usage counter. This holds no personal data (no email, name, or content) - it only lets us stop the same account from repeatedly resetting the free monthly allowance by deleting and re-registering. We keep it on the basis of our legitimate interest in preventing abuse.

Children

Kika is not intended for anyone under 16, and we do not knowingly collect their data.

Changes

We may update this policy as the product evolves; we'll update the date above and, for material changes, notify you in the app. Continued use after a change means you accept it.

Contact

Privacy questions or requests: support@getkika.app.