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Privacy policy

Updated

At Koan we respect your privacy. Here we tell you what data we keep, what we use it for, how long we keep it and what you can do with it.

Data we collect

We keep your account data (email and name), an app installation identifier, usage metrics and the content Koan needs to work.

What we use it for

To provide and improve the service, to help you when you write to us, for security and to comply with the law.

How long we keep it

We keep your personal data only for as long as it is needed for what this policy describes:

  • Account data (email, name, bio, date of birth, profile photo, and the nickname and preferences in “How Koan talks to you”): kept while your account is active. If you delete your account from your profile in the app (with your password), it is erased right away. If you request it on the page to delete your account, we send you an email to confirm the account is yours and we delete it within 30 days of that confirmation; until then you can cancel it with the link in the email. All that remains of the request is a hash of the email, as a record, without your comment. The nickname and preferences are used only to shape Koan’s answers (the nickname goes with each message you write to it) and are deleted with your account.
  • Conversations, memory and saved phrases: your conversations, their summaries, the memory Koan keeps for continuity and the phrases you save in “Your phrases” (the text, the date and the conversation it came from) are kept while your account is active and are deleted with it. You can delete any conversation and any phrase whenever you want. If you delete a conversation, its saved phrases stay, without the link to that conversation. If you answer “Was this helpful?” under one of Koan’s replies, we keep your vote with that reply and, if you choose to, the reason and what you write under “Other”. We use it only to improve Koan’s replies; you can change or remove it whenever you want, and it is deleted with the conversation or with your account. The Koan team only sees totals: not your name, your email or what you write.
  • Free trial: when you create an account, the app sends an identifier it generates when installed (it is not a manufacturer or advertising identifier), and we use a hash of your IP address (we do not store the IP). They are used only to prevent abuse of the free trial. The identifier stays on your account for as long as it exists. When you delete it, a hash of the identifier and the hash of the IP are kept together with the count of trials used, with no link to your account or your data, so that the trial cannot be repeated by deleting and creating accounts.
  • Purchases: when you delete your account, the technical record of the purchase (the store identifier, no payment data) is no longer linked to you. If your subscription is from Google Play, we cancel its renewal when we delete your account (what you already paid is not refunded); if it is from the App Store, Apple doesn’t let us cancel it and you cancel it yourself on your iPhone, in Settings.
  • Usage metrics: kept aggregated and anonymized, for analytics. They do not identify you.
  • Payment data: processed by Apple and Google. Koan does not store card data or other sensitive financial data.

Once your data is no longer needed for what it was collected for, we delete or anonymize it securely. Database backups are kept for a limited time and deleted automatically when they expire; the data of a deleted account disappears from them at that point.

Where it is stored

Koan is hosted on Microsoft Azure, in the Brazil South region. Database backups may be replicated to another Microsoft Azure region to recover them after a disaster. Data is stored on servers with restricted access and with the encryption at rest the platform provides; the content of your conversations is not additionally encrypted within the app.

Service providers

  • Microsoft (Azure): hosting, database, files, the emails Koan sends you (Azure Communication Services; for example, password recovery) and the artificial intelligence models (Azure OpenAI) that generate the replies and process voice messages. Depending on how the service is configured, artificial intelligence processing may take place outside Brazil.
  • Apple and Google: in-app purchases.
  • Sentry (Functional Software, Inc., United States): monitoring of technical errors in the app, the server and this site. It receives only technical data about the error (error type, app version, operating system and device model). It never receives your conversations, your email or your name.

Your rights

You can ask to see your data, correct it or delete it. To delete your account, go to the page to delete your account.

Contact

Write to us at support@koan-app.com.