Legal
Privacy Policy
Akoolai (Dyneeoh LLC, doing business as Akoolai) builds custom software. This policy explains what we collect when you visit akoolai.com, use the Akoolai team app or the Akoolai HQ iPhone app, or connect a third-party service such as Google Calendar or QuickBooks Online. The short version: we collect what the software needs to work, we do not sell personal information, and we do not use your data to train AI models.
- 1. Who this covers
- 2. Information we collect
- 3. How we use information
- 4. AI processing
- 5. Google Calendar
- 6. QuickBooks Online
- 7. Who we share information with
- 8. Retention and deletion
- 9. Security
- 10. Your choices and rights
- 11. Children
- 12. International users
- 13. Changes to this policy
- 14. Contact
1. Who this covers
This policy applies to:
- Visitors to akoolai.com, including anyone who uses the contact form.
- Team users who sign in to the Akoolai team app at akoolai.com/app or the Akoolai HQ app for iPhone (bundle id com.akoolai.hq, including its home-screen widget). These accounts are created by invitation only.
- Connected accounts: information we receive when a team user links Google Calendar, QuickBooks Online, or another third-party service to their Akoolai account.
Software we build under contract for clients runs under those clients' own privacy terms, not this policy, unless we tell you otherwise in writing.
2. Information we collect
Information you give us
- Contact form. Your email address and, if you provide them, your name, company, and message.
- Account details. Your name, work email address, role, and password (stored only as a salted hash by our authentication provider).
- Content you create in the app. Tasks, notes, contract and client records, deliverables, and the schedules of people you choose to track. Content marked personal is visible only to the person who created it; the database enforces this.
- Voice capture. When you hold the microphone in the Akoolai HQ app, iOS transcribes your speech on your device where it supports your language. Only the resulting text transcript is sent to akoolai.com. We do not receive or store audio recordings.
- Schedule import. If you choose a screenshot or paste text describing someone's schedule, that image or text is sent to akoolai.com to be turned into schedule entries that you review before saving. The app opens your photo library only when you pick a file and never scans or uploads anything else.
Information collected automatically
- Site analytics. On the public pages of akoolai.com we record the page path, the referring page, your browser's user-agent string, and a random session identifier kept in your browser's session storage until the tab closes. We do not use third-party analytics or advertising trackers, and we do not record IP addresses in our analytics table. Signed-in app pages are not tracked.
- Device time zone. The apps send your device's time zone with each request so that dates, due times, and calendar windows are shown correctly wherever you are.
- Server and security logs. Our hosting providers keep standard request logs (IP address, timestamp, requested URL, user agent) for a limited time to operate and secure the service.
- Cookies. The team app uses first-party authentication cookies to keep you signed in. The public site does not set advertising cookies.
Information from connected services
Only when you choose to connect them, and only within the permissions you grant. See sections 5 and 6 for Google Calendar and QuickBooks Online specifically.
3. How we use information
- To provide, operate, and secure the site and apps.
- To respond to contact-form enquiries and follow up on consultation requests.
- To turn your voice transcripts, notes, and schedule imports into proposed tasks, calendar events, and entries that you review before they are saved.
- To show calendar events and accounting information from services you have connected, alongside your tasks.
- To understand how the public site is used, using the first-party analytics described above, with automated traffic filtered out.
- To comply with law and enforce our agreements.
We do not sell personal information, and we do not use it for third-party advertising.
4. AI processing
Some features send your content to Anthropic's Claude models through Anthropic's API to organize it: voice transcripts, note text, and schedule screenshots or text, along with limited context such as your recent open tasks, tracked people, and current time zone so the model can resolve references like “tomorrow at nine”. The model's output is a proposal that you review and confirm in the app before anything is saved.
Anthropic processes this data as our service provider under its commercial API terms, which do not permit it to train models on the content. We do not use your content to train AI models either.
5. Google Calendar
If you connect Google Calendar, we request read access to your list of calendars and read and write access to calendar events. We use this access only to:
- show your upcoming events beside your tasks;
- create events for tasks you have confirmed as scheduled, and reschedule or delete those events when you ask;
- show events from a contract's shared calendar to the people working on that contract.
We store the OAuth refresh token needed to keep the connection alive. You can disconnect at any time from the app's settings or from your Google Account permissions page, which revokes our access.
