KAIHO

Summary of Our Privacy Policy

It covers every Kaiho website that links here, and all of the products and services contained on those websites. The detailed policy follows the same structure as this summary and constitutes the acutal legal document.

Our privacy commitment: Kaiho has never sold your informaiton to someone else for advertising, or made money by showing you other people's ads, and we never will. This has been our approach from the beginning, and we remain committed to it. This policy tells you what information we collect from you, what we do with it, who can access it, and what you can do about it.

Last updated on: December 16th 2023.

Part 1 - Information Kaiho collects and controls

We only collect the information that we actually need. Some of that is information that you actively give us when you sign up, ask for customer support, or buy something from us. We store your name and contact information, but we don't store credit card numbers (expect with your permissions and in one of our secured payment gateways).

When you visit our website or use our software, we automatically log some basic information like how you got to the site, where you navigated within it, and what features and settings you use. We use this information to improve our website and services and to drive new product development.

Sometimes we receive information indirectly. If you ask about our products through one of our contact forms or referral programs like LinkedIn or Google, they’ll pass on your contact information to us. We’ll use that information to complete the request that you made. If you engage with our brand on social media (for instance, liking, commenting, retweeting, mentioning, or following us), we’ll have access to your interactions and profile information. We’ll still have that information even if you later remove it from the social media site.

What we do with your information

We use your information to provide the services you’ve requested, create and maintain your accounts, and keep an eye out for unauthorized activity on your account. We also use it to communicate with you about the products you’re currently using, your customer support requests, new products you may like, chances for you to give us feedback, and policy updates. We analyze the information we collect to understand user needs and to improve our websites and services.

We’re required to have a legal basis for collecting and processing your information. In most cases, we either have your consent or need the information provide the service you’ve requested from us. When that’s not the case, we must demonstrate that we have another legal basis, such as our legitimate business interests.

You can decline certain kinds of information use either by not providing the information in the first place or by opting out later. You can also disable cookies to prevent your browser from giving us information, but if you do so, certain website features may not work properly. We completely disable non-essential and intrusive third-party cookies from all Kaiho websites and products.

We limit access to your personal information to our employees and contractors who have a legitimate need to use it. If we share your information with other parties (like developers, service providers, domain registrars, and reselling partners), they must have appropriate security measures and a valid reason for using your information, typically to serve you.

We keep your personal information for as long as it is required for the purpose stated in this Privacy Policy. When we no longer have a legitimate need to process your information, we will delete, anonymize, or isolate your information, whichever is appropriate.

Part II - General

There are some limitations to the privacy we can promise you. We will disclose personal information if it’s necessary to comply with a legal obligation, prevent fraud, enforce an agreement, or protect our users’ safety. We do not currently honor Do Not Track signals from internet browsers’ when a universal standard for processing them emerges, we will follow it.

Third-party websites and social media have their own separate privacy policies. Always check the relevant privacy policy before sharing personal information with third parties.

You can always contact us to : ask questions about our privacy practices, alert us if you believe we have collected personal data from a minor, or ask to have your personal information removed from our websites. You can also check our Privacy Policy.

We will contact you to let you know if we make any major changes to our privacy policy, or in the highly unlikely even that we ever decide to sell our business.

Privacy Policy

This Privacy Policy statement is made by Kaiho and is desinged to inform you about the collection, use, and disclosure of personal information when you use the Kaiho website, prodcuts or services. By accessing or using the Website you consent to the practies decribed in this Policy.

Kaiho's Privacy Commitment

Our privacy commitment: Kaiho has never sold your informaiton to someone else for advertising, or made money by showing you other people's ads, and we never will. This has been our approach from the beginning, and we remain committed to it. This policy tells you what information we collect from you, what we do with it, who can access it, and what you can do about it.

Scope of this Privacy Policy

This Privacy Policy applies to all Kaiho websites that link to it. It also applies to the products and services provided by Kaiho through these websites. This Privacy Policy does not apply to any of our outside website, or any sites that may have a separate privacy policy.

This Privacy Policy is divide up into three parts:

Part I - Information Kaiho collects and controls

This part deals with how Kaiho collects and uses information about website visitors, potential customers, users of Kaiho’s products and services, and others who contact Kaiho through forms or email addresses published on or linked to our websites.

Part II - Information that Kaiho processes on your behalf

This part deals with how Kaiho handles data that you entrust to Kaiho when you use our products and services, or when you share any personal or confidential information with us while requesting customer support.

Part III - General

This part deals with topics that are relevant to both Parts I and II, and other general topics such as Kaiho’s security commitments and how we will inform you when we change this Privacy Policy.

Part I - Information Kaiho collects and controls

What information Kaiho collects

We collect information about you only if we need the information for some legitimate purpose. Kaiho will have information about you only if (a) you have provide the information yourself, (b) Kaiho has automatically collected the information, or (c) Kaiho has obtained the information from a third part. Below we describe the various scenarios that fall under each of those three categories and the information collected in each one.

