Effective / last updated: 2026-09-21
1. Operator and contact
The sole proprietor operating kikiha manages personal information handled by this service. The operator’s legal name and address are provided without delay on request to info@kikiha.com. Meeting participants may also contact us directly.
Email is accepted at any time. Support hours: weekdays 10:00–18:00 Japan time, excluding Japanese public holidays and the year-end/New Year closure. We aim to reply within two business days. Requests for seller details are answered without delay, with enough time to make a purchase decision.
2. Information and purposes
We use names, emails, organization and authentication details and invitations for registration, authentication, access management and communication. Meeting URLs, participant names, audio, speech, translations, minutes, questions and answers are processed to join meetings, transcribe, translate, summarize, answer, display and share.
Contract and payment identifiers, payment status, time and usage counts are used for billing and allowances. Stripe handles card details in its checkout; the kikiha application does not store full card numbers.
Inquiry information is used for replies and support. Access, operation and error logs support secure operation, abuse prevention and troubleshooting. We do not use meeting content to train our own AI models or for advertising.
3. Service providers and international processing
We use Recall.ai for meeting bots; Soniox or Deepgram for speech recognition; and providers including OpenAI, Cerebras and Groq for translation, summaries and answers. The selected feature, configuration and fallback route determine which providers receive necessary audio or text.
Infrastructure providers include Vercel, Microsoft Azure and Supabase; Stripe handles payments and Resend handles outgoing email. Enabling Slack sends information to the workspace and channel you select. Google sign-in exchanges information needed for authentication with Google.
Providers may process data outside Japan. International transfers require consent, contractual safeguards or other measures as applicable under law. Contact us for information about processing countries, safeguards and provider retention and training conditions. We do not promise zero retention across all providers.
4. Sharing and disclosure
Meeting information is available according to workspace permissions. Shared links may allow anyone who knows the link to view information without signing in. Check recipients and revoke links when no longer needed.
We do not provide personal data to third parties except for entrusted processing, user-directed sharing, consent or other legally permitted grounds. Users initiating recording must also inform participants and obtain required consent.
5. Retention and deletion
Audio is used for transcription and related processing and is not stored long-term in the kikiha application. We request deletion of Recall.ai recordings after processing. Outages and provider retention terms mean complete immediate erasure is not guaranteed.
Our policy is to keep transcripts and minutes during the subscription until you delete them. After a subscription or trial ends, the viewing and export retention period is 90 days, after which records become subject to operator-managed deletion. Resubscribing within this period continues retention.
Contact support for account or data deletion. Following identity verification and any required balance handling, account deletion normally removes production meeting data within 30 days. Backup and provider copies follow their retention and deletion cycles and remain protected. Transaction records are retained for legally required periods, and information needed for disputes is retained only as necessary for that purpose.
6. Cookies and security
Cookies and browser storage maintain sign-in sessions, prevent forged requests and remember language and display preferences. Disabling them may prevent sign-in or other functions. Connecting to external services may transmit IP addresses and browser information needed for communication.
We use authentication, access controls, encrypted transport and protection of credentials. Operator access to meeting content is restricted to necessary support, fault and security responses. Contact us for further information about security measures that can be disclosed without compromising security.
7. Your rights and changes
Contact info@kikiha.com to request information about purposes, access to personal data or disclosure records, correction, restriction or deletion. We verify identity and respond under applicable law. Meeting participants may need to identify the meeting or coordinate with the organization managing it. Do not email passwords or full card numbers.
We respect applicable local rights, including access, objection, consent withdrawal and portability, and do not restrict your right to complain to a competent data protection authority.
Material changes are communicated on the site or through registered contact details, with consent obtained where legally required.