Akoolai's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. We do not transfer Google user data to third parties except as needed to provide the features above, do not use it for advertising, and do not allow humans to read it except with your consent, for security purposes, or as required by law.
6. QuickBooks Online
If you connect QuickBooks Online, Akoolai receives an access token from Intuit and uses it only to read and, where you direct, write the accounting records required for the feature you are using, such as customers, invoices, payments, and account balances relating to contracts in the app. We do not access QuickBooks data outside the scope you authorize.
- QuickBooks data is used only to provide the service to your organization. It is not sold, not used for advertising, and not used to train AI models.
- Access and refresh tokens are stored encrypted at rest and are used only by our servers.
- You can disconnect at any time from the app's settings or from Intuit's connected-apps page. Disconnecting revokes our tokens; we delete cached QuickBooks records within 30 days of disconnection unless the law requires us to keep them.
- Your use of QuickBooks Online remains subject to Intuit's own terms and privacy statement.
7. Who we share information with
We share information only with the service providers we use to run the software, each of which processes it on our behalf and under contract:
| Provider | What they do for us |
|---|---|
| Supabase | Database, authentication, and file storage (hosted in the United States). |
| Cloudflare | Hosting and delivery of akoolai.com and its API. |
| Anthropic | AI processing of transcripts, notes, and schedule imports (section 4). |
| Calendar data, when you connect Google Calendar (section 5). | |
| Intuit | Accounting data, when you connect QuickBooks Online (section 6). |
| Apple and Expo | Distribution and updates of the Akoolai HQ iPhone app. Apple may collect crash and usage data under its own terms if you have opted in on your device. |
Within your organization, team content is shared as the app is designed to share it: contract records and team tasks are visible to the team, and content marked personal is visible only to you. We may also disclose information if required by law, to protect the rights and safety of Akoolai or others, or as part of a merger or sale of the business, in which case this policy continues to apply to the transferred information.
8. Retention and deletion
- Contact-form submissions are kept while we are in contact with you and for up to two years afterward.
- Account and app content is kept while your account is active. When an account is deactivated we remove personal content and connected-service tokens within 30 days; team records the person created (such as contract tasks) may remain with the organization.
- Site analytics rows are kept for up to 24 months.
- AI processing inputs are not retained by Akoolai beyond the request, apart from the resulting tasks or entries you chose to save.
To request deletion of your data, email hello@akoolai.com. Team users can also ask their organization's administrator to deactivate their account.
9. Security
Data is encrypted in transit (TLS) and at rest by our hosting providers. Access to app data is enforced in the database with row-level security tied to each signed-in user, so the app and widget can only read and write what that user is allowed to see. Secrets such as API keys and OAuth tokens are held server-side and never shipped in the apps. No system is perfectly secure; if we learn of a breach affecting your information we will notify you as required by law.
10. Your choices and rights
Depending on where you live, you may have the right to access, correct, export, or delete your personal information, to object to or restrict certain processing, and to withdraw consent. You can exercise these rights by emailing hello@akoolai.com. We will verify your request and respond within the time the law allows, normally within 30 days. We will not discriminate against you for exercising these rights.
Residents of California and other U.S. states with privacy laws: we do not sell or share personal information for cross-context behavioral advertising, and we do not use sensitive personal information to infer characteristics about you.
Residents of the EEA, UK, and Switzerland: our legal bases are performance of a contract (providing the apps), legitimate interests (operating and securing the service, responding to enquiries), and consent (connected services, which you can withdraw by disconnecting). You may lodge a complaint with your local supervisory authority.
Device permissions: the Akoolai HQ app asks for microphone, speech recognition, and photo-library access only when you use the related feature. You can revoke each in iOS Settings; the rest of the app keeps working.
11. Children
Our services are for businesses and are not directed to children under 16. We do not knowingly collect personal information from children. If you believe a child has provided us information, contact us and we will delete it.
12. International users
Akoolai is based in California, United States, and our providers store data in the United States. If you use our services from elsewhere, your information will be transferred to and processed in the United States, where privacy laws may differ from those of your country. Where required, we rely on standard contractual clauses or equivalent safeguards offered by our providers.
13. Changes to this policy
We will post any changes on this page and update the date at the top. If a change materially reduces your rights, we will notify team users in the app or by email before it takes effect.
14. Contact
Dyneeoh LLC, doing business as Akoolai
25032 Shady Hollow Cir
Lake Forest, CA 92630, United States
hello@akoolai.com
akoolai.com