Kaana is a RevOps Execution Platform designed to help teams streamline, automate, and manage their operational workflows.
Your work is at the center of everything we do. Protecting your privacy is a core part of that commitment. Our goal is to safeguard your data so your team can operate confidently and focus on the initiatives that drive your business forward.
This Privacy Statement describes how Kaana processes your information and explains the choices available to you with respect to your information.
If you have any questions or concerns about how Kaana processes your information or about this Privacy Statement, you can email us any time at privacy@kaana.com.
We updated our Privacy Statement to include information about our business and data processing practices.
It's important to us that you're able to clearly understand how we process your information and what rights you have under privacy and data protection laws. We welcome any questions, concerns, or feedback you may have about the updates to this Privacy Statement.
In situations where our users are subject to our Subscriber Agreement, Enterprise Master Services Agreement, or other Master Services Agreement to use Kaana’s services, Kaana is the processor/service provider (a provider that processes personal data on behalf of or at the direction of a controller, or other similar designation under the law) and our customer (usually a company or organization) is the controller/business (the entity that decides how and why information is processed) of the information provided to Kaana via their use of Kaana. In all other cases, Kaana is the controller of the information.
For example, if you create an account with
Kaana can be used by companies or by individual users:
If you’re using Kaana through your company, educational institution, or with your company email address, your company or educational institution’s own Kaana administrator is responsible for the accounts associated with that company or institution. The Kaana administrator can: restrict, suspend, or terminate your access to or ability to use the services, access information about you, access or retain information stored with us (including your workspace content and log data about your use of Kaana), and restrict your ability to edit, restrict, modify, or delete information associated with your use of our products and services.
Kaana processes information we receive directly from you, automatically collected when you use Kaana or visit one of our websites, and collected by Kaana from third parties. However, please note that this Privacy Statement does not apply to the processing of your information by third parties through your use of any third-party integrations available via our services. Please visit those third-party websites directly for more information on their privacy and data protection practices.
Information needed to create an account
This includes information that is needed for Kaana to create an account for you and manage your ability to log in and out of Kaana:
If you upgrade your account to a paid account, Kaana may collect:
Information you provide to us through your use of Kaana
Other information you may provide to us when you interact with Kaana in other ways
If you directly interact with Kaana staff, such as our sales, user research, or user operations groups, Kaana may process the following information voluntarily provided by you:
Information related to your use of Kaana and our websites
We may also collect the following:
Information Kaana Receives from Other Sources
Sometimes Kaana receives your information from third parties (other individuals, marketing services, third-party integrations), which may include:
Kaana uses your information to operate our products and services, communicate with you, process transactions when you change Kaana plans, for security and fraud prevention, and to comply with the law. Specifically, we may process your information to:
Provide services to you and operate our business
In addition, we use information about your use of Kaana, account information (which may include your email address and name), and information related to third-party integrations to:
Provide you with support and get your feedback
Combined Information
Unless otherwise prohibited by law, we may combine the information that we collect through your use of our products and services with information that we receive from other sources, both online and offline, and use that combined information as set out above.
Aggregated and de-identified data
We may aggregate and/or de-identify information related to your use of Kaana (for example, how many tasks or projects you created) so that such information can no longer be linked to you or your device. We may use such aggregated and de-identified data for any purpose, including but not limited to, research and marketing purposes and may also disclose such data to any third parties, including advertisers, promotional partners, sponsors, event promoters, and/or others.
Artificial Intelligence and Machine Learning
Some features in Kaana are powered by artificial intelligence (AI) and machine learning. Admins and super admins can adjust AI preferences for your domain at any time by visiting the admin console.
When features powered by Kaana AI are enabled in your domain, we use metadata related to your domain’s use of Kaana to train machine learning models. Depending on the model and the feature, these machine learning models power features, both in your domain and other Kaana domains.
When features powered by AI Partners are enabled in your domain, we leverage third-party LLM service providers. Our third-party LLM service providers do not use customer data to train their models.
For more information about AI in Kaana, please review Kaana AI features and admin controls.
Kaana may use AI technologies, including bots on our websites and in our product, to communicate with you, respond to your comments and questions, and provide information about our products and services.
We need to disclose the information we collect about you to make our products and services run smoothly and to operate our business under the following conditions:
We use and disclose the categories of information we collect from and about you consistent with the various business purposes we discuss throughout this Privacy Statement. We do not disclose your information to third parties for their own direct marketing purposes.
Security
Kaana takes technical and organizational measures to protect your information against accidental or unlawful destruction or accidental loss, alteration, unauthorized disclosure or access. However, no method of transmission over the Internet and no means of electronic or physical storage is absolutely secure, so we cannot ensure or warrant the security of that information. We are constantly updating and improving our safeguards.
Storage
When you use Kaana, some information about you will be stored in the United States.
