Kikashi Privacy Policy

1. Overview

This Privacy Policy describes how Wolfe Collective, LLC ("Wolfe Collective", "we", "us", or "our") collects, uses, shares, and protects information when you use Kikashi, our project-management platform and related websites, mobile apps, and services (collectively, the "Service").

By accessing or using the Service, you consent to the practices described in this Privacy Policy. If you do not agree, please discontinue use of the Service.

2. Information We Collect

We collect information from and about you in a variety of ways:

• Account Information: When you create or update an account, we receive your name, email address, password (stored in hashed form), optional profile details, and authentication metadata supplied by Supabase or other identity providers.
• Workspace & Project Content: We store the content you or your teammates upload to Kikashi, including boards, lists, cards, attachments, comments, automations, and metadata (collectively, "Customer Content"). Customer Content is private to your workspace unless you choose to share it.
• Usage Data: We collect information about how you interact with the Service, such as the pages you view, features you use, the referring URL, timestamps, and diagnostics to help improve performance and reliability.
• Device & Log Data: Our infrastructure automatically records IP address, browser type, device identifiers, operating system, error logs, and similar technical data when you access the Service.
• Cookies & Similar Technologies: We and our analytics partners (such as PostHog) use cookies, web beacons, and local storage to authenticate sessions, remember preferences, and gather usage analytics. You can manage cookies through your browser settings, though some features may not function properly if cookies are disabled.
• Third-Party Integrations: If you connect Kikashi with third-party tools (for example, importing Trello content or authenticating through Google), we receive the information necessary to enable that integration.

3. How We Use Information

We use the information we collect to:

• Provide, maintain, and improve the Service, including personalizing your experience and delivering requested features;
• Authenticate users, secure accounts, detect fraud, and prevent abuse;
• Respond to support requests and communicate service-related updates;
• Analyze usage trends to improve usability, performance, and reliability;
• Develop new features, including AI-assisted automations, using aggregated or anonymized data;
• Comply with legal obligations and enforce our agreements, including our Terms of Service.

4. Legal Bases for Processing

Where required by applicable law (such as the EU or UK), we rely on the following legal bases to process personal data:

• Performance of a contract when we provide the Service to you;

• Legitimate interests to secure and improve the Service, analyze usage, and communicate with you;

• Consent for specific optional features (for example, marketing communications) where required;

• Compliance with legal obligations when responding to lawful requests or regulatory requirements.

5. How We Share Information

We do not sell your personal information. We share information only in the following circumstances:

• Service Providers: We engage trusted vendors to help operate the Service, including Supabase (authentication and data storage), PostHog (product analytics), OpenAI or similar providers (automation compilation), cloud hosting, logging, email delivery, and customer support tools. These vendors only process data on our behalf and under contractual confidentiality obligations.
• Teammates & Administrators: Workspace owners and administrators control access within Kikashi and may view Customer Content and related metadata.
• Integrations: When you enable an integration or import, we share the minimal required data with that third-party service per your configuration.
• Business Transfers: If Wolfe Collective is involved in a merger, acquisition, financing, or sale of assets, your information may be transferred as part of that transaction subject to this Privacy Policy.
• Legal Requirements: We may disclose information to comply with applicable laws, lawful requests (including from public authorities), enforce our agreements, or protect the rights, property, or safety of Wolfe Collective, our users, or the public.

6. Data Retention

We retain personal information only as long as necessary to provide the Service, fulfill the purposes described in this Privacy Policy, and comply with legal or contractual obligations. When information is no longer needed, we will delete or anonymize it in accordance with our data retention policies.

You may delete Customer Content at any time via the Service. Account holders can request deletion of their accounts by contacting us at legal@wolfecollective.com or through in-product settings (where available). We may retain limited information as required by law or for legitimate business purposes such as abuse prevention.

7. Security

We implement commercially reasonable administrative, technical, and physical safeguards to protect information from loss, theft, misuse, and unauthorized access. These measures include encrypted transport (TLS), role-based access, and Row Level Security controls within Supabase.

No security measures are perfect. We encourage you to use strong passwords, enable any available multifactor authentication, and promptly notify us of suspicious activity.

8. International Data Transfers

We operate primarily in the United States. If you access Kikashi from outside the U.S., your information may be transferred to, stored, or processed in the United States or other countries where we or our service providers operate. These locations may have different data protection laws than your country of residence.

Where required, we implement appropriate safeguards (such as Standard Contractual Clauses) to protect personal data transferred internationally.

9. Your Rights & Choices

Depending on your location, you may have certain rights regarding your personal information, including the rights to access, correct, delete, restrict, or object to processing, as well as the right to data portability.

To exercise these rights, contact us at legal@wolfecollective.com. We may request additional information to verify your identity. You also have the right to file a complaint with your local data protection authority.

You can opt out of marketing emails by using the unsubscribe link in those messages. Operational or transactional communications will continue as long as you use the Service.

10. Children's Privacy

The Service is not directed to children under 18, and we do not knowingly collect personal information from anyone under 18. If we learn that a child under 18 has provided personal information, we will delete that information as quickly as possible. If you believe a child has provided us with personal information, please contact us.

11. Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, or legal requirements. We will post the updated policy with a revised effective date and, if changes are significant, provide additional notice (such as via email or in-app messaging).

Your continued use of the Service after the effective date of the updated policy constitutes acceptance of the changes.

12. Contact Us

Wolfe Collective, LLC
Email: legal@wolfecollective.com

For questions about our privacy practices or to exercise your rights, please reach out using the contact information above.