Privacy Policy
This Privacy Policy explains how Kiokai Limited ("we", "our", or "us") collects, uses, discloses, and protects your personal data when you visit www.kiok.ai or engage with our services on Kiokai app. We are committed to protecting your privacy and complying with applicable data protection laws, including the UK General Data Protection Regulation (UK GDPR).
Effective: 15 October 2025
1. Who We Are
Kiokai Limited (Company number 16591725) is a UK-based company providing a voice-powered storytelling app. Kiokai helps users preserve, organise, and share their stories through natural conversation.
2. Data We Collect
We may collect and process the following personal information:
3. How We Use Your Data
We process your data for the following purposes:
4. Legal Basis for Processing
We rely on the following legal grounds to process your personal data:
5. AI and Language Models
To deliver our service, Kiokai may use trusted third-party large language models (LLMs) and AI providers to process your recordings, generate transcripts, and suggest prompts.
6. Sharing Your Data
We may share your data with:
7. Data Retention
We retain your personal data only for as long as necessary to fulfil the purposes we collected it for, including legal, accounting, or reporting requirements. You may request deletion of your recordings or account at any time.
8. Your Rights
Under UK GDPR, you have the right to:
9. Security
We take appropriate technical and organisational measures to protect your personal data from unauthorised access, use, or disclosure, including encryption of recordings and secure cloud storage.
10. Third-Party Links
Our website or app may contain links to third-party websites. We are not responsible for the privacy practices of these external sites.
11. Changes to This Policy
We may update this policy from time to time. Any changes will be posted on this page with an updated effective date.
Kiokai Limited (Company number 16591725) is a UK-based company providing a voice-powered storytelling app. Kiokai helps users preserve, organise, and share their stories through natural conversation.
2. Data We Collect
We may collect and process the following personal information:
- Identity data – such as name, email address, and phone number.
- Voice & content data – recordings, transcripts, prompts, and other content you create in the app.
- Technical data – IP address, browser type, device identifiers, and operating system.
- Usage data – interactions with our website or app, including session history and features used.
- Payment data – collected via third-party payment processors when you purchase a subscription.
- Marketing data – your preferences for receiving updates from us.
3. How We Use Your Data
We process your data for the following purposes:
- To create and manage your Kiokai account;
- To capture, transcribe, organise, and store your voice recordings and stories;
- To enable sharing (e.g. blogs, posts, podcasts, books) at your request;
- To provide customer support and communicate with you;
- To process payments and manage subscriptions;
- To comply with legal obligations;
- With your consent, to send marketing and promotional communications.
4. Legal Basis for Processing
We rely on the following legal grounds to process your personal data:
- Your consent;
- Contractual necessity (to provide the service you signed up for);
- Our legitimate interests (e.g. improving our services and protecting security);
- Compliance with legal obligations.
5. AI and Language Models
To deliver our service, Kiokai may use trusted third-party large language models (LLMs) and AI providers to process your recordings, generate transcripts, and suggest prompts.
- Your recordings and transcripts are used only to provide the Kiokai service to you.
- They are not shared for training or improving third-party AI models without your explicit consent.
- We are transitioning toward a self-hosted AI model to further enhance privacy and security.
6. Sharing Your Data
We may share your data with:
- Payment processors (for secure transactions);
- Cloud hosting and analytics providers;
- Professional advisors (e.g. legal, accounting);
- Public authorities, if required by law.
7. Data Retention
We retain your personal data only for as long as necessary to fulfil the purposes we collected it for, including legal, accounting, or reporting requirements. You may request deletion of your recordings or account at any time.
8. Your Rights
Under UK GDPR, you have the right to:
- Access the personal data we hold about you;
- Request correction or deletion of your data;
- Object to or restrict processing;
- Withdraw your consent (where applicable);
- Lodge a complaint with the Information Commissioner’s Office (ICO).
9. Security
We take appropriate technical and organisational measures to protect your personal data from unauthorised access, use, or disclosure, including encryption of recordings and secure cloud storage.
10. Third-Party Links
Our website or app may contain links to third-party websites. We are not responsible for the privacy practices of these external sites.
11. Changes to This Policy
We may update this policy from time to time. Any changes will be posted on this page with an updated effective date.