Privacy Policy & Terms of Service

1. Information we collect

1.1 Account information

When you create an account or register for our services, we collect: full name, email address, phone number, company name, job title, business address, and the account or workspace you belong to.

1.2 Usage data

We automatically collect information about how you interact with the platform including: IP address, browser type, operating system, pages visited, time spent, features used, and activity logs.

1.3 Operational data you bring

The platform stores the business records you and your team create or import: customers, orders, schedules, documents, workbooks, messages, and any other content your agents and applications work with. This content belongs to you. We process it only to deliver the services you asked for.

1.4 AI interaction data

Because the platform runs AI agents on your behalf, we process the instructions and conversations that drive them: prompts, chat and voice sessions, call recordings and transcripts where you enable them, photos and video captured through Vision features, tool calls, run logs, and usage counters used to meter credits. Run records exist so you can review, debug, and audit exactly what an agent did.

1.5 Location data

Our services include tracking and dispatching features for vehicles, assets, and field teams. Where those features are enabled we collect real time position data from the devices and objects registered under your account, location history and route data, and related activity and behavior data. Location data is only collected from devices where tracking is activated with the account holder's consent.

1.6 Payment information

Payments are processed through Stripe. We do not store credit card numbers or banking details on our servers. All payment data is handled by our certified payment processor in compliance with PCI DSS standards.

2. How we use your information

We use the information we collect for the following purposes:

• Providing, maintaining, and improving platform services
• Running the agents, jobs, and applications you build or subscribe to
• Tracking, dispatching, and reporting on your operations where those features are enabled
• Metering credit consumption, processing payments, and managing subscriptions
• Sending service notifications and technical updates
• Providing technical support and responding to your inquiries
• Analyzing performance and generating operational insights for your account
• Detecting abuse, preventing fraud, and keeping the platform secure
• Complying with legal and regulatory obligations

3. Data sharing & disclosure

We do not sell your personal data to third parties, and we do not use your operational data to train our own models. We may share your information only in the following limited circumstances:

• Service providers: we work with trusted service providers (such as cloud hosting, payment processing, messaging, and email) who operate on our behalf under strict confidentiality agreements.
• AI model providers: agent prompts and the content an agent needs to do its work are sent to the AI providers that power the model you selected. They process that content to return a result and are engaged under terms that prohibit using it to train their models.
• Integrations you connect: when you connect an external system or tool to your account, data flows to that system according to your configuration and that provider's own terms.
• Legal requirements: we may disclose your information if required by law, court order, or governmental proceeding.
• Protection of rights: when we believe in good faith that disclosure is necessary to protect our rights, the safety of our users, or the public.
• Business transfers: in the event of a merger, acquisition, or asset sale, your data may be transferred with prior notification to you.

4. Data security

We implement technical and organizational security measures to protect your data, including:

• Encryption of data in transit (TLS/SSL) and at rest (AES-256)
• Multi-factor authentication and role based access controls
• Account and project isolation, so one account's data is never reachable from another
• Regular backups and disaster recovery planning
• Continuous threat monitoring, edge blocking of abusive traffic, and periodic penetration testing
• Secure hosting on certified cloud infrastructure

Despite our best efforts, no system can guarantee 100% absolute security. We advise users to take appropriate precautions to protect their credentials.

5. Data retention

We retain your personal data for as long as your account is active or as needed to provide services. After account termination, we retain your data for 90 days to facilitate reactivation, after which it is permanently deleted unless required otherwise by law. Location history, captured media, conversation history, and agent run logs are retained according to your subscription plan. Billing and credit records are kept for the period required by accounting and tax rules.

6. Your rights

You have the right to:

• Access: request a copy of the personal data we hold about you.
• Rectification: correct any inaccurate or incomplete data.
• Erasure: request deletion of your personal data, subject to legal obligations.
• Portability: export your data in a machine readable format.
• Objection: object to the processing of your data for marketing purposes.
• Restriction: request restriction of processing your data under certain circumstances.

To exercise any of these rights, please contact us at privacy@kareenos.ai. We will respond to your request within 30 days.

7. Cookies & tracking technologies

We use cookies and similar local storage to operate the platform and understand how our public website is used:

• Essential: required for platform operation, authentication, and session management.
• Analytics: our public website uses our own first party analytics to measure page visits and reading time. It is aggregated, it is not shared with advertising networks, and it does not follow you to other websites.
• Preferences: remember your language, theme, and interface choices.

You can manage cookie preferences through your browser settings. Disabling certain cookies may affect platform functionality.

8. International data transfers

Your data may be stored and processed in different countries where our servers or service providers operate. We ensure that any international data transfer complies with approved protection mechanisms, including Standard Contractual Clauses and recognized data protection frameworks.

9. Partner & self-hosted deployments

Kareenos is also licensed to partners who run the platform in their own infrastructure and serve their own clients under their own brand. In those deployments the partner controls the environment: the operational data processed there, including their clients' records, belongs to that partner's environment and is governed by the partner's own privacy policy. Kareenos does not host or access that data, and we access a partner environment only when the partner explicitly requests support and grants access.