Information that you provide us

i. Account setup: when you sign up with Kaiho, we ask for information like your name, contact number, email address, company name, and state to complete the process.

ii. Form submissions: We record information that you submit when you (i) subscribe to our newsletter or any other mailing list, (ii) submit a form, (iii) participate in contests or respond to surveys, or (iv) submit a form to request customer support, get a quote or to contact Kaiho for any other purpose.

iii. Payment processing: When you buy something from us, we ask you provide your name, contact information, credit card informationother payment account information. When you submit your card information, we store the name and address of the cardholder, the expiry date and the last four digits of the credit card number. We do not store the actual credit card number. For quick processing of future payments, if you have given us your approval, we may store your credit card information or other payment information in an encrypted format in the secured servers of our Payment Gateway Service Providers.

iv. Testimonials : When you authorize us to post testimonials about our products and services on websites, we may include your name and other personal information in the testimonial. You will be given an opportunity to review and approve the testimonial before we post it. If you wish to update or delete your testimonial, you can contact us at privacy@kaiho.co

v. Interactions with Kaiho: We may record, analyze and use your interactions with us, including email, telephone, and chat conversations with our sales and customer support professionals, for improving our interactions with you and other customers.

Information that we collect automatically

i. Information from browsers, devices and servers: When you visit our websites, we collect information that web browsers, mobile devices and servers make available, such as the internet protocol address, browser type, language preference, time zone, referring URL, date and time of access, operating system, mobile device manufacturer and mobile network information. We include these in our log files to understand more about visitors to our website.

ii. Information from cookies and tracking technologies: We use temporary and permanent cookies to identify users of our services and to enhance users experience. We embed unique identifiers in our products to track usage of the products. We also use cookies, beacons, tags, scripts, and other similar technologies to identify visitors, track website navigation, gather demographic information about visitors and users, understand email campaign effectiveness and for targeted visitor and user engagement by tracking your actives on our website. We mostly use first-party cookies and do not use third-party cookies or other third-party tracking technologies on our websites for non-essential or intrusive tracking.

Information that we collect from third parties

i. Referrals: If someone has referred any of our products or services to you through any of our referral programs, that person may have provided us your name, email address and other personal information. You may contact us at privacy@kaiho.co to request that we remove your information from our database. If you provide us information about another person, or if another person give us your information, we will only use that information for the specific reason for which it was provide to us.

ii. Information from social media sites and other publicly available sources: When you provide feedback or reviews about our products, interact, or engage with us on marketplaces, review sites or social media sites such as Facebook, Twitter, LinkedIn and Instagram through posts, comments, questions and other interactions, we may collect such publicly available information, including profile information, to allow us to connect with you, improve our products, better understand user reactions and issues, or to reproduce and publish your feedback on our websites. We must tell you that once collected, this information may remain with us even if you delete it from these sites. Kaiho may also add and update information about you, from other publicly available sources.

Purposes for using information

In addition to the purposes mentioned above, we may use your information for the following purposes:

To communicate with you (such as through email) about products that you have downloaded and services that you have signed up for, changes to this Privacy Policy, changes to the Terms of Service, or important notices;

To keep you posted on new products and services, upcoming events, offers, promotions and other information that we think will be of interest to you;

To ask you to participate in surveys, or to solicit feedback on our products and services;

To set up and maintain your account, and to do all other things required for providing our services, such as enabling collaboration, providing website and mail hosting, and backing up and restoring your data;

To understand how users use our products and services, to monitor and prevent problems, and to improve our products and services;

To provide customer support, and to analyze and improve our interactions with customers;

To detect and prevent fraudulent transactions and other illegal activities, to report spam, and to protect the rights and interests of Kaiho, Kaiho's users, third parties and the public;

To update, expand and analyze our records, identify new customers, and provide products and services that may be of interest to you;

To analyze trends, administer our websites, and track visitor navigations on our websites to understand what visitors are looking for and to better help them;

To monitor and improve marketing campaigns and make suggestions relevant to the user.

Legal bases for collecting and using information

Legal processing bases applicable to Kaiho: O ur legal basis for information collection and use depends on the personal information concerned and the context in which we collect it. Most of our information collection and processing activities are typically based on (i) contractual necessity, (ii) one or more legitimate interests of Kaiho or a third party that are not overridden by your data protection interests, or (iii) your consent. Sometimes, we may be legally required to collect your information, or may need your personal information to protect your vital interests or those of another person.

Withdrawal of consent : Where we rely on your consent as the legal basis, you have the right to withdraw your consent at any time, but this will not affect any processing that has already taken place.

Legitimate interests notice : Where we rely on legitimate interests as the legal basis and those legitimate interests are not specified above, we will clearly explain to you what those legitimate interests are at the time that we collect your information.

