Effective / last updated: 2026-10-24
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.
You can email us at any time. Our support hours are weekdays, 10:00–18:00 Japan time, excluding Japanese public holidays and the year-end and New Year holiday period. 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, email addresses, organization details, authentication information, 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 external providers for parts of the service, including meeting recording, speech recognition, AI translation and summaries, data hosting and delivery, payments, and email delivery. These providers receive the audio, text, account details, or other information necessary for their respective tasks.
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. We provide prior information, obtain consent, and apply contractual safeguards or other measures where required by applicable law. Contact us for details about providers, processing countries, safeguards, and 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 that providers delete meeting 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.
You can delete your individual account in Settings by entering your registered email address. On completion, its registration and authentication information is removed from production, except for the abuse-prevention grant records described next. This action does not delete shared meeting data, other members’ information, subscriptions or transaction records. Contact info@kikiha.com for personal data deletion requests or deletion of an entire workspace. For an entire workspace, the relevant production meeting data is normally deleted within 30 days after verifying identity and administrative authority and completing any required balance handling. 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.
To prevent repeated public demo claims and abuse, we retain hashes derived from verified email addresses and Google account identifiers, together with the time the demo was granted, after account deletion. These records allow us to recognize the same email address or Google account and are not fully anonymous. Contact info@kikiha.com about retention or deletion of these records.
6. Cookies and security
We do not currently use Google Analytics for website analytics.
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 details about how your personal data is used, access to your data or disclosure records, or correction, restriction, or deletion of your data. 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.