Privacy policy
Effective date: [EFFECTIVE DATE]
The short version
- Your data is never used to train AI. Klein only uses AI providers that don't collect or train on what it sends.
- Voice notes are turned into text on your computer. The audio never leaves it.
- Meeting audio is sent in short pieces to a transcription service with zero data retention. Klein doesn't store the audio.
- Email text is deleted within 7 days. Klein keeps the task it found, the subject and the message ID.
- For a contact, Klein keeps a name and an email address. Nothing else.
- Klein's access to Google and Microsoft is read-only, unless you turn on calendar changes yourself.
- Klein never sends email or posts anywhere for you. We don't sell your data and there are no ads.
- You can delete your account and everything in it from Settings, at once.
1. Who we are
Klein is a desktop app made by [COMPANY NAME], [COMPANY ADDRESS] ("we", "us"). We decide how and why your personal data is used, so we are the data controller (under Ghana's law, the "data controller"; under the GDPR, the "controller"). Questions or requests: [CONTACT EMAIL].
This policy covers the Klein desktop app and this website at [DOMAIN]. Klein is for individuals. It has no team or company accounts. Our terms of service and refund policy are separate pages.
2. What Klein collects, and why
Your account
You create an account with Google or Microsoft. From them Klein receives your name, email address and, if you have one, your profile picture. Some older accounts sign in with an email address and a password; the password is stored only as a secure hash. We also store your plan, your trial dates and the time zone your computer reports, so a date like "by Friday" lands on the right day.
What you put in
Reminders you type, tasks you tick off, things you're waiting on from others, notes you write, note templates and folders, the people and companies in your list, things you've asked Klein to remember, and your settings. This is the core of Klein: it's what lets Klein answer "what do I do right now?"
Calendar (if you connect it)
Klein reads events from your primary Google or Microsoft calendar, from one day ago to two weeks ahead: the title, the time, and the attendees' names and email addresses. Events become items on your day, and attendees become people Klein knows.
Email (if you connect it)
Klein reads new messages to find clear asks with deadlines, and promises other people make to you. Mailing lists and automated mail are filtered out first, and their text isn't kept.
- The text of an email is kept for at most 7 days so Klein can process it, then permanently deleted by a scheduled job. The sender, thread and received time stored with it are cleared at the same time.
- What Klein keeps is the task it found (with a short quote of the ask), the message ID and the subject.
- For the people who write to you, Klein keeps a name and an email address, so it can tell two people with the same name apart. Nothing else about them is kept from your mail.
- There is no setting to keep full emails. That's deliberate.
- Turning email off, or disconnecting the account, deletes the email records and the items Klein made from them.
Tasks (if you connect them)
Klein reads your Google Tasks or Microsoft To Do lists so they appear alongside everything else. Turning tasks off removes the imported ones.
Voice notes
When you record a voice note, the speech is turned into text on your own computer by a model that runs locally. The audio is not saved and never leaves your computer. Only the text is sent to Klein, so it can file a reminder or keep the note. The first time, your computer downloads the speech model file from Hugging Face, a public model library.
Meeting notes
Only when you start meeting notes, Klein captures your microphone and, on Windows, your computer's sound, so both sides of the call are heard. No bot joins the meeting. The audio is sent in short pieces (about 15 to 30 seconds) for transcription, as described in section 4. Klein does not store the audio on its servers. While the notes are being written, a copy is held in the app's memory on your computer so you can try again if something fails; it is let go once the notes exist.
Klein stores the transcript, your own jottings and the notes. If you turn on "Keep notes, not transcripts" in Settings, the transcript is deleted once the notes are made.
You are responsible for telling the people in your meeting that you're taking notes, and for following the recording laws where you and they are. Each time notes start, Klein offers a short message you can paste into the meeting chat.
Asking Klein
When you ask Klein a question, the question and the items it needs to answer go to an AI model (section 4). The conversation is kept on your computer for the session. It is not stored on our servers.
Error reports
If the app crashes or hits an error, a report goes to Sentry, our error-monitoring service. Reports are limited to the error: no screen recordings, no logged text, no request bodies, no cookies, no IP address and no performance tracing. A report can include the app version, your operating system and which screen in Klein the error happened on.
Payments
Paid plans are sold by Paddle, which acts as the merchant of record. Paddle collects your payment and billing details directly. Klein receives only what it needs to know your plan: a customer and subscription reference, the plan, its status and the billing period. Klein never sees your card number.
This website
This website has no analytics, no trackers and no cookies. If you email us to join the waitlist, we keep your email address only to tell you when Klein is ready, and delete it if you ask.
