Privacy Policy

The controller responsible for processing your personal data is:

• Chipmunk AB
• Company registration number: 559403-6922
• Email: support@kayapplication.com

We are not required to appoint a data protection officer. Questions about personal data go to the address above and are answered by us.

Below is everything the app can process. Much of it only exists if you use that particular feature — if you have never added a child there is no child data, and if you have never dictated, no voice is captured.

• Account details: your email address and name from the sign-in provider you choose (Apple, Google or Microsoft), or your email address if you sign in with a password. If you use Sign in with Apple and hide your address, we only receive Apple's anonymised relay address. In addition, the display name, avatar and language you choose in the app.
• Content you create: tasks and their sub-steps, calendar events, routines and your history of completed routines, labels, notes, brain dumps including the drawings you make in them, shared lists, chores, meal plans and important dates.
• Health data: your neuroprofile (ADHD, autism or both), your mood scores and energy level, your reflections, the personal wellness trackers you have chosen to follow, and your medications with dose, time and intake log. These are special categories of personal data under Article 9 GDPR and are treated accordingly.
• Data about children: if you add a child profile: the child's name, date of birth, colour and symbol, the child's activities with location, times, driving schedule and packing lists, the child's school timetable, and the child's medications with dose and intake log.
• Household and relationships: who belongs to your household, invitations you send (the recipient's email address is stored until the invitation is answered), your partner's name and colour, the trusted people you connect with and their email addresses, and task suggestions you send each other.
• Calendar data: if you connect Google Calendar, Microsoft Outlook or your phone's own calendar, Kay flow reads your events — title, time, location, description and any meeting link — to show your schedule, and writes back the events you create, change or delete in Kay flow.
• Location data: the home address, work address and custom places you enter yourself, plus your choice of travel mode. If you turn on automatic place detection, the device's precise position (GPS) is read to determine whether you are at home or at work.
• Voice: if you use dictation, what you say is sent to your device's or browser's speech recognition, which turns it into text. We never receive or store any audio recording — only the text you then choose to save.
• Images: the photos or screenshots you choose when you let the app interpret a school timetable. The image is sent to the AI provider for interpretation and is never stored by us.
• AI conversations: your conversations with the Kay flow coach in full, your brain dumps, a counter of how many AI calls you have made per day, and the time and version of the AI consent you have given or withdrawn.
• Subscription and purchases: your tier, status, platform, product ID and expiry date. The payment itself is handled by Apple or Google — we never see and never receive your card or bank details.
• Reminders and alarms: your settings for reminders, alarms and sounds, and when a reminder last fired so that it is not repeated. The notifications themselves are scheduled locally on your device — Kay flow has no push service and sends no notifications from our servers.
• Sharing settings: the share link created for you and your choice of what it should show.
• Device and local storage: your settings and your sign-in session are stored in the device's local storage so the app works and you do not have to sign in every time. Home screen widgets read a local snapshot of the day's tasks.
• Operational and error logs: when you use the app, our providers' servers record technical details about the request, including your IP address, the time, and which browser or device type you are using. This happens automatically and is needed for operation, security and troubleshooting. In the event of technical errors, parts of your text may temporarily appear in an error log.

Kay flow is built for families, so parts of the app are about people other than you. Here is how we see it:

• Children: child profiles are created by you as a parent or guardian, for your own planning. The child has no account of their own and cannot sign in. We assume you have the right to record the data, and you are responsible for making sure what you enter is reasonable and necessary.
• Partner and household members: an adult you invite into the household creates their own account, accepts this policy themselves, and is then a controller of their own data alongside us. You see parts of each other's planning according to the choices you make in the app.
• Trusted people: if you connect a trusted person, their email address is stored so notifications can be sent. If they have no account, the address is stored solely for the invitation.
• Data inside your content: if you write other people's names or details into a task title, a note or a calendar field, we treat that as part of your content. We do not read it and do not use it for anything other than showing it to you.

We process your personal data on the following bases:

• Contract (Art. 6(1)(b)) – to provide the service itself: your account, your content, your reminders and your subscription.
• Legitimate interest (Art. 6(1)(f)) – for operation, security, troubleshooting and to prevent abuse. Our interest is keeping the service running and secure; the processing is limited to what that requires.
• Consent (Art. 6(1)(a)) – for the optional features you switch on yourself: the AI features, calendar connection, place detection, the public share link and notifications to trusted people. You can withdraw a consent at any time, and that feature then stops — the rest of the app works as usual.
• Explicit consent for health data (Art. 9(2)(a)) – your neuroprofile and your energy level are health data. Before they are sent to the AI provider we ask for your explicit consent in the app, and without it no AI calls are made at all. Consent is withdrawn under Settings → AI.
• Children's data – is processed to perform the agreement with you as a parent, since the child profile is a tool for your planning. Where the data concerns the child's health, such as the medication list, we rely on your explicit consent as guardian under Art. 9(2)(a). You can delete a child profile and everything belonging to it at any time.
• Legal obligation (Art. 6(1)(c)) – for accounting records of purchases and to be able to answer requests under data protection law.

