Privacy Policy

Kaiphy is run by Navsan LLC (“Kaiphy”, “we”, “us”). This policy covers the Kaiphy website and app and explains what we collect, why, who we share it with, and the choices you have.

For anything about your data, email support@kaiphy.com.

Your account. Your email address and a password, which we store only as a secure hash and never in readable form. If you sign in with Google, we receive your Google account ID, email address and name instead of a password.

Your profile. Your name, experience level, education, the role you’re aiming for, how confident you feel about interviewing, and display preferences such as light or dark mode.

Jobs. The job titles and job descriptions you add, the role and level, and interview dates if you enter them.

Resumes. The PDF or Word files you upload, the text we read from them, and our assessments of how well they fit your jobs.

Interviews. The settings you choose, a transcript of what you and the interviewer said with its timing, and the report we write afterwards: scores, findings, and measures of how you spoke, such as pace and filler words. If you rate a report, we keep your rating.

Recordings. When recording is on, a recording of the interview. See Recordings and your camera.

Action items and practice. Your action items, the lessons we write for you, and the practice and check answers you submit.

Kai. Your chats with Kai, its replies, the action items it suggests, and the short notes it keeps to remember things about you, such as when your interview is. You can see and delete those notes on your profile.

Technical information. When you sign in, we keep a record of the session with your browser’s description of itself (its user agent). We use your IP address to limit repeated sign-in attempts and protect against abuse. Our servers also keep logs of requests and errors.

Usage records. For each AI request we make on your behalf, we record the provider and model, how much was used, such as words processed or minutes of audio, and what it cost. These records hold no interview content. We use them to understand our costs and set prices.

We don’t use advertising or analytics trackers, and we don’t collect payment details. Kaiphy doesn’t charge for anything yet.

• To run Kaiphy: holding interviews, writing transcripts and reports, creating action items and lessons, and answering your messages to Kai.
• To keep your account safe: signing you in, confirming your email, resetting passwords, limiting repeated attempts, and scanning uploads for malware.
• To send account emails such as email confirmation and password resets. We don’t send marketing emails.
• To understand and improve the service, using usage records and aggregate figures, such as how many interviews are taken, rather than reading your content.
• To meet legal obligations and enforce our Terms of Service.

We don’t sell your personal data or share it for advertising. We don’t use it to train AI models.

If you’re in the European Economic Area or the UK, we rely on these legal bases: running our contract with you (providing Kaiphy); our legitimate interests in keeping the service secure, understanding its costs and improving it; your consent where we ask for it; and legal obligations.

Kaiphy is built on AI. An AI interviewer holds your interview; AI models score it, read your resume, write your lessons, grade your practice answers and power Kai. To do that, we send the relevant content to the AI providers listed below: your transcript, the job description, resume text, your answers and your chats.

AI feedback is practice guidance, not a judgment of you. It can be wrong, and every rating links to the moment in your transcript that earned it so you can check it. We don’t use AI to make decisions about you with legal or similarly significant effects.

Recording is on by default, and you can switch it off before any interview. When it’s on, your browser records the call, both your voice and the interviewer’s, and uploads it to our private storage so you can replay it from your report.

In a video interview, your camera is shown back to you so the interview feels real. Your camera feed is never sent to the interviewer, LiveKit or any AI, and how you look is never judged. If recording is on, the recording includes your camera so you can review your delivery. Only you can play it.

Recordings are never scored or used for anything other than your replay. They’re kept until you delete them, which you can do from the report at any time. Deleting the job or your account deletes them too.

We share personal data only with providers that help us run Kaiphy, under contracts that let them use it only for that purpose:

We may also disclose data if the law requires it, to protect people’s safety or our rights, or to a buyer if Kaiphy is sold or merged, in which case this policy continues to apply.

Kaiphy’s servers and database are in Singapore, and some providers, including our AI providers, operate in the United States, so your data may be processed outside the country where you live. Where the law requires it, we use safeguards such as the European Commission’s Standard Contractual Clauses.

• Your content (jobs, resumes, interviews, reports, action items, chats and notes) stays until you delete it or your account.
• Recordings stay until you delete them, the job, or your account.
• Sign-in sessions end after 30 days without use. Email confirmation links expire after two days, and password reset links after one hour.
• Deleting your account immediately deletes your account and everything in it, including stored files. Copies in our backups are overwritten within 30 days.
• Usage records contain no interview content and may be kept after your account is deleted, for accounting.

Depending on where you live, you may have the right to:

• see the personal data we hold about you and get a copy of it;
• correct it, which you can do for your profile in the app;
• delete it, which you can do yourself for recordings, resumes, jobs, chats, Kai’s notes and your whole account;
• object to or restrict some uses, and withdraw consent you’ve given;
• nominate someone to act for you, and have your grievances addressed (in India, under the Digital Personal Data Protection Act);
• complain to your local data protection authority.

To use any of these rights, email support@kaiphy.com. We’ll reply within 30 days. We don’t sell or “share” personal data as California law defines those terms.

Grievance Officer (India): Grievance Officer, Navsan LLC, support@kaiphy.com.

• All traffic to Kaiphy is encrypted with HTTPS.
• Passwords are stored only as Argon2 hashes.
• The database walls off each account’s data, so one person’s requests can never read another person’s data.
• Uploaded files are scanned for malware before we read them.
• Resumes and recordings are kept in private storage and are only ever served to you.
• Only people who need access to run Kaiphy have it.

No system is perfectly secure. If a breach affects your data, we’ll tell you and the authorities as the law requires.

Kaiphy is for people aged 18 and over. We don’t knowingly collect data from anyone younger; if we learn we have, we’ll delete it.

We use only the cookies Kaiphy needs to work:

• sr_session keeps you signed in, for up to 30 days.
• sr_google lasts only a few minutes while you sign in with Google.
• sr_theme remembers whether you prefer light or dark mode.

We also use your browser’s storage for small conveniences, such as reopening your quick chat with Kai. There are no advertising or analytics cookies.

If we change this policy in a way that matters, we’ll tell you by email or in the app before the change takes effect. The date at the top shows when it last changed.

Questions or requests about your data: support@kaiphy.com.