1. Acceptance of terms

By creating an account, accessing, or using the Kareenos platform, you confirm that you have read, understood, and agree to be bound by these Terms and our Privacy Policy. If you are using the platform on behalf of an organization, you represent that you are authorized to accept these Terms on behalf of that organization. If you access Kareenos under a signed partnership, licensing, or enterprise agreement, that agreement prevails wherever it differs from these Terms.

2. Account & registration

When registering to use our services:

• You must provide accurate, complete, and current information.
• You are responsible for maintaining the confidentiality of your login credentials.
• You are responsible for all activities that occur under your account, including actions taken by agents you configure.
• You must notify us immediately of any unauthorized use of your account.
• You must be at least 18 years old to create an account.

3. Subscription, credits & payment

Your subscription is subject to the following terms:

• Subscriptions auto-renew at the end of each period unless cancelled before the renewal date.
• Prices are subject to change with at least 30 days' prior notice.
• Plans include a monthly allocation of credits, which is what agent building and agent runs consume. Credit allowances, expiry, and carry-over rules are shown on your plan.
• Additional credit packs may be purchased at any time. Credits have no cash value, are not refundable, and are not transferable between accounts.
• Payments for partially used periods are non-refundable unless otherwise specified in a custom agreement.
• Service access may be suspended in case of non-payment after a 15-day grace period.
• Plan upgrades or downgrades are prorated accordingly.

4. Acceptable use policy

When using the platform, you agree not to:

• Violate any applicable laws or regulations.
• Attempt unauthorized access to our systems or other users' accounts.
• Use the platform to track individuals without their consent or in violation of privacy laws.
• Use agents to send unsolicited bulk messages or calls, to impersonate a person or organization, or to deceive the people they interact with about the fact that they are dealing with an automated system where disclosure is required.
• Generate, store, or distribute unlawful, harmful, or infringing content through the platform.
• Copy, reproduce, or distribute any part of the platform without written permission, or resell platform access outside a signed partner agreement.
• Introduce viruses, malware, or any destructive code.
• Reverse engineer, decompile, or attempt to extract the source code of the platform.
• Share your account or login credentials with unauthorized parties.

5. Your content & intellectual property

All intellectual property rights in the Kareenos platform, including software, design, logos, content, and algorithms, are the exclusive property of Kareenos or its licensors. These Terms do not grant you any ownership of the platform. You retain ownership of the data you input into the platform and of the agents, projects, and applications you build on it, while granting us a limited license to process that content to the extent necessary to provide the service. If you publish a project or component to a marketplace, you grant a license to use it to the audience you selected when publishing.

6. AI agents & outputs

The platform produces results using AI models, and those results can be incomplete or wrong. Outputs are provided for your evaluation and do not constitute legal, financial, medical, or other professional advice. You decide what your agents are allowed to do, which tools they can use, and which actions run without review, and you remain responsible for the consequences of those actions, including messages sent, records changed, and decisions taken on your behalf. Where an outcome carries legal, financial, or safety weight, keep a human in the loop. Model availability, versions, and behavior may change as our providers update their services.

7. Service level agreement

We commit to 99.5% monthly uptime for our cloud services. This excludes scheduled maintenance windows (announced 48 hours in advance), force majeure events, outages at third-party AI or infrastructure providers, and issues resulting from factors beyond our control. Deployments hosted by a partner in their own infrastructure are covered by that partner's own service commitments. If the agreed service level is not met, enterprise plan customers may claim service credits according to their agreement terms.

8. Limitation of liability

To the maximum extent permitted by applicable law:

• The platform is provided "as is" and "as available" without express or implied warranties regarding fitness for a particular purpose.
• Kareenos shall not be liable for any indirect, incidental, consequential, special, or punitive damages.
• In all cases, our total liability to you shall not exceed the amount you paid to us during the twelve (12) months preceding the event giving rise to the claim.

9. Termination

Services may be terminated as follows:

• By you: you may cancel your subscription at any time through account settings. Cancellation takes effect at the end of the current billing period.
• By us: we may suspend or terminate your account for violation of these Terms, non-payment, or fraudulent activity, with prior notice where feasible.
• Effect of termination: upon termination, your right to access the platform ceases. You may request data export within 30 days of termination.

10. Governing law & dispute resolution

These Terms are governed by and construed in accordance with the laws of the jurisdiction in which the Company operates. Both parties agree to make good faith efforts to resolve any dispute amicably first. If no resolution is reached, disputes shall be referred to binding arbitration under the applicable arbitration rules of the relevant jurisdiction.

11. Changes to terms & policies

We reserve the right to modify these Terms and Privacy Policy at any time. We will notify you of material changes via email or a prominent notice on the platform at least 30 days before they take effect. Your continued use of the service after modification constitutes acceptance of the updated Terms.