Privacy Policy

KaiHub ("we", "us", "our") is a software-as-a-service platform that helps organisations track, measure and develop team performance. Our platform is operated by the entity that owns the KaiHub application.

For privacy enquiries, contact us at contact@kaihub.app.

Account data

When you register, we collect your name, email address, and any profile information you provide through your authentication provider (Google, email/password via Clerk).

Team and performance data

Data you enter into the platform, including but not limited to: agent names and contact details, organisational hierarchy, KPI targets and results, performance scores, appraisals, notes, and tasks. This is data about your employees or team members that you as the account holder choose to enter.

Usage data

Standard web server logs: IP address, browser type, pages visited, timestamps. This data is used solely for security monitoring and service reliability.

Billing data

Payment details are processed by Stripe and never stored on our servers. We only retain a Stripe customer ID and subscription status.

• To provide and operate the KaiHub service
• To authenticate your identity and maintain session security
• To send transactional emails (account confirmation, password reset, subscription receipts)
• To process payments and manage your subscription
• To investigate security incidents, abuse, or legal requests
• To improve the product through anonymised, aggregated usage analysis

We do not use your data for advertising, sell it to third parties, or share it with any party not listed in Section 4.

We use the following services to deliver the platform. Each acts as a sub-processor of your data:

All sub-processors are established companies with their own privacy programmes. Links to their policies are available on their respective websites.

What data is sent to Anthropic

KaiHub includes AI-powered analysis that generates written performance summaries for individual agents, teams, and your organisation as a whole. To produce these reports, relevant data from your workspace is transmitted to Anthropic, Inc. ("Anthropic") via their API. This data includes:

• Agent names and team/node membership
• KPI metric names, targets, and scores for the relevant period
• Appraisal summaries and performance ratings
• Task records (title, status, priority)
• Journal entry summaries (where included in analysis prompts)

How Anthropic uses this data

Anthropic acts as a sub-processor of your data under our API agreement with them. Your data is transmitted solely for the purpose of inference — generating the AI analysis response — and is not used to train Anthropic's models. Anthropic's zero-data-retention API policy applies to all requests made by KaiHub.

Please refer to Anthropic's Privacy Policy for full details of their data handling practices.

Your responsibility as Data Controller (GDPR)

If you are subject to GDPR, you act as the Data Controller for your employees' personal data. You are responsible for ensuring you have a lawful basis for transmitting your employees' performance data to AI sub-processors. If you require a Data Processing Agreement (DPA), please contact us at contact@kaihub.app.

Opting out of AI features

AI analysis generation is triggered manually by workspace administrators. If you do not wish employee data to be transmitted to Anthropic, simply do not use the AI analysis features. All other platform functionality (KPI tracking, appraisals, tasks, etc.) operates independently of the AI features.

As the operator of the platform, we have technical access to all data stored in the database. This access is used only for:

• Providing technical support at your explicit request
• Diagnosing and resolving system errors
• Complying with lawful legal orders
• Preventing fraud and abuse

We maintain internal access controls that limit database access to authorised personnel only. We will notify you if we access your workspace data for support purposes, unless prohibited by law.

Your data is retained for as long as your account is active. If you cancel your subscription or request account deletion, we will delete your data within 30 days, except where we are required to retain it for legal or financial compliance purposes (typically up to 7 years for billing records).

We protect your data using the following measures:

• TLS encryption for all data in transit
• Encryption at rest provided by our database host (Neon)
• Workspace-level access control — users can only access workspaces they are explicitly granted
• Authentication managed by Clerk, a dedicated identity provider

No security system is impenetrable. In the event of a data breach that affects your personal data, we will notify you within 72 hours of becoming aware, as required by applicable law.

Depending on your jurisdiction, you may have the following rights:

• Access: Request a copy of the data we hold about you
• Correction: Request correction of inaccurate data
• Deletion: Request deletion of your account and associated data
• Portability: Request your data in a machine-readable format
• Objection: Object to processing based on legitimate interests

To exercise any of these rights, email contact@kaihub.app. We will respond within 30 days.

If you are based in the European Economic Area, you also have the right to lodge a complaint with your national data protection authority.

We use a single session cookie (workspace-id) to remember your active workspace between sessions. This cookie does not track you across other websites and contains no personal information beyond a workspace identifier. No advertising or analytics cookies are used.

Our infrastructure (Vercel, Neon, Clerk) operates primarily in the United States, and Anthropic (our AI sub-processor) is also US-based. If you are located in the EU/EEA, your data — including performance data transmitted for AI analysis — is transferred to the US. Clerk and Vercel participate in recognised transfer mechanisms. We rely on standard contractual clauses for transfers where applicable.

KaiHub is a business-to-business tool intended for use by adults in a professional capacity. We do not knowingly collect data from individuals under the age of 16.

We may update this policy from time to time. We will notify you of material changes by email or via a notice within the application at least 14 days before they take effect. Continued use of the service after that date constitutes acceptance of the updated policy.

For any privacy-related questions, requests, or complaints:

Email: contact@kaihub.app