Privacy Policy

This Privacy Policy explains how Kya collects, uses, and shares information when you use our customer success platform (the “Service”), our websites, and related services.

Who we are and our role

Kya provides a customer success platform that connects to the systems your team already uses, monitors customer accounts, and helps coordinate the resulting work. For most information your team loads into or connects to Kya (“Customer Data”), our customers are the controller and Kya acts as a processor — handling that data on their behalf and under their instructions. For account, billing, and website information, Kya acts as the controller.

Information we process

Account information. Names, work email addresses, role, and authentication details for the people who administer or use a Kya workspace.

Customer Data from connected systems. When you connect a third-party system, Kya ingests the records needed to do its job. Depending on what you connect, this can include:

• CRM and revenue tools (such as Salesforce or HubSpot): accounts, contacts, opportunities, and activity history.
• Support and ticketing tools: conversations, tickets, and resolution history.
• Product analytics and usage data: events, feature adoption, and account health signals.
• Email and calendar: messages and meetings relevant to an account, where you authorize access.
• Billing and subscription tools: plan, usage, and renewal information.

Usage and device information. Log data, IP address, browser type, and how you interact with the Service, collected to operate and secure it.

How we use information

• Provide, maintain, and improve the Service, including monitoring accounts and drafting recommended next actions.
• Authenticate users and keep the Service secure.
• Provide support and communicate with you about the Service.
• Comply with legal obligations and enforce our agreements.

Integrations and connected services

You choose which systems to connect. Connections are authorized through each provider (typically via OAuth) and limited to the scopes you grant. You can disconnect an integration at any time, which stops further syncing. Your use of any connected service remains governed by that provider’s own terms and privacy policy.

AI and automated processing

Kya uses machine learning models, including large language models provided by third parties, to summarize account activity and draft recommended next steps. These outputs may be inaccurate and are intended for human review. We do not permit our model providers to use Customer Data to train their general-purpose models, and we do not sell Customer Data.

Subprocessors

We rely on a limited set of vendors to run the Service, including cloud hosting, AI/model providers, email delivery, error monitoring, and product analytics providers. These subprocessors are bound by contractual confidentiality and data-protection obligations. A current list of subprocessors is available on request.

How we share information

We share information with subprocessors as described above, with the connected services you authorize and at your direction, when required by law, and in connection with a merger, acquisition, or sale of assets. We do not sell personal information.

Data retention

We retain Customer Data for as long as your workspace is active and as needed to provide the Service. Following termination, we delete or return Customer Data within a commercially reasonable period, except where retention is required by law.

Security

We use administrative, technical, and organizational safeguards designed to protect information, including encryption in transit, access controls, and least-privilege access to connected systems. No method of transmission or storage is completely secure.

International transfers

We may process information in countries other than the one in which you are located. Where required, we use appropriate safeguards for those transfers.

Your rights and choices

Depending on your location, you may have rights to access, correct, or delete personal information. For Customer Data that Kya processes on behalf of a customer, please direct requests to that customer (the controller); we will assist them in responding.

Changes to this policy

We may update this Privacy Policy from time to time. Material changes will be reflected by the “Last updated” date above.

Contact us

Questions about this policy or our data practices can be sent to support@kyahq.com.