Who sees this: Everyone
What data does Kaizan collect?
Kaizan collects the client communication you connect: meeting recordings and transcripts, calendar events, emails, chat messages in linked channels, CRM records and documents you upload. The full list is in Schedule 1 of the Data Processing Agreement.
Why does Kaizan need my Google or Microsoft account?
Kaizan uses Google and Microsoft sign-in (OAuth), so you do not need a separate password. Calendar access lets Kaizan AI join your meetings. Inbox access lets Kaizan file client emails.
Does Kaizan record video?
Yes, Kaizan AI records audio and video by default. Your admin can set it to record audio only. Your admin can also choose how long Kaizan keeps call videos.
Where is my data stored?
Kaizan stores your data on Google Cloud in London (europe-west2).
How is my data protected?
Kaizan encrypts data at rest (AES-256) and in transit (TLS 1.2 or higher).
Kaizan staff do not have routine access to your data. Any access is time-limited and logged.
Kaizan is SOC 2 Type II certified.
For security reports and certificates, see the Kaizan Trust Centre.
Does Kaizan use AI providers?
Yes. Kaizan uses OpenAI and Anthropic models to write summaries, find actions, score sentiment and draft emails.
These providers get the content they need, including the names and email addresses of the people in a conversation.
Kaizan removes other identifiers from email content first, for example phone numbers, addresses and financial numbers.
OpenAI runs with zero data retention for Kaizan. Neither provider trains its models on your data.
Does Kaizan train AI on my data?
No. Kaizan does not use your data to train, improve or develop any AI model, its own or a third party's. Kaizan may use anonymous, combined statistics, for example benchmarks. Nobody can be identified from them.
Who are Kaizan's subprocessors?
The full list is in Schedule 2 of the Data Processing Agreement. Kaizan gives you 45 days' notice before it adds a new subprocessor.
How long does Kaizan keep my data?
Calls that are not in a folder: Kaizan deletes them after 30 days.
Calls and data in a folder: Kaizan keeps them while your contract runs. Your admin can set a shorter time for call videos. Transcripts, summaries and moments stay.
After your contract ends: Kaizan deletes your data within 60 days. See clause 9.3 of the Data Processing Agreement.
The recording provider (Recall.ai) deletes its copy of audio and video 7 days after the meeting.
How do I delete data?
Delete items in Kaizan. They stay in Trash for 30 days. See Restore something from Trash.
To delete data sooner, or delete your account, email privacy@kaizan.ai.
When your contract ends, Kaizan deletes your data within 60 days, or returns it on request.
Do I need to tell people that Kaizan is recording?
Kaizan AI tells people when it joins. See Tell people Kaizan AI is recording. Your organisation is still responsible for any notice or consent that the law requires.