top of page

Privacy Policy

Last Updated 11/12/2025

 

 

Kovian.ai — Privacy Policy

 

Kovian LLC (“Kovian,” “we,” “our,” or “us”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you use the Kovian.ai website, platform, services, and AI-powered communication tools (collectively, the “Services”).

 

By using Kovian.ai, you agree to the terms of this Privacy Policy.

​

 

 

1. Information We Collect

 

We collect the following types of information when users interact with our website and Services:

​

 

 

1.1 Information You Provide to Us

 

  • Business Information: Studio name, contact person, phone number, email address, and business location.

  • Account & Billing Information: Payment method, billing address, subscription preferences, and authentication details.

  • Communication Content: Information provided during onboarding, script customization, and branding setup.

  • Support Requests: Any messages, emails, or contact forms you submit.

​

 

 

1.2 Information Collected Through the Kovian AI Assistant

 

When our AI assistant handles calls, texts, messages, or bookings on your behalf, we collect:

 

  • Caller or Client Information: Name, phone number, email, appointment details.

  • Call Metadata: Duration, timestamps, caller ID, booking outcomes.

  • Call Transcripts & Summaries: AI-generated text logs used for lead tracking and quality improvements.

  • Booking Data: Dates, times, confirmation status, and calendar syncing data.

 

Kovian LLC retains only the information necessary to operate the Service.

​

 

 

1.3 Automatically Collected Information

 

When you visit our website, we automatically collect:

 

  • IP address

  • Browser type

  • Device identifiers

  • Pages viewed

  • Time and date of visit

  • Website usage analytics

 

We may use cookies and tracking technologies to improve user experience and analyze performance.

​

 

 

2. How We Use Your Information

 

Kovian uses the collected information to:

 

  • Provide and operate the AI assistant and booking services

  • Sync with Google Calendar, Google Sheets, CRM systems, and communication tools

  • Send appointment confirmations, reminders, and alerts

  • Improve AI performance, accuracy, and voice quality

  • Personalize scripts and communication behavior

  • Troubleshoot issues and deliver customer support

  • Process payments and manage your subscription

  • Improve our website, product, and overall user experience

  • Ensure compliance with applicable laws

 

We do not sell personal information.

​

 

 

3. How We Share Information

 

We may share information only in the following circumstances:

​

 

 

3.1 Service Providers

 

We may share limited information with trusted third-party vendors such as:

 

  • Cloud hosting providers

  • AI and voice processing partners

  • Payment processors

  • Calendar and communication APIs

  • CRM integration tools

 

These partners are contractually required to safeguard the information and use it only for service delivery.

​

 

 

3.2 With Your Authorization

 

We may share information with your explicitly connected tools (Google Calendar, Google Sheets, Mindbody, Zen Planner, etc.) solely for service functionality.

​

 

 

3.3 Legal Compliance

 

We may disclose data if required:

 

  • By law or legal process

  • To protect rights, safety, or property

  • To prevent fraud or security threats

​

 

 

4. Data Ownership
​

 

  • You own all customer data, call logs, appointment data, and business information.

  • Kovian may use aggregated, anonymized data for analytics and product improvement.

  • We never use identifiable client communication content for training without explicit permission.

​

 

 

5. Data Retention
​

We retain information for as long as necessary to:

 

  • Provide the service

  • Comply with legal obligations

  • Resolve disputes

  • Maintain accurate business records

 

Call transcripts and logs may be retained as long as your account remains active unless you request deletion.

​

 

 

6. Data Security

 

We implement commercially reasonable safeguards, including:

 

  • Encrypted data transmission (HTTPS/SSL)

  • Access controls

  • Regular monitoring and audits

  • Secure cloud infrastructure

 

However, no system is 100% secure, and we cannot guarantee absolute protection.

 

 

 
7. Your Rights

 

Depending on your jurisdiction, you may request:

 

  • Access to data we hold

  • Correction of inaccurate information

  • Deletion of certain personal data

  • Restriction of processing

  • Export of your data

 

Requests may be submitted to:

📧 hello@kovian.ai

​

 

 

8. Integrations With Third-Party Services

 

Kovian integrates with tools like:

 

  • Google Calendar

  • Google Sheets

  • CRM systems (Mindbody, Zen Planner, etc.)

  • SMS/WhatsApp APIs (future features)

 

Your use of these tools is subject to their own privacy policies.

​

 

 

9. Children’s Privacy

 

Kovian does not knowingly collect information from individuals under 13.

If a studio inputs minor data (e.g., for appointment scheduling), the studio is responsible for parental consent.

 

 

 

10. Changes to This Privacy Policy

 

We may update this Privacy Policy periodically.

When changes are made, the “Last Updated” date will be revised accordingly.

​

 

 

11. Contact Us

 

For questions, concerns, or requests regarding this Privacy Policy, contact us at:

 

Kovian LLC

Email: hello@kovian.ai

​

bottom of page