Privacy and Data

• Free
• Solo

Kiaro holds information about your clients, so you need to know where it lives and who can see it. This page answers that in plain terms. The Privacy Policy and the subprocessor list have the full detail.

Where your data is stored

• Workspace data (clients, contacts, projects, tasks, time, invoices, proposals, contracts, notes) is stored in a database in Frankfurt, Germany.
• Files you upload, and the PDFs Kiaro generates, are stored in the EU.
• The app runs on servers in Frankfurt.
• Email that Kiaro sends for you (invoices, portal links, replies) goes through Resend, which stores email data and delivery logs in the United States.

Every provider that processes your data has a data processing agreement with Kiaro. Transfers to the United States are protected by the EU’s Standard Contractual Clauses or the EU-U.S. Data Privacy Framework. The subprocessor list shows which applies to each provider.

Your data and your clients’ data

You decide what goes into Kiaro about your clients, so you are the controller of that data and Kiaro processes it for you. Kiaro uses it only to run the service for you. Contact hello@kiaro.io if you need a data processing agreement for your own records.

AI and your data

• Kiaro’s built-in AI runs on Anthropic’s Claude models. OpenAI and Google are backups, used only when Anthropic is unavailable.
• Data goes to an AI provider only when you use an AI feature, and only the context that request needs. Email addresses, phone numbers, bank details, tax IDs and file links are removed first.
• None of these providers may use your data to train their models.
• You can turn AI features off in Settings → Workspace. See AI Features.

AI apps you connect yourself, such as Claude or ChatGPT, work under your own account with that provider. See Connect Your AI.

Export or delete your data

Both are in Profile → Account & Data:

• Export Your Data downloads an Excel workbook or a JSON backup of your clients, projects, tasks, invoices, time entries, contracts, deliverables and knowledge base articles.
• Delete Account permanently deletes the workspace, its data and files, and cancels your subscription. Encrypted backups are purged on the schedule in the Privacy Policy.

Analytics and cookies

Product analytics run on PostHog in the EU. They record which features are used, never your clients’ names or the content of your work. You can opt out in Profile → Account & Data → Privacy & Analytics. On kiaro.io, analytics and advertising cookies load only after you accept them.