3. Our legal reasons for using your data
Where the GDPR or UK GDPR applies, we rely on:
- Contract: running Klein for you, including the sources you connect and the features you use.
- Consent: connecting Google or Microsoft, turning on calendar changes, and choosing Klein's cloud voice. You can withdraw consent at any time by disconnecting or switching the feature off.
- Legitimate interests: keeping Klein secure and fixing errors, using the limited reports described above.
- Legal obligation: keeping records the law requires, such as for tax and billing.
Under Ghana's Data Protection Act, 2012 (Act 843), we process your data with your consent, to perform our contract with you, and as the law allows, and only for the purposes in this policy.
4. AI and training
Klein's AI requests go through OpenRouter, a service that passes each request to the company hosting the chosen model. Every request carries a setting that allows only hosts that don't collect, store for training, or train on the data sent. This is on for everyone and can't be turned off. If no such host is available, the request fails; it is never sent somewhere else instead. Klein picks its models in advance and never lets the service choose a model for it.
Today Klein uses models made by OpenAI, Anthropic, DeepSeek and Z.ai, for three kinds of work: sorting email, pulling tasks out of email, notes and meetings, and writing answers. Each request contains only the text needed for that one task.
Two narrow exceptions, explained plainly:
- Meeting transcription. OpenRouter's transcription service doesn't support the "no data collection" setting. Instead, every request asks for zero data retention, which allows only hosts that don't keep the audio, and Klein only uses models on OpenRouter's zero-data-retention list. Today that is Microsoft's transcription model on Microsoft Azure, with OpenAI's open Whisper model on zero-data-retention hosts as a fallback.
- Klein's cloud voice. Spoken answers can use a Microsoft voice model through OpenRouter, again with zero data retention, and relying on Microsoft's terms that don't use the data for training. Only Klein's own short answer is sent, never your email, notes or recordings. If you'd rather nothing go to the cloud for speech, choose an on-device voice in Settings. The cloud voice is part of the Advanced plan.
Neither we nor these providers use your data to train AI models.
5. Who processes your data for us
We use these services to run Klein. Each receives only what it needs for its job.
| Service | What it does | What it receives | Where |
|---|---|---|---|
| Supabase (on Amazon Web Services) | Database, sign-in and server functions | Your account and everything Klein stores for you | Ireland (EU) |
| OpenRouter | Passes AI requests to the model host | The text, or meeting audio pieces, for one request | United States |
| AI model hosts reached through OpenRouter (for example Anthropic, OpenAI, Microsoft Azure and hosts of open models) | Sorting, extracting, writing answers, transcribing meetings, cloud voice | The text or audio piece for one request, under the rules in section 4 | Varies by host, mainly the United States |
| Google, Microsoft | Sign-in, and the calendar, mail and tasks you connect | Your sign-in through their own pages. Klein reads from them; it sends them nothing but calendar changes you approve | Their own locations |
| Sentry | Error reports | Limited error details, as in section 2 | Germany (EU) |
| Paddle | Sells paid plans as merchant of record | Your payment and billing details, collected by Paddle directly | United Kingdom and its own processors |
| Hugging Face | Hosts the on-device speech model file | A download request from your computer (your IP address). No content | United States |
We don't sell your data, share it for advertising, or give it to data brokers. We may disclose data if the law requires it, to protect people's safety, or as part of a merger or sale of the business, in which case we'll tell you first.
6. Google and Microsoft access
You connect Google or Microsoft through their own sign-in pages, and you choose what to grant. Klein asks for read-only access: for Google, calendar.events.readonly, gmail.readonly and tasks.readonly; for Microsoft, Calendars.Read, Mail.Read and Tasks.Read.
Calendar changes are separate and off by default. If you turn them on (Advanced plan), Klein asks for permission to edit calendar events (Google calendar.events, Microsoft Calendars.ReadWrite). It then only changes an event after you say yes each time, never adds anyone to an event, and won't touch all-day events, events other people organised, or events with other people on them. Changes can be undone for 7 days.
Access tokens are encrypted before they are stored. You can disconnect an account in Klein at any time, which deletes what Klein imported from it. You can also remove Klein's access from your Google or Microsoft account settings.
Google API Services: Limited Use
Klein's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
In particular: Klein uses Google user data only to provide and improve the features you see in Klein, such as showing your events and the asks in your email. It does not transfer that data to others except as needed to provide those features (for example, to the AI providers in section 4, under the no-training rule), to comply with the law, or as part of a merger or acquisition with notice to you. It does not use the data for advertising, and does not sell it. People at [COMPANY NAME] do not read it unless you ask us to and agree, it is needed for security, or the law requires it. Google user data is not used to develop, improve or train general AI or machine-learning models.
