The short version
Kavaro collects the information we need to provide, secure and improve the service.
We do not sell your personal data. We do not share your personal data with advertisers.
Some Kavaro features use artificial intelligence. When you use those features, your prompts and related content may be processed by third-party AI providers, including OpenAI, so that the feature can work.
This Privacy Policy explains what we collect, how we use it, who we share it with, and what rights you have. If anything is unclear, contact us at hello@meetdepartures.com.
Who we are
Kavaro is operated by Meet Departures Limited, a company registered in England and Wales under company number 16451721.
Our registered office is Suite 206, Britannia House, 11 Glenthorne Road, London, W6 0LH.
For the purposes of UK data protection law, Meet Departures Limited is the controller of your personal data unless we say otherwise.
You can contact us at:
Email: hello@meetdepartures.com
Address: Suite 206, Britannia House, 11 Glenthorne Road, London, W6 0LH
What we collect
We may collect the following types of information.
Account information
This may include your name, email address, company name, password or login method, account settings and subscription details.
Billing information
If you subscribe to a paid plan or start a free trial that transitions to a paid plan, our payment provider will process your payment details. We typically receive limited billing information only, such as your billing email, billing address, plan, payment status, invoices and transaction references. We do not store full card details ourselves.
Content you add to Kavaro
This may include prompts, text, documents, notes, files, messages, records, settings, generated outputs and other content you submit to the service.
AI prompts and outputs
When you use AI features, we may process:
- the prompts or instructions you submit
- relevant context needed to generate a useful response
- AI-generated outputs
- usage data such as request time, model used, token usage, credits or error messages
Usage and technical data
We may collect information about how Kavaro is used, such as pages viewed, features used, clicks, device type, browser type, IP address, approximate location, operating system, referral source, logs, errors and performance data.
Communications
If you contact us, we may keep your message, email address and any information needed to respond.
Marketing preferences
If you sign up for updates or marketing emails, we may collect your email address and preferences. You can unsubscribe at any time.
How we use your information
We use personal data to:
- provide, operate and maintain Kavaro
- create and manage accounts
- process subscriptions, trials and payments
- provide AI features
- save your work and settings
- respond to support requests
- send service messages, such as account, billing and security notices
- monitor usage limits and prevent abuse
- debug errors and improve performance
- protect Kavaro, our users and our business
- understand how people use Kavaro
- improve existing features and develop new ones
- send marketing communications where permitted
- comply with legal obligations
Our lawful bases
Where UK GDPR applies, we rely on one or more of the following lawful bases:
- Contract: to provide Kavaro to you and manage your account
- Legitimate interests: to secure, improve and operate Kavaro, understand usage, prevent abuse and communicate with users
- Consent: where we ask for consent, such as for certain cookies or optional marketing
- Legal obligation: where we need to comply with the law
AI processing
Kavaro uses third-party AI providers, including OpenAI, to provide AI-powered features. When you use an AI feature, your prompts, uploaded content, context and related information may be sent to the AI provider for processing.
We use AI providers to generate responses, summaries, suggestions, classifications or other outputs requested through Kavaro.
You should not submit information to AI features unless you have the right to do so. You should avoid submitting highly sensitive information unless it is necessary for your use of Kavaro and permitted under your own policies and legal obligations.
We do not use your personal data to train our own AI models unless we clearly tell you and, where required, ask for your permission.
Who we share information with
We share personal data only where needed to run Kavaro, provide the service, comply with the law, or protect our rights. We do not sell your personal data. We do not share your personal data with advertisers.
This may include sharing information with:
AI providers
For example, OpenAI or other AI providers that process prompts and generate responses for Kavaro.
Hosting and infrastructure providers
Providers that host our application, databases, files, logs and related infrastructure.
Payment providers
Providers that process payments, invoices, subscriptions and billing details.
Analytics and product tools
Providers that help us understand usage, improve the product and identify issues.
Error monitoring and support tools
Providers that help us diagnose bugs, respond to support requests and keep Kavaro reliable.
Email and communications providers
Providers that send account emails, notifications, support messages and marketing emails on our behalf.
Professional advisers
Lawyers, accountants, insurers and other advisers where needed.
Authorities or legal parties
Regulators, law enforcement, courts or other parties where required by law or necessary to protect our rights.
Business transfers
If we sell, merge, restructure or transfer part of our business, personal data may be shared with the relevant buyer, investor, successor or adviser.
International transfers
Some of our service providers may process personal data outside the UK. Where this happens, we will take steps designed to protect your personal data in accordance with applicable data protection law. This may include using adequacy regulations, standard contractual clauses, international data transfer agreements or other recognised safeguards.
Cookies and similar technologies
Kavaro may use cookies and similar technologies to:
- keep you signed in
- remember settings
- secure the service
- understand how Kavaro is used
- improve performance
- support analytics and marketing
Where required, we will ask for your consent before using non-essential cookies. You can control cookies through your browser settings.
How long we keep information
We keep personal data only for as long as reasonably needed for the purposes described in this Privacy Policy. In general:
- account data is kept while your account is active
- billing records may be kept for accounting and tax purposes
- content you add to Kavaro is kept until you delete it or close your account, subject to backups and retention periods
- AI prompts and outputs may be kept to provide conversation history, debug issues, monitor abuse and improve the service
- support messages are kept for as long as needed to handle your request and maintain business records
- technical logs are usually kept for a shorter period unless needed for security, debugging or legal reasons
Following closure of your account, we will retain your data for 30 days during which you may request an export. After this period, we will delete or anonymise your data unless we are required by law to retain it for longer.
Security
We use reasonable technical and organisational measures to protect personal data. These may include access controls, encryption, secure hosting, monitoring, backups and staff or contractor confidentiality obligations.
No online service can be completely secure. You are responsible for keeping your account login details safe and telling us if you suspect unauthorised access.
Your rights
Depending on where you are and how data protection law applies, you may have rights to:
- access your personal data
- correct inaccurate personal data
- delete personal data
- restrict how we use personal data
- object to certain uses of personal data
- receive a copy of your personal data in a portable format
- withdraw consent where processing is based on consent
- complain to a data protection authority
To exercise your rights, contact us at hello@meetdepartures.com. We may need to verify your identity before responding.
You also have the right to complain to the UK Information Commissioner’s Office (ICO). We would always appreciate the chance to address your concern first, so please contact us if you have any questions.
Marketing
We may send you product updates, tips or marketing emails if you have signed up, subscribed to a paid plan or free trial, or where the law otherwise allows. You can unsubscribe at any time using the link in our emails or by contacting us.
We will still send important service messages, such as billing, security and account notices, regardless of your marketing preferences.
Children
Kavaro is not intended for children under 18. You must not create an account if you are under 18. If we become aware that we have collected personal data from a child under 18, we will take steps to delete it promptly.
Third-party links
Kavaro may contain links to third-party websites, apps or services. We are not responsible for the privacy practices of those third parties. You should read their privacy policies before using them.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time. If we make material changes, we will take reasonable steps to notify you, such as by email, in-app notice or by posting an updated version on our website. The “Last updated” date at the top of this policy shows when it was last changed.
Contact
Questions about this Privacy Policy should be directed to:
Meet Departures Limited
Email: hello@meetdepartures.com
Address: Suite 206, Britannia House, 11 Glenthorne Road, London, W6 0LH