Transfer of your information out of EEA, UK, Switzerland, and Japan
When you use our products and services, information about you will be transferred to the United States where the majority of Kaana's data processing occurs. We may also transfer information that we collect about you to third party processors across borders from your country or jurisdiction to other countries or jurisdictions around the world.
EU-US Data Privacy Framework program, the UK Extension to the EU-US DPF, and the Swiss-US Data Privacy Framework
Kaana complies with the EU-US Data Privacy Framework program (EU-US DPF), the UK Extension to the EU-US DPF, and the Swiss-US Data Privacy Framework program (Swiss-US DPF) as set forth by the US Department of Commerce. Kaana has certified to the US Department of Commerce that it adheres to the EU-US Data Privacy Framework Principles (EU-US DPF Principles) with regard to the processing of personal data received from the European Union in reliance on the EU-US DPF and from the United Kingdom (and Gibraltar) in reliance on the UK Extension to the EU-US DPF. Kaana adheres to the Swiss-US Data Privacy Framework program Principles (Swiss-US DPF Principles) with regard to the processing of personal data received from Switzerland in reliance on the Swiss-US DPF.
In compliance with the EU-US DPF, the UK Extension to the EU-US DPF, and the Swiss-US DPF, Kaana commits to refer unresolved complaints concerning our handling of personal data received in reliance on the EU-US DPF, the UK Extension to the EU-US DPF, and the Swiss-US DPF to BBB National Programs, an alternative dispute resolution provider based in the United States. If you do not receive timely acknowledgment of your DPF Principles-related complaint from us, or if we have not addressed your DPF Principles-related complaint to your satisfaction, please visit please visit the BBB National Programs Dispute Resolution Process website at https://bbbprograms.org/programs/all-programs/dpf-consumers/ProcessForConsumers for more information or to file a complaint. The services of BBB National Programs are provided at no cost to you.
Please note that if your complaint is not resolved through these channels, under limited circumstances, a binding arbitration option may be available as set forth in Annex I of the DPF Principles.
Kaana will take reasonable and appropriate steps necessary to ensure that any third party who is acting as a “data processor” under EU, UK, and Swiss terminology is processing the personal data we entrust to them in a manner that is consistent with the DPF Principles. Kaana is potentially liable in cases of onward transfer to third parties of data of EU, UK, and Swiss individuals received pursuant to the EU-US DPF, the UK Extension to the EU-US DPF, and the Swiss-US DPF, respectively.
If there is any conflict between the terms in this privacy statement and the EU-US DPF Principles and/or the Swiss-US DPF Principles, the Principles shall govern.
To learn more about the Data Privacy Framework (DPF) program, and to view our certification, please visit https://www.dataprivacyframework.gov/.
If the EU-US DPF, the UK Extension to the EU-US DPF, and the Swiss-US DPF do not apply, Kaana relies on other data transfer mechanisms to transfer personal data outside the EEA, the UK, and Switzerland, such as Standard Contractual Clauses.
Data Retention
We will retain your information for the period necessary to fulfill the purposes outlined in this Privacy Statement, to make our products and services available to you, or as instructed by you, unless a longer retention period is required or permitted by law.
Use by children under 16
If you are under the age of 16, you may not have an Kaana account or use Kaana's products or services. We do not knowingly process any information from, or direct any of our products or services to, children under the age of 16.
Marketing Practices and Choices
If you receive email from us, we may use certain analytics tools, such as clear GIFs that capture data about your interaction with the email, which may include the date and time when you opened our email and whether you clicked on any links or banners within our emails. This data allows us to gauge the effectiveness of our communications and marketing campaigns.
You may instruct us not to use your contact information to contact you by email, postal mail, or phone regarding products, services, promotions, and special events that might appeal to your interests by contacting us via the methods listed in the Contact Us and Privacy Questions section. In promotional marketing commercial email messages, you can also opt out by following the instructions located at the bottom of such emails or contact us at privacy@kaana.com.
Please note that, regardless of your request, we may still use and disclose certain information as permitted by this Privacy Statement or as required by applicable law. For example, you may not opt out of certain transactional, operational, or service-related emails, including those reflecting our relationship or transactions with you.
Global Privacy Control and Do Not Track
Where required, Kaana honors the Global Privacy Control (GPC) signal.
Do Not Track is a privacy preference that users can set in certain web browsers. We are committed to providing you with meaningful choices about the information collected on our websites for third party purposes, and that is why we provide the ability to opt out, if needed, and adjust your cookies preferences. We do not currently recognize or respond to browser-initiated DNT signals. To learn more about Do Not Track, you can do so here.
Please note that Do Not Track is a different functionality from the browser-based Global Privacy Control signal.
