Privacy Policy

Kajo (“we”, “our”, “us”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, and share information when you use the Kajo desktop application (“App”) and the kajovoice.com website (“Site”).

Core principle: Your audio files, transcripts, and recordings are processed locally on your device. They are never uploaded to Kajo’s servers during normal use.

1. Information we collect

1.1 Information you provide

Email address and billing information when you purchase a Lifetime license.
Email address, your chosen site language, and a hashed record of your IP address if you join the pre-launch waitlist. We store the hash as proof that consent was given, never the address itself.
A random identifier your browser generates and keeps for the waitlist form. It contains nothing about you or your device — it exists so the daily signup limit can tell two people apart on a shared office or campus network instead of counting them as one. We store only a hash of it, alongside a per-day count. Clearing your site data removes it.
Support requests and communications you send to us.

1.2 Information collected automatically

License key, install ID, and activation state to manage your Lifetime entitlement.
Anonymized usage counts (e.g. number of transcriptions) for product analytics. No audio content or transcript text is included.
Standard web server logs (IP address, browser type, pages visited) when you access the Site.

1.3 What we do NOT collect

Your audio recordings or voice data.
Your transcript text or meeting notes.
Any content processed by the App during local transcription.

2. How we use your information

To process one-time Lifetime payments and manage your license entitlement.
To provide customer support.
To send transactional emails (receipts, account notices). We do not send marketing email without your explicit consent.
To email you once, when Kajo Voice becomes available, if you joined the waitlist. Joining is double opt-in: nothing is sent until you click the confirmation link, and you can ask us to remove you at any time (see Your rights, below).
To improve the App and Site using aggregated, anonymized analytics.
To comply with legal obligations.

We do not sell your personal information. We share account and billing metadata only with the subprocessors listed at /legal/subprocessors (Paddle for checkout; AWS DynamoDB for license entitlement storage; Cloudflare for DNS and inbound email routing; Hugging Face for model-weight downloads; Resend for the license-key and waitlist confirmation emails; plus analytics and crash reporting). Audio and transcripts are never shared — they never leave your device.

We may also share information with legal authorities when required by applicable law, court order, or government request.

4. Data retention

Account and billing data is retained for as long as your account is active, plus 7 years for tax and legal compliance purposes.
Anonymized usage analytics are retained indefinitely in aggregated form.
Support communications are retained for 3 years.
Waitlist signup rate-limit counters — the hashed identifier and the day’s count — are deleted automatically within 2 days.
Waitlist signups you never confirm are deleted automatically within 7 days. Confirmed signups are kept until launch or until you ask us to remove you, whichever comes first, and are then deleted.
Your local App data (transcripts, recordings) is stored only on your device and is fully under your control.

5. Your rights

Depending on your location, you may have the following rights regarding your personal data:

Access — request a copy of the personal data we hold about you.
Correction — request correction of inaccurate data.
Deletion — request deletion of your licence record, your waitlist entry, and support correspondence by emailing privacy@kajovoice.com. We process requests within 30 days. Your on-device content is yours to delete — the original audio files stay on your disk unless you remove them; deleting a recording inside the app removes the app’s audio copy, transcript, search index, and chats that only used that recording (chats that search the whole library keep their other results, minus citations to the deleted file). Export what you need first.
Portability — request your data in a machine-readable format.
Objection — object to processing based on legitimate interests.

EU/UK users may also lodge a complaint with their local data protection authority.

6. Security

We use industry-standard security measures including TLS encryption for data in transit, access controls, and regular security reviews. No method of transmission over the internet is 100% secure; we cannot guarantee absolute security, but we take reasonable precautions to protect your information.

7. Children’s privacy

Kajo is not directed at children under 13. We do not knowingly collect personal information from children under 13. If you believe we have inadvertently collected such information, please contact us and we will delete it promptly.

8. Changes to this policy

We may update this Privacy Policy from time to time. We will notify you of material changes via email or a notice in the App. The “Last updated” date at the top of this page reflects the most recent revision. Continued use of the App or Site after changes take effect constitutes acceptance of the revised policy.

9. Contact us

For privacy questions, requests, or concerns, contact us at:

Kajo
Email: privacy@kajovoice.com

A Data Processing Agreement template aligned with GDPR is published at /legal/dpa; an executed copy is available on request to Lifetime customers. DPA requests are handled at privacy@kajovoice.com (which is also the address for GDPR requests generally).