We use the following providers. Most are processors handling data on our behalf under a data processing agreement; a few are independent controllers, which is stated in the entry where that is the case.

• Supabase Inc (US company, servers in the EU): database, authentication and server functions. All your data is stored in the EU region (Frankfurt, Germany). Processor.
• Anthropic PBC (USA): the AI provider that generates answers and suggestions. Receives what is described under AI features, but only if you have consented. Processor.
• Google LLC (USA): sign-in with Google and, if you use it, Google Calendar. On Android and in the Chrome browser, Google also handles speech recognition when you dictate. Independent controller for its own services.
• Microsoft (USA): sign-in with Microsoft and, if you use it, the Outlook calendar via Microsoft Graph. Independent controller for its own services.
• Apple (USA): Sign in with Apple, speech recognition when you dictate on iPhone or iPad, and purchases via the App Store. Independent controller for its own services.
• Resend (USA): sends the emails the app needs: notifications to your trusted people and confirmation when an account is deleted. Receives the recipient's address and the message content. Processor.
• RevenueCat (USA): manages subscriptions. Receives your account ID (a random identifier), your purchase history and technical information about the device. Never receives your email address, your name or any of your content. Processor.
• Vercel (USA): hosts the web version. Sees your IP address and technical details about the request in its server logs. Processor.
• OpenStreetMap Foundation / Nominatim (EU): converts an address into coordinates when travel time is calculated. Receives the address you entered yourself and the location of an event you created yourself in Kay flow — never an address that comes from a synced calendar.
• Open-Meteo (Germany): fetches weather for the home screen. Receives your approximate coordinates if you allow location access in the browser. Receives no account ID and cannot link the request to you.
• Google Fonts (Google LLC, USA): the web version loads its typefaces from Google's servers, which means your IP address is sent there every time you load a page — even before you sign in. The iOS and Android apps are not affected.
• App Store and Google Play: process the payment if you buy a subscription. They are independent controllers and their own terms apply to the purchase. We only learn that a valid purchase exists.

We never sell your personal data, never trade it, and never give it to ad networks or data brokers. Apart from the providers above, we disclose data only where the law requires it.

Kay flow contains no tools for analytics, statistics, crash reporting, advertising or tracking. We do not measure how you use the app, do not build a profile of you, do not follow you across apps or websites, and use no advertising identifier. That is also why no tracking prompt appears when you start the app.

Kay flow can read and write to three kinds of calendar. All are optional, and you can use the app fully without any of them.

• Google Calendar: read to show your schedule; events you create, change or delete in Kay flow are written back so both stay in sync.
• Microsoft Outlook: the same two-way synchronisation via Microsoft Graph.
• Your phone's calendar: on iPhone and Android the app can read and write in the device's own calendar once you grant permission in the system dialog. The data stays between your phone and Kay flow and is never passed on to any other provider.

When you sign in with Google or use Google Calendar, Kay flow accesses the following Google user data via Google OAuth:

• Google account details: your email address and name — to create and identify your account.
• Google Calendar events: to show your schedule in Kay flow and to create, update and delete the events you manage in Kay flow, so that Kay flow and Google Calendar stay in sync (two-way). We request only the calendar scope needed for this.
• How we use it: we use Google user data solely to provide and improve these calendar features for you. We do not use Google user data for advertising, we do not sell it, and we never use it to train AI or machine learning models.
• Sharing: we do not share or transfer your Google user data to third parties, except: to our infrastructure provider (Supabase), which stores it encrypted so the service works; back to Google and any other calendars you have connected, to keep them in sync; or where the law requires it. The content of an event that comes from Google — title, location, description and attendees — is never sent to the AI provider and never to the mapping service for travel time calculation.

If you connect Microsoft Outlook, Kay flow accesses — via Microsoft Graph — your Microsoft account's email and name plus your Outlook calendar events: read to show your schedule, and created, updated or deleted to keep Kay flow and Outlook in sync (two-way). We use this data solely to provide the calendar feature, on the same terms as your Google data above: no advertising, no selling, never to train AI models, and the content is never passed on to the AI provider or the mapping service.

Kay flow uses AI to interpret what you write and give you suggestions. All AI processing takes place at Anthropic PBC in the USA, which is our processor for these features. We use no other AI provider. Before the first AI call we ask for your consent in the app — without it, no AI calls are made at all, whichever AI feature you press.