Your choice in information use

Opt out of non-essential electronic communications : You may opt out of receiving newsletters and other non-essential messages by using the ‘unsubscribe’ function included in all such messages. However, you will continue to receive essential notices and emails such as account notification emails (renewal reminders, etc.), security incident alerts, security and privacy update notifications, and essential transactional and payment related emails.

Disable cookies : You can disable browser cookies before visiting our websites. However, if you do so, you may not be able to use certain features of the websites properly.

Optional information : You can always choose not to fill in non-mandatory fields when you submit any form linked to our websites.

Who we share your information with

Employees and independent contractors: Employees and independent contractors of relevant Kaiho have access to the information covered in Part I on a need-to-know basis. We require all employees and independent contractors of Kaiho to follow this Privacy Policy for personal information that we share with them.

Third-party service providers : We may need to share your personal information and aggregated or de-identified information with third-party service providers that we engage, such as marketing and advertising partners, event organizers, web analytics providers and payment processors. These service providers are authorized to use your personal information only as necessary to provide these services to us.

Domain registrars : When you register a domain through Kaioh from domain name registrars, we share your name and contact information such as your physical address, email address and phone number with them as per the ICANN domain registration rules.

Other cases : Other scenarios in which we may share the same information covered under Parts I and II are described in Part III.

Your rights with respect to information we hold about you as a controller

Right to access: You have the right to access (and obtain a copy of, if required) the categories of personal information that we hold about you, including the information's source, purpose and period of processing, and the persons to whom the information is shared.

Right to rectification : You have the right to update the information we hold about you or to rectify any inaccuracies. Based on the purpose for which we use your information, you can instruct us to add supplemental information about you in our database.

Right to erasure : You have the right to request that we delete your personal information in certain circumstances, such as when it is no longer necessary for the purpose for which it was originally collected.

Right to restriction of processing : You may also have the right to request to restrict the use of your information in certain circumstances, such as when you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

Right to data portability : You have the right to transfer your information to a third party in a structured, commonly used and machine-readable format, in circumstances where the information is processed with your consent or by automated means.

Right to object : You have the right to object to the use of your information in certain circumstances, such as the use of your personal information for direct marketing.

Right to complain : You have the right to complain to the appropriate supervisory authority if you have any grievance against the way we collect, use or share your information. This right may not be available to you if there is no supervisory authority dealing with data protection in your country.

Retention of Information

We retain your personal information for as long as it is required for the purposes stated in this Privacy Policy. Sometimes, we may retain your information for longer periods as permitted or required by law, such as to maintain suppression lists, prevent abuse, if required in connection with a legal claim or proceeding, to enforce our agreements, for tax, account, or to comply with other legal obligations. When we no longer have a legitimate need to process your information, we will delete or anonymize your information from our active databases. We will also securely store the information and isolate it from further processing on backup discs until deletion is possible.

Part II - Information Kaiho collects and controls

Information entrusted to Kaiho and purpose

Information provided in connection with services: You may entrust information that you or your organization ("you") control, to Kaiho in connection with use of our services or for requesting technical support for our products. This includes information regarding your customers and your employees (if you are a controller) or data that you hold and use on behalf of another person for a specific purpose, such as a customer to whom you provide services (if you are a processor). The data may either be stored on our servers when you use our services, or transferred or shared to us as part of a request for technical support or other services.

Ownership and control of your service data

We recognize that you own your service data. We provide you complete control of your service data by providing you the ability to (i) access your service data, (ii) share your service data through supported third-party integrations, and (iii) request export or deletion of your service data.

How we use service data

We process your service data when you provide us instructions through our services. For example, when providing customer support or bundle pricing, we use your service data to provide a better experience and enhance your overall service.

Who we share service data with

Kaiho and third party sub-processors: In order to provide services and technical support for our products, the contracting entity within Kaiho engages other groups and third parties.

Employee and independent contractors: We may provide access to your service data to our employees and individuals who are independent contractors of Kaiho involved in providing the services (collectively our "employees") so that they can (i) identify, analyze and resolve errors, (ii) manually verify emails reported as spam to improve spam detection, or (iii) manually verify scanned images that you submit to us to verify the accuracy of optical character recognition. We ensure that access by our employees to your service data is restricted to specific individuals, and is logged and audited. Our employees will also have access to data that you knowingly share with us for technical support or to import data into our products or services. We communicate our privacy and security guidelines to our employees and strictly enforce privacy safeguards within Kaiho.

Third-party integrations you have elected: Most of our products and services support integrations with third-party services. If you choose to elect any third-party services, you may be allowing the third party to access your service data and personal information about you. We encourage you to review the privacy practices of the third-party services and products before you enable integrations with them.

Other cases: Other scenarios in which we may share information that are common to information covered under Parts I and II are described in Part III.

