Privacy Policy

Last updated: January 30, 2026

Koda Solutions, LLC ("Koda Solutions," "we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use the KodaAI platform and related services ("Service").

1. Information We Collect

Account Information

When you create an account, we collect:

• Email address
• Name
• Business name
• Phone number(s) for SMS notifications
• Payment information (processed securely by Stripe; we do not store credit card numbers)

Call Data

When the Service processes calls from your connected phone system, we receive and process:

• Call metadata (caller phone number, called number, call duration, timestamps)
• Call transcripts (provided by your phone system)
• Voicemail recordings (when available from your phone system)
• AI-extracted information (customer names, service requests, addresses derived from transcripts)

Integration Data

When you connect third-party accounts, we store:

• OAuth access and refresh tokens (encrypted) for Jobber and Dialpad
• Account identifiers from connected platforms
• Client and request data created through the Service in your connected accounts

Usage Data

We automatically collect:

• Call processing logs (call IDs, processing status, timestamps)
• Service usage metrics (number of calls processed, features used)
• Error logs for troubleshooting and service improvement

2. How We Use Your Information

We use the information we collect to:

• Provide the Service: Process calls, create client records, generate work requests, and send SMS notifications
• AI Processing: Analyze call transcripts using artificial intelligence to extract customer information and call purpose
• Billing: Process subscription payments and manage your account
• Communication: Send you service-related emails (account confirmations, billing receipts, service updates)
• Improvement: Analyze usage patterns to improve the Service's accuracy and features
• Support: Respond to your inquiries and troubleshoot issues

3. AI Data Processing

The Service uses Azure OpenAI (Microsoft) to analyze call transcripts. When processing your call data:

• Transcripts are sent to Azure OpenAI for analysis in real time
• Azure OpenAI does not use your data to train its models
• Extracted data (names, phone numbers, service requests) is stored in our database and written to your connected accounts
• We do not sell or share call transcript data with third parties for their own purposes

4. How We Share Your Information

We share your information only in the following circumstances:

• With Connected Platforms: Data is written to your Jobber account (clients, requests, notes) and received from your Dialpad account (call events, transcripts) as part of the Service's core functionality
• Service Providers: We use trusted third-party services to operate the Service:
  • Microsoft Azure (hosting, AI processing)
  • Neon (database)
  • Stripe (payment processing)
  • Twilio (SMS notifications)
  • SendGrid (email notifications)
  • Firebase (authentication)
• Legal Requirements: We may disclose information if required by law, legal process, or government request
• Business Transfers: In connection with a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction

We do not sell your personal information to third parties.

5. Data Storage and Security

Your data is stored on secure servers hosted by Microsoft Azure (East US region) and Neon PostgreSQL. We implement industry-standard security measures including:

• Encrypted data transmission (TLS/SSL)
• Encrypted database connections
• OAuth 2.0 with PKCE for third-party integrations
• JWT-based authentication for API access
• Regular security reviews

While we take reasonable measures to protect your data, no method of transmission or storage is 100% secure. You are responsible for maintaining the security of your account credentials.

6. Data Retention

We retain your data as follows:

• Account data: Retained while your account is active and for 30 days after account deletion
• Call processing logs: Retained for 12 months for billing and support purposes
• Webhook event data: Retained for 90 days for debugging and troubleshooting
• Payment records: Retained as required by applicable tax and financial regulations

You may request deletion of your data by contacting us at support@koda-solutions.com.

7. Your Rights

Depending on your location, you may have the following rights regarding your personal data:

• Access: Request a copy of the personal data we hold about you
• Correction: Request that we correct inaccurate or incomplete data
• Deletion: Request that we delete your personal data
• Data Portability: Request a copy of your data in a machine-readable format
• Withdraw Consent: Withdraw consent for data processing where applicable
• Disconnect Integrations: Revoke access to connected platforms at any time through your settings

To exercise any of these rights, contact us at support@koda-solutions.com.

8. Cookies and Tracking

The Service uses minimal cookies and local storage for:

• Authentication session management
• Storing your business ID for API requests

We do not use third-party tracking cookies or advertising pixels.

9. Children's Privacy

The Service is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected data from a child, we will take steps to delete it promptly.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email or through the Service. The "Last updated" date at the top of this page indicates when the policy was last revised.

11. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us at:

Koda Solutions, LLC
Email: support@koda-solutions.com