• What the AI does: powers the Kay flow coach (chat), turns free text into tasks and events, runs Flow commands, breaks a task into sub-steps, interprets your brain dumps, suggests icons, interprets photos of school timetables, and suggests preparations for events you created yourself in Kay flow. Every feature starts when you press something — nothing is fetched in the background.
• What is sent: the text you write, your tasks' titles, priority, dates and internal IDs, your lists and list items, the title, date, location and time of events you created in Kay flow, the text in your brain dumps, and the most recent messages in the coach conversation. The coach also receives aggregate statistics on how many tasks are done or overdue. We never send your mood scores, your wellness trackers, your reflections or your list of medications and supplements — the coach only learns whether you recently checked in, not what you answered.
• Health data and explicit consent: so that the answers suit you, your neuroprofile (ADHD, autism or both) and the energy level you have recorded are included in the AI calls. This is health data under Article 9 GDPR and it is transferred to the USA. We process it only with your explicit consent under Article 9(2)(a), which you give in the app the first time you use an AI feature and can withdraw at any time under Settings → AI. If you have never chosen a neuroprofile, none is sent — the app never assumes a diagnosis on your behalf. ⚠️ Note that two other features can disclose health-related information without going through the AI: notifications to your trusted people when you have had a rough few days, and the public share page if you have turned it on and chosen to show energy.
• Images: if you choose to photograph or upload a school timetable, the image is sent to Anthropic for interpretation. A timetable photo may contain a child's name and class. The image is never stored by us — it is sent, interpreted and discarded. Children's neuroprofiles and health data are never sent to the AI.
• Your calendar: events synced from Google Calendar, Outlook or your phone's calendar are never sent to the AI — not the title, location, description, times or attendees. Only events you created yourself in Kay flow can be sent. Kay flow tracks where each event's content comes from: an event you wrote in Kay flow stays eligible even while it is mirrored to your connected calendars, but the moment a connected calendar writes to it — for example because you edited it in Google — we stop sending it permanently, because its content may then come from there.
• Storage of AI conversations: your conversations with the Kay flow coach are stored in full at Supabase in the EU (Frankfurt, Germany) so you can continue where you left off, protected by row-level security so only your own account can reach them. Your brain dumps are stored the same way. There is no automatic deletion — they are kept as long as your account exists. Flow commands, image interpretations and preparation suggestions are not stored. We log how often AI is used (counts, not content).

You can delete your coach conversations when you withdraw your AI consent under Settings → AI, where it is offered as an option. Everything is also deleted when you delete your account. What has already been sent to Anthropic, however, we cannot retrieve.

In several places you can dictate instead of typing. The audio then goes directly from your device to the platform's own speech recognition — Apple on iPhone and iPad, Google on Android and in Chrome — which turns it into text. Kay flow never receives any audio, records nothing and stores no recording. Only the resulting text, and only if you choose to save it. How the provider handles the audio is governed by their own terms and by the dictation settings on your device.

The location features are optional and switched off until you use them.

• Addresses you enter: your home and work address are stored in your account so the app can calculate travel time and show when you need to leave. To calculate the travel time, the address is converted into coordinates by OpenStreetMap.
• Precise position (GPS): if you turn on automatic place detection, the device's precise position is read — in the web version roughly every five minutes while the app is open — to determine whether you are at one of your saved places. The comparison happens entirely on your device: the position is not stored by us, is not sent to our servers and never leaves the device.
• Weather: the home screen can show the current weather. If you allow location access in the browser, your coordinates are sent to Open-Meteo to fetch the weather. The request contains no account ID and cannot be linked to you.

Three features can show something about you to someone else. You control all three.

• Public share link: you can create a link that shows a simple day overview. Anyone with the link can open it without signing in, so treat it as secret. You choose whether it shows today's non-private tasks, the week's events with title, time and location, and your energy level for the day — energy is off by default. Your name and avatar are always shown. If you turn sharing off, the link stops working immediately. ⚠️ The link's address does not change when you turn sharing off and on again, so an old link starts working again if you re-enable it. If you want to make an old link unusable, the button for generating a new address is in the same setting.
• Notifications to trusted people: if you have connected a trusted person, the app can email them: when you have finished everything for the day, when you have been inactive for a while, and — this one matters — when you have felt low several days in a row. That last email tells another person something about your wellbeing, which is health data. Today all three are governed by the same setting; we will split them so you can choose separately. If you do not want any such email sent: turn off notifications to trusted people in settings.
• Household: members of the same household see each other's shared tasks, the children's schedules and common lists. A task you mark as private is never shared.

