KaptionAI Privacy Policy

Effective date: 31-05-2023

KaptionAI ("we", "our", or "us") is committed to protecting your privacy and ensuring the confidentiality and security of your personal information. This Privacy Policy outlines our practices for collecting, using, maintaining, and disclosing your information when you use our chatbot and WhatsApp extension that provides AI-powered transcription and summaries for audios and chat conversations (the "Service"). This policy also covers our calendar scheduling service, Kally.

Please read this Privacy Policy carefully before using the Service. By accessing or using the Service, you agree to this Privacy Policy. If you do not agree with any part of this Privacy Policy, please do not use the Service.

Meta Platform and WhatsApp Business API

We are a “Tech Provider” as defined in the Meta Platform Terms and we build and operate apps that integrate with the WhatsApp Business API solely to provide services to our business customers. We process Meta Platform Data strictly on their behalf and in accordance with this Privacy Policy, applicable law, and the Meta Platform Terms. This Privacy Policy does not replace, modify, or contradict the Meta terms.

What WhatsApp/Meta Platform Data We Process

• Identifiers: WhatsApp phone numbers, WhatsApp user IDs, business account IDs.
• Message content and attachments: text messages, audio notes, voice messages, images, videos, documents, and captions sent to or from your WhatsApp Business number.
• Message metadata: message IDs, timestamps, delivery and read status updates, webhook event payloads, conversation IDs and types, and basic profile information (such as display name and avatar URL when provided by WhatsApp).

How We Use This Data

• Provide the Service: transcribe and summarize audio and messages, generate suggested replies, automate customer-care workflows, and schedule meetings via Kally as requested by you.
• Operate, secure, and support: ensure service reliability, fraud and abuse prevention, troubleshooting, and quality assurance.

We do not use Meta Platform Data for advertising, profiling for targeted marketing, eligibility determinations, or surveillance. We do not sell or license Meta Platform Data.

Our Role

For Meta Platform Data we receive via the WhatsApp Business API, we act as a service provider/processor to our business customers. They are responsible for obtaining any necessary consents from end users and for honoring end-user rights requests made directly to them. For information we collect directly from you outside of WhatsApp (for example, our website or account billing), we act as an independent controller.

Sharing

We share Meta Platform Data only with service providers necessary to deliver the Service (for example, Meta/WhatsApp, a WhatsApp Business Solution Provider when applicable, cloud hosting, or AI processing providers as described below). These service providers are bound by confidentiality and data protection obligations and may not use the data for their own purposes.

Retention and Deletion

We process message content and attachments in real time to deliver the requested feature and do not retain that content after processing. We may retain minimal, non-content technical logs (such as message IDs and timestamps) only as necessary for security, integrity, and troubleshooting, or to comply with law. You may request deletion of Meta Platform Data associated with your account at any time as described below.

How to Request Deletion of WhatsApp/Meta Platform Data

• Send an email to hello@Kaptionai.com with the subject “Meta Data Deletion” and include your business name, WhatsApp Business number, and the data you want deleted; or
• Contact your account representative and request deletion of your Meta Platform Data.

We will authenticate the request and delete the data we control, and we will instruct our service providers to do the same, unless retention is required by law.

Policy Alignment with Meta Terms

• Availability: This Privacy Policy is hosted at a public, accessible URL without geo-restrictions and is listed in our App settings.
• Scope and purposes: We only process Meta Platform Data as described here and for the purposes requested by our customers.
• No conflicting terms: Nothing in this Privacy Policy replaces, modifies, or conflicts with the Meta Platform Terms.

Kally - Calendar Scheduling Service

Our Service includes "Kally," a feature that allows you to schedule events and manage your calendar, including booking meetings with people in your directory, through WhatsApp. To use Kally, you may choose to connect your Google Calendar account and grant access to your contacts. Our use of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

How We Access, Use, Store, and Share Your Google User Data

• Access: When you connect your Google Calendar, we access your calendar data (including event details) with your explicit consent. We only request read and write access to your calendar to manage events on your behalf. To allow you to book meetings with multiple people, we also request read-only access to your directory to find your teammates. We do not access any other Google user data.
• Use: Your Google Calendar data is used exclusively to provide the Kally service. This includes reading your calendar to find available times, and creating, modifying, or deleting events based on your requests. Your directory information is used with read-only permissions to find teammates and identify the best time to schedule meetings. We do not use your Google Calendar or directory data for any other purpose, such as advertising, analytics, or training our AI models.
• Storage, Retention, and Deletion: We do not store your Google Calendar events, contacts, directory information, or any other related data on our servers. All interactions with your Google Calendar and directory happen in real-time by querying the Google Calendar API. As we do not retain your data, there is no data to delete from our servers. You can revoke our access to your Google Calendar and directory at any time through your Google account settings, which serves as your method for deleting our access to your data.
• Sharing: We do not share your Google user data with any third parties. Your data is only transmitted between your device, our service, and Google's servers to perform the requested calendar and directory operations.

Information We Collect and Process

While using our Service, we do not collect any personally identifiable information from you apart from your phone number (necessary for sending the response to your phone). The Service sends the content to Open AI to processes your audios and chat conversations to generate summaries, but we do not store this information on our servers. We only collect anonymous usage data and technical information, such as device type, browser type, and operating system, to improve the Service.

How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve the Service
• Monitor and analyze usage and trends to improve the Service
• Enhance the security and performance of the Service
• Respond to your inquiries and provide customer support
• Comply with applicable laws, regulations, and legal processes

Data Retention

We process your audios and chat conversations in runtime and do not store them on our servers. Once the Service has generated a summary, the audio or chat conversation is permanently deleted from our system.

Data Analysis

We do not analyze, investigate, train or test our AI models with your audios or chat conversations.

Data Security

We take your privacy and security seriously and implement industry-standard security practices to protect your information from unauthorized access, disclosure, alteration, or destruction. However, no method of data transmission over the Internet or electronic storage is entirely secure. While we strive to protect your information, we cannot guarantee its absolute security.

Third-Party Services

Our Service may contain links to third-party websites or services that are not owned or controlled by us. We have no control over, and assume no responsibility for, the content, privacy policies, or practices of any third-party websites or services. You acknowledge and agree that KaptionAI shall not be responsible or liable, directly or indirectly, for any damage or loss caused or alleged to be caused by or in connection with the use of or reliance on any such content, goods, or services available on or through any such websites or services.

Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page. You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.

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Last updated: 12-08-2025