Legal Bases for Processing Your Information
The laws in some jurisdictions require us to inform you of our legal bases for processing your information. Our legal bases for collecting and using your information described above will depend on the particular type of information and the specific context in which we collect it. Please see examples of legal bases for processing that we rely on:
Your Privacy Rights
Kaana users from around the world use our products to bring clarity to their work. Regardless of what country you’re located in, we respect your ability to know, access, correct, export, restrict the processing of, and delete your information, and have extended those rights globally. We will not discriminate against you for exercising your privacy rights.
Information about your rights
Upon your request or as required by law, and subject to applicable legal exceptions, we will:
If you request these rights, we will need to verify your identity and may need to verify your relationship with Kaana (for example, if you’re an administrator of an Kaana organization, division, or workspace and you’re making a request on behalf of another individual) for security and to prevent fraud. You may be able to designate an authorized agent to make requests on your behalf. In order for an authorized agent to be verified, the authorized agent must present signed, written permission to make such requests or a power of attorney. We may also contact you to verify your identity before processing the authorized agent’s request.
We may take additional steps to verify that you are authorized to make the request. If you are an end user of Kaana's services and not a direct customer of Kaana (for example, your company uses Kaana and you’re an employee or authorized representative of that company), you should direct requests relating to your information to the administrator of your company’s Kaana account. We will redirect you to your administrator or notify the administrator directly.
Please note, however, that certain information may be exempt from such requests in some circumstances (for example, if we need to keep processing your information for our legitimate interests or to comply with a legal obligation). Depending on applicable law, you may have the right to appeal our decision to deny your request. If we deny your request, we will provide you with information on how to appeal the decision, if applicable, in our communications with you.
Right to manage cookies preferences and opt out of targeted advertising
As explained in detail in our Cookies Notice, we provide information about your device and online browsing activities to third-party advertising providers for targeted online advertising purposes, so that we can provide you with more relevant and tailored ads regarding our services.
If you would like to opt out of our online disclosure of your information through cookie and pixel technology, please enable Global Privacy Control within your browser.
Categories of information collected and disclosed
If you are a California resident, you have certain rights under the California Consumer Privacy Act (CCPA), and we want to provide you with the following additional information about the purpose for which we use each category of personal information we collect (as defined by CCPA), the categories of third parties to which we disclose personal information for a business purpose or for cross-context behavioral advertising, which includes our use of third-party analytics services and online advertising services. These are described in detail in our Cookies Notice and may result in the disclosure of online identifiers (e.g., cookie data, IP addresses, device identifiers, and usage information).
Specifically, your contact information (including email) or internet network and device information (including cookie data and IP address) may be disclosed to online advertising and analytics partners.
Your choices regarding online advertising and related activities
You have the right to opt out of the disclosure of your personal information for purposes of online cross-context behavioral advertising and related activities and can do so by enabling Global Privacy Control within your browser.
Other CCPA rights
We do not offer any financial incentives in exchange for your personal information. If we ever do, we will provide you with additional disclosures regarding those incentives at the time they are offered.
The CCPA also allows you to limit the use or disclosure of your sensitive personal information (as defined in the CCPA) if your sensitive personal information is used for certain purposes. Please note that we do not use or disclose sensitive personal information other than for business purposes for which you cannot opt out under the CCPA.
Please see the Your Privacy Rights section of our Privacy Statement above for information about the additional rights you have with respect to your personal information under California law and how to exercise them.
Retention of your personal information
Please see information under Data Retention in the Protection, Storage, Transfer and Retention of Your Information section of our Privacy Statement.
California “Shine the Light” disclosure
The California “Shine the Light” law gives residents of California the right under certain circumstances to opt out of the disclosure of certain categories of personal information (as defined in the Shine the Light law) with third parties for their direct marketing purposes, or in the alternative, that we provide a cost-free means for consumers to opt out of any such disclosure. We do not currently disclose your personal information to third parties for their own direct marketing purposes.
Nevada rights
Under Nevada law, certain Nevada consumers may opt out of the sale of information about you. We do not sell your data in accordance with Nevada Senate Bill 220. However, if you are a Nevada resident you may submit a request to opt out of any potential future sales under Nevada law. Please note, if needed, we may take reasonable steps to verify your identity and the authenticity of the request.
We will update this Privacy Statement to make sure it accurately reflects our data collection and use practices, our amazing features, advances in technology, or as applicable laws require. We will comply with applicable legal requirements regarding providing you with notice and/or consent when we make such changes, depending on the type of change made. We also provide information about how our Privacy Statement has changed over time below.
Kaana is located at 1309 Coffeen Ave, Suite 15736, Sheridan, WY, 82801. If you wish to contact us or if you have any questions about or complaints in relation to this notice, please contact us at privacy@kaana.com. To contact our Data Protection Officer, please email dpo@kaana.com.
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