7. What stays on your computer
- The speech-to-text model, and your voice note audio while it's being turned into text.
- The meeting audio copy described in section 2, in memory only, until the notes exist.
- Items you capture while offline, until they can be sent.
- Your Ask Klein conversation for the session, Klein's last "what now" answer, and notes on which reminders it has already shown you.
- Your sign-in session, and settings such as how Klein answers, its voice, theme and window positions.
Deleting your account clears the personal items above from that computer. Settings such as theme and window positions, and the speech model file, stay until you uninstall Klein.
8. What Klein never does
- Send email, post messages or invite people on your behalf.
- Sell your data, or use it for advertising.
- Use your data to train AI models.
- Keep full emails, or store meeting audio.
Two things you can set up yourself. On Advanced, the workspace API lets you register your own web address to be told when, for example, a meeting's notes are ready; Klein then sends that notice (the meeting's title and ID) only to the address you chose. And if you connect an outside AI assistant or tool to Klein with your own sign-in or API key, it can read and update your Klein data as you allow. What that tool does with the data is covered by its own privacy terms, not ours.
9. How long we keep things
| What | How long |
|---|---|
| Email text | At most 7 days, then hard-deleted. Sender, thread and received time are cleared at the same time |
| Email message ID and subject | Until you turn email off, disconnect the account, or delete your account |
| Voice note audio | Not stored. The text is kept until you delete it |
| Meeting audio | Not stored by Klein |
| Meeting transcripts | Until you delete the meeting, or until the notes are made if "Keep notes, not transcripts" is on |
| Calendar changes you answered | 30 days, then deleted by a weekly cleanup |
| Reminder records for finished items | 90 days, then deleted by the same weekly cleanup |
| Records of background AI jobs | 30 days |
| Unfinished sign-in links for connecting accounts | 1 day |
| Everything else in your account | Until you delete it or delete your account. On Core, items older than 90 days are hidden, not deleted |
| Billing records | Kept by Paddle as the law requires |
10. Deleting your account
In Klein, go to Settings, then Privacy & memory, then Delete my account, and type DELETE to confirm. It happens at once:
- Klein stops reading your mail and revokes its Google access. (Microsoft has no way to revoke from our side; its access ends when our copy of the token is deleted. You can also remove it in your Microsoft account.)
- Your account and everything in it are permanently deleted from our database: items, notes, transcripts, people, connected accounts and settings.
- The personal items Klein kept on that computer are cleared, and you are signed out.
If a paid plan is still running, cancel it first so you aren't charged again. Deleted data may remain in our hosting provider's encrypted backups until those backups expire on their regular cycle. It is not restored from them.
11. Your rights
Wherever you live, you can:
- See and correct your data in the app: edit or delete items, notes, voice notes, people and things Klein remembers.
- Delete single items in the app, or your whole account (section 10).
- Get a copy. You can copy or save any meeting's notes from the app. For a full copy of your data, email [CONTACT EMAIL] and we'll send it in a machine-readable format (JSON).
- Object or withdraw consent by disconnecting a source or switching a feature off, or by writing to us.
We answer requests within 30 days, and may need to confirm it's really you first. We won't treat you differently for using these rights.
Ghana. Under the Data Protection Act, 2012 (Act 843), you can ask what data we hold about you, have it corrected or deleted, and object to processing. You can complain to the Data Protection Commission of Ghana.
EU, EEA and UK. You also have the rights to restrict processing and to data portability, and you can complain to your local data protection authority.
California. You have the right to know what personal information we collect, to delete it, to correct it, and to opt out of its sale or sharing. We don't sell or share personal information as those terms are defined in the CCPA, and we don't use sensitive personal information beyond what's needed to run Klein.
12. International transfers
Klein is run from Ghana. Your data is stored in Ireland, and some services in section 5 process it in the United States and elsewhere. Where the law requires it, we rely on safeguards such as the European Commission's Standard Contractual Clauses in our providers' terms, and on the protections in each provider's agreement with us.
13. Security
Data travels over encrypted connections and is encrypted at rest by our hosting provider. Each account can only reach its own data, enforced in the database. Tokens for your Google and Microsoft accounts are encrypted again before they are stored. No system is perfectly secure. If a breach affects your data, we'll tell you and the authorities as the law requires.
14. Children
Klein is a work tool and isn't meant for anyone under 16. We don't knowingly collect data from children under 16. If you think a child has an account, tell us and we'll delete it.
15. Changes
If this policy changes in a way that matters, we'll tell you in the app or by email before it takes effect. The effective date at the top shows the current version.
16. Contact
[COMPANY NAME], [COMPANY ADDRESS]. Email: [CONTACT EMAIL].