Privacy Policy

1. Information We Collect

When you use Outreach Koi, we collect:

• Account information — name, email, and authentication credentials provided through Clerk.
• Usage data — session logs, API call metadata, minutes consumed, avatar configurations, and conversation flows.
• Billing information — payment details processed by Dodo Payments. We do not store card numbers.
• Contact form submissions — name, email, company, and message content submitted through our enterprise inquiry form.
• API keys — hashed (SHA-256) API key strings. We store only the hash; the plain-text key is shown once and cannot be recovered.

2. How We Use Your Information

We use collected information to:

• Provide and operate the Service
• Track usage against plan limits and enforce concurrency quotas
• Process payments and manage subscriptions
• Send account-related communications (billing receipts, plan changes)
• Respond to support inquiries and enterprise contact requests
• Detect and prevent abuse, fraud, and unauthorized access
• Improve the Service through aggregate usage analysis

3. Video and Audio Data

Real-time avatar sessions involve streaming audio and video through WebRTC connections. Video frames are processed on GPU workers and are not stored or recorded by Outreach Koi. Audio transcriptions may be processed by third-party STT providers (e.g., Deepgram) subject to their own privacy policies.

4. Data Sharing

We share information only with:

• Infrastructure providers — RunPod (GPU compute), MongoDB (database), Vercel (hosting)
• Service providers — Clerk (authentication), Dodo Payments (billing), Deepgram (speech-to-text), OpenAI (LLM), Cartesia (text-to-speech)
• Legal authorities — when required by law or to protect our rights

We do not sell your personal information to third parties.

5. Data Security

We implement industry-standard security measures including encrypted transit (TLS), hashed API key storage, and server-side authentication checks. However, no method of electronic transmission or storage is completely secure.

6. Data Retention

We retain your account and usage data for as long as your account is active. Upon account deletion, we remove your personal data within 30 days, except where retention is required by law or for legitimate business purposes (e.g., billing records).

7. Your Rights

Depending on your jurisdiction, you may have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate data
• Request deletion of your personal data
• Object to or restrict processing of your data
• Data portability — receive your data in a structured, machine-readable format

To exercise these rights, contact us at support@outreachkoi.com.

8. Cookies

We use essential cookies for authentication and session management. We do not use tracking or advertising cookies. Our authentication provider (Clerk) may set cookies necessary for sign-in functionality.

9. Children’s Privacy

The Service is not intended for users under the age of 16. We do not knowingly collect data from children. If we become aware that a child has provided us with personal information, we will take steps to delete it.

10. International Transfers

Your data may be processed in countries other than your own. By using the Service, you consent to the transfer of your information to these jurisdictions, which may have different data protection laws.

11. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be communicated via email or a notice on the Service. Continued use after changes take effect constitutes acceptance of the updated policy.

12. Contact

Questions about this Privacy Policy? Contact us at support@outreachkoi.com.