Privacy Policy

1. Who we are

KaiTask ("we", "us") is the data controller for personal data collected through the KaiTask service. Contact: hello@kaitask.app.

2. What we collect

• Account data: name, email, avatar URL and hashed authentication credentials.
• Organization data: organization name, roles, projects, tasks, checklists, chat messages, attachments and activity logs you or your teammates create.
• Contact data: email addresses you use to invite staff or vendors.
• Diagnostic data: minimal, aggregated logs (route, status, timing, error messages) needed to keep the service running securely.

3. What we do not collect

We do not use third-party ad tracking, do not sell personal data, and do not train foundation AI models on your content.

4. Legal bases (UK/EU GDPR)

We process personal data to perform the contract with you (Art. 6(1)(b)), to comply with legal obligations (Art. 6(1)(c)) and for our legitimate interests in operating and securing the service (Art. 6(1)(f)).

5. Sub-processors

• Lovable Cloud — application hosting, database, authentication, file storage.
• Resend — transactional email delivery (invites, digests, reminders, weekly rollups).
• n8n — self-hosted workflow automation that triggers scheduled reminders and vendor-invite flows.
• Google — optional single sign-on if you choose to sign in with Google.

Each sub-processor is bound by a data-processing agreement and only processes data to deliver the service.

6. International transfers

Data may be processed in the EU, UK or US depending on sub-processor region. Where transfers leave the UK/EEA we rely on the UK IDTA, EU Standard Contractual Clauses or an equivalent lawful mechanism.

7. Retention

• Active organization data: kept for as long as the organization exists.
• Deleted organization: permanently erased within 30 days.
• Deleted individual account: profile and personal identifiers removed within 30 days; content authored inside an organization remains with that organization unless the owner deletes it.
• Diagnostic logs: maximum 90 days.
• Email delivery logs: maximum 180 days for anti-spam and troubleshooting.
• Backups: encrypted, retained up to 35 days.

8. Your rights

You can access, correct, export or delete your personal data, restrict or object to certain processing, and withdraw consent where processing is based on consent. To exercise these rights email hello@kaitask.app. You may also lodge a complaint with your local supervisory authority (in the UK, the ICO).

9. Security

All traffic is served over HTTPS. Data is encrypted in transit and at rest. Access is protected by row-level security so users only see the organizations, projects and tasks they belong to. We rotate keys, log administrative actions and run automated security scans.

10. Cookies

We use only strictly necessary cookies and local storage to keep you signed in and to remember your interface preferences. We do not use advertising or cross-site tracking cookies.

11. Children

KaiTask is not directed to children under 16 and we do not knowingly collect their data.

12. Changes

We will notify you of material changes in-app or by email at least fourteen days before they take effect.

13. Contact

Privacy questions or data-subject requests: hello@kaitask.app.