Retention of information

We hold the data in your account as long as you can choose to use Kaiho. Once you terminate your Kaiho account, your data will eventually get deleted from active databases during the next clean-up that occurs once in 6 months. The data deleted from active database will be deleted from backups after 3 months .

Part III - General

Children's personal information

Our products and services are not directed to individuals under 16. Kaiho does not knowingly collect personal information from children who are under 16 years of age for its own purposes. If we become aware that a child under 16 has provided us with personal information, we will take steps to delete such information. If you believe that a child under 16 years has provided personal information to us, please write to privacy@kaiho.co with the details, and we will take the necessary steps to delete the information we hold about that child. However, using our products, you can collect information about individuals who may be children. If you process information relating to children, you acknowledge and agree that you will be responsible for complying with the applicable laws and regulations related to protection of such personal information.

Automation and Artificial Intelligence

In order to provide enhanced productivity and predictive capabilities to our users, we employ a variety of technologies such as regex parsing, template matching, artificial intelligence and machine learning. In keeping with Kaiho's promise not to exploit your data in a way that is not respectful of your privacy and confidentiality expectations, we make only the following limited use of service data for these technologies: (i) using anonymized crops of service data to improve accuracy of the algorithms; and (ii) using your organization's data for developing models specific for your organization. Our automation and artificial intelligence technologies are mostly powered by our own organization's data such as internal communications, communications with customers and internal documents as well as free and paid external sources .

Do Not Track (DNT) requests

Some internet browsers have enabled 'Do Not Track' (DNT) features, which send out a signal (called the DNT signal) to the websites that you visit indicating that you don't wish to be tracked. Currently, there is no standard that governs what websites can or should do when they receive these signals. For now, we do not take action in response to these signals.

External links on our websites

Some pages of our websites may contain links to websites that are not linked to this Privacy Policy. If you submit your personal information to any of these third-party sites, your personal information is governed by their privacy policy. As a safety measure, we recommend that you do not share any personal information with these third parties unless you've checked their privacy policies and assured yourself of their privacy practices .

How secure is your information

At Kaiho, we take data security very seriously. We have taken steps to implement appropriate administrative, technical & physical safeguards to prevent unauthorized access, use, modification, disclosure or destruction of the information you entrust to us. If you have any concerns regarding the security of your data, we encourage you to right us at security@kaiho.co with any questions.

Cookies

The websites may use cookies and other tracking technologies to enhance user experience. Cookies are small data files stored on your devices. You can choose to disable cookies through your browser settings, but this may affect your ability to access certain features of Kaiho.

Blogs and forums

We offer publicly accessible blogs and forums on our websites. Please be aware that any information you provide on these blogs and forums may be used to contact you with unsolicited messages. We urge you to be cautious in disclosing personal information in our blogs and forums. Kaiho is not responsible for the personal information you elect to disclose publicly. Your posts and certain profile information may remain even after you terminate your account with Kaiho. To request the removal of your information from our blogs and forums, you can contact us at privacy@kaiho.co

Disclosures in compliance with legal obligations

We may be required by law to preserve or disclose your personal information and service data to comply with any applicable law, regulation, legal process or governmental request, including to meet national security requirements.

Enforcement of our rights

We may disclose personal information and service data to a third party if we believe that such disclosure is necessary for preventing fraud, spam filtering, investigating any suspected illegal activity, enforcing our agreements or policies, or protecting the safety of our users.

Business Transfers

We do not intend to sell our business. However, in the unlikely event that we sell our business or get acquired or merged, we will ensure that the acquiring entity is legally bound to honor our commitments to you. We will notify you via email or through a prominent notice on our website of any change in ownership or in the uses of your personal information and service data. We will also notify you about any choices you may have regarding your personal information and service data.

Compliance with this Privacy Policy

We make every effort, including periodic reviews, to ensure that personal information you provide is used in conformity with this Privacy Policy. If you have any concerns about our adherence to this Privacy Policy or the manner in which your personal information is used, kindly write to us privacy@kaiho.co We’ll contact you, and if required, coordinate with the appropriate regulatory authorities to effectively address your concerns.

Notification of changes

We may modify the Privacy Policy at any time, upon notifying you through a service announcement or by sending an email to your primary email address. If we make significant changes to the Privacy Policy that affect your rights, you will be provided with at least 30 days' advance notice of the changes by email to your primary email address. However, if you have not verified your email address, you may miss important notifications that we send through email. If you think that the updated Privacy Policy affects your rights with respect to your use of our products or services, you may terminate your use by sending us an email within 30 days. Your continued use after the effective date of changes to the Privacy Policy will be deemed to be your agreement to the modified Privacy Policy. You will not receive email notification of minor changes to the Privacy Policy. If you are concerned about how your personal information is used, you should check back at http://kaiho.co/privacy-policy periodically.