Privacy notice

Effective date: October 1, 2026

KAI Works LLC makes KAIWorks, an app for people who run a small business, and Kai, the AI assistant inside it. This notice covers our website at kaiworks.ai, the app at app.kaiworks.ai, and the Kai assessment at app.kaiworks.ai/assess. It says what we collect, why, who helps us handle it, how long we keep it, and what you can ask us to do.

Who we are

KAI Works LLC, PO Box 44, Gales Ferry, CT 06335. For anything in this notice, email dave@kaiworks.ai.

Kai is an AI

Kai is an AI assistant, not a person. When you write to Kai, on the assessment or in the app, what you write is sent to an AI model provider so that Kai can reply. If a business has turned voice on, what you say to Kai is sent to a speech provider to be turned into text. A person at KAI Works reads every assessment. Kai does not send anything to anyone on its own: in the app, nothing goes to a customer until the owner approves it.

When you visit kaiworks.ai

• Page views. We count visits to the page with Vercel Web Analytics, which does not use cookies.
• Fonts. The page loads its typeface from Google Fonts, so your browser sends your IP address and browser details to Google when the page loads.
• Our host. Vercel, which hosts the site, receives what any website receives: your IP address, your browser, and the page you asked for.
• Email. If you write to us, we have your email address and what you wrote.

When you take the Kai assessment

• To start. Your first name and your email address.
• Your answers. What you write to Kai, saved as you go, so a conversation you leave halfway is kept with what you said so far.
• At the end. Your business's name, a phone number if you give one, and two separate answers: whether we may email you the results, and whether it is OK to text you. Both boxes start unticked. We keep the exact words of the boxes, which ones you ticked, and when.
• Where you came from. If your link carried a short source tag (such as a code on a flyer), we keep the tag.
• Your device. A cookie that lets this phone return to the same conversation, for two days. A one-way scrambled form of your IP address, used only to limit how many assessments one address can start in an hour. We do not keep the address itself.

What we do with it: Kai writes up a job description for your business from your answers. Someone at KAI Works reads your answers and the write-up and may follow up with you. If you said yes to email, we may email you the results, and one follow-up a few days later, from kai@kaiworks.ai. If you book a time with us, you book it on Calendly, under Calendly's own privacy policy. If you later sign up, we use your answers to set up your account, so you do not answer them twice.

Text messages: KAIWorks does not send text messages today. We record your answer so we know whether you agreed. We do not share your phone number with anyone for their own marketing.

When your business uses KAIWorks

• Your account. Your name and email address, and either your password stored in scrambled form (never the password itself) or, if you sign in with Google, your Google account's ID, name, email address and profile picture link. We ask Google for nothing else: no access to your email, calendar or files. We also note when you last signed in.
• Sign-in attempts. The email address and IP address of each attempt to sign in, used to stop password guessing, and cleared after about a day.
• Your business records. Your business's details and everything you and Kai put in: customers and their contact details and addresses, jobs, estimates, agreements, invoices, payments, reminders, photos of the work, and your conversations with Kai. We also keep a history of every change: who made it, when, and what it was before and after.
• Kai. Each time you ask Kai something, your message, the conversation so far, and the records Kai looks up to answer you are sent to our AI model provider.
• Voice, if your business has it on. Recordings are sent to our speech provider to be turned into text, and we do not keep the recording. To help it hear names correctly, the names of up to 100 of your customers go with each recording. When Kai reads something aloud, the text is sent to the same provider.
• Notifications, if you turn them on. Your device's push address and keys, and a short label for the device (such as "iPhone, Safari"). Notifications travel through your browser maker's push service (Apple, Google or Mozilla), encrypted so that only your device can read them.
• Maps. To place jobs and say how far apart they are, we send addresses to the US Census Bureau's address lookup and, when it cannot find one, to OpenStreetMap's; we send the resulting map points to Mapbox for driving distances.
• Cookies. One sign-in cookie, lasting 30 days, and two short-lived cookies while you sign in with Google. The app has no advertising cookies and no analytics.

KAIWorks itself sends no email or text message to your customers. When you approve a message, you send it from your own phone or email.

If a business you deal with uses KAIWorks

That business decides what it records about you and what it does with it; we store and process those records for them. Please ask that business first. If you write to us, we will pass your request to them and help them answer it.

Who helps us run KAIWorks

• Vercel hosts the website and the app.
• Supabase holds our database and our file storage (photos and backups).
• Anthropic provides the AI model that writes Kai's replies and write-ups.
• Deepgram turns speech into text and text into speech, only for businesses with voice on.
• Google provides sign in with Google, the email account we send assessment results from, and the fonts on kaiworks.ai.
• Mapbox, the US Census Bureau and OpenStreetMap turn addresses into map points and driving distances.
• Apple, Google and Mozilla deliver the notifications you turn on.
• Calendly, only if you book a time with us.

We do not sell personal information, and we do not share it for advertising. We do not use it to train AI models. Every request to Deepgram opts out of its model-improvement program, so it keeps audio only as long as it takes to process it. We share information when the law requires it.

Where it is kept

In the United States: the database and file storage in Virginia (Supabase, on AWS us-east-1) and the app's servers in Washington, D.C. (Vercel, region iad1).

How long we keep it

• Assessments: until you ask us to delete them. Nothing deletes them automatically yet.
• Your business records: while your business uses KAIWorks, and until you ask us to delete them. Removing a customer in the app takes them off your screens, but the record stays, because your invoices still refer to it.
• Sign-in attempts: about a day.
• Backups: we take one every night and keep each for 30 days, so something we delete leaves the backups as they age out. Copies we pull to our own computer to measure usage are deleted after 30 days too.
• Voice recordings: not kept by us.

Your choices

• Email and texts. Two separate yeses, and both start as no. To stop either, reply to us or email dave@kaiworks.ai.
• See, correct or delete your information. Email dave@kaiworks.ai. We will answer within 30 days, and we may need to confirm it is you first.
• Take your records with you. Owners can export their books from the app at any time.

Keeping it safe

Passwords are stored scrambled, sign-in is limited to stop guessing, photos sit in private storage behind links that expire within an hour, and everything travels over encrypted connections. No system is perfectly safe.

Children

KAIWorks is for businesses and is not meant for anyone under 18. We do not knowingly collect information from children under 13. If you think a child has given us information, email dave@kaiworks.ai and we will delete it.

Changes to this notice

When we change this notice, we will post the new version here with a new effective date. If a change matters to how we use your information, we will tell owners directly before it takes effect.

Contact

KAI Works LLC, PO Box 44, Gales Ferry, CT 06335. Email dave@kaiworks.ai.