If you buy a subscription, the payment is handled by the App Store or Google Play. We never see your card or bank details. To know which tier your account has we use RevenueCat, which receives a random account ID, your purchase history and technical information about the device — but never your email address, your name or any of your content. Purchase records are kept as long as accounting law requires, even if you delete your account.

The web version is hosted by Vercel and the database with the server functions by Supabase. Their servers automatically record technical details of every request — including IP address, time, which address was requested and which browser or device type was used. This is needed to run the service, detect faults and protect against abuse. The logs are deleted according to the providers' routines, normally within a few weeks, and are never used to analyse your behaviour or build a profile of you.

Your account and content data is stored within the EU (Supabase, Frankfurt, Germany). Several providers are, however, American: Anthropic for the AI features, Resend for email, RevenueCat for subscriptions, Vercel for web hosting, and Google, Microsoft and Apple for sign-in, calendars, speech recognition and purchases. The transfers take place with appropriate safeguards, primarily the EU Standard Contractual Clauses and, where the provider is certified, the EU–US Data Privacy Framework. Weather and geocoding are fetched from Open-Meteo (Germany) and OpenStreetMap (EU).

All communication with Kay flow is encrypted with TLS/HTTPS. We never receive and never store your password with Google, Microsoft or Apple. Database access is protected by row-level security, so only you can reach your own rows, and keys with elevated permissions exist only on the server and never in the app.

The access tokens that let Kay flow reach your calendar are stored encrypted in a dedicated secrets vault. For historical reasons, refresh tokens for Google and Microsoft also remain in an older table without that extra encryption; it is protected by row-level security and readable only by our server functions, and we are in the process of retiring it. We mention this rather than describing the protection as stronger than it is.

We keep your personal data for as long as your account exists. There is no automatic deletion of your content — you decide yourself what stays.

• Delete it yourself in the app: under Settings → Account you delete your entire account. Deletion is immediate and cannot be undone. If you are the sole owner of a household, it is handed over to another adult member so that your partner's child profiles, medication lists and schedules are not lost.
• If you cannot sign in: contact us at the address at the bottom and we will carry out the deletion within 30 days. The same route is described on our public deletion page, which you can use without having the app installed.
• What may remain: records of purchases are kept for as long as accounting law requires, and technical operational logs remain until the provider's deletion routine has run. What has already been sent to the AI provider we cannot retrieve. A copy may also remain briefly in backups before being overwritten.

Calendar permission is given to Google or Microsoft when you sign in with them, not separately to us, and it is therefore also withdrawn with them. Here is how:

• In your Google account: remove Kay flow under third-party access at myaccount.google.com/permissions
• In your Microsoft account: remove access for Kay flow at account.live.com/consent/Manage
• Your phone's calendar: withdraw the calendar permission in your device's system settings for Kay flow.
• If you delete your account: all stored calendar tokens are deleted along with the rest of your data. We still recommend that you also remove Kay flow at Google or Microsoft as described above.

Under the GDPR you have the following rights:

• Right of access – you can request a copy of the personal data we process about you.
• Right to rectification – you can request that incorrect data be corrected. Most of it you can change yourself directly in the app.
• Right to erasure (the “right to be forgotten”) – you can delete your entire account in the app under Settings → Account, or ask us to do it.
• Right to data portability – you can request your data in a machine-readable format. There is not yet an export button in the app, so contact us and we will produce the file for you.
• Right to object – you can object to processing carried out on the basis of legitimate interest.
• Right to restriction – you can ask us to restrict processing while an objection or a rectification is being examined.
• Right to withdraw consent – consents are withdrawn in the app: AI under Settings → AI, the share link and notifications to trusted people under their respective settings, and calendar access with Google or Microsoft. Withdrawing a consent does not affect what has already been done on the basis of it.

Contact us at support@kayapplication.com and we will help you. We answer your request without undue delay and within one month at the latest. We may need to ask you to confirm your identity before disclosing data.

If you believe we are processing your personal data incorrectly, you have the right to lodge a complaint with the Swedish Authority for Privacy Protection (IMY).

Website: imy.se

Kay flow uses no cookies for tracking, advertising or statistics. We use the browser's local storage to save your sign-in session and your settings, which is necessary for the app to work. There is therefore no cookie banner — there is nothing to opt out of.

Kay flow is aimed at adults and at young people from the age of 13. The account must be created by you if you are at least 13; if you are under 16, a guardian may need to approve the processing, depending on which country you live in. Children in a child profile have no account of their own, cannot sign in, and have no data collected about them other than what you as a parent enter yourself.

We may update this privacy policy. The latest version is always published on this page with an updated date. If we change anything material in how the AI features process health data, we will ask for your consent again before the next AI call.

Do you have questions about how we process your personal data? Contact Chipmunk AB — support@kayapplication.com