Last updated November 27, 2025
This privacy policy will help you better understand how we collect, use, and share your personal information.
At Koda, we are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our document management and AI assistant platform. We believe in transparency and your right to control your data.
This policy applies to all users of Koda's services, including our web application, mobile applications, and any related services we provide. By using Koda, you agree to the collection and use of information in accordance with this policy. If you do not agree with our policies and practices, please do not use our services.
We collect several types of information from and about users of our services to provide you with a seamless and personalized experience.
Personal Information You Provide: When you create a Koda account, we collect information such as your name, email address, password, and profile information. If you choose to upgrade to a paid subscription, we also collect billing information including payment method details, billing address, and transaction history. When you contact our support team, we collect the information you provide in your communications with us.
Document and Content Data: Koda is a document management platform, and we process the documents and files you upload to our service. This includes PDFs, Word documents, images, spreadsheets, and any other file types you choose to store with us. We also collect metadata associated with your documents, such as file names, creation dates, modification dates, and folder structures you create within Koda.
Usage Information: We automatically collect information about how you interact with Koda. This includes the features you use, the documents you access, search queries you perform, categories you create, and the time and frequency of your activities. We collect information about your device, including IP address, browser type, operating system, device identifiers, and mobile network information.
AI Interaction Data: When you use Koda's AI assistant features, we collect your questions, prompts, and the context you provide. We also store the AI's responses and your interactions with those responses to improve our service and provide you with relevant assistance.
We use the information we collect to provide, maintain, and improve Koda's services and to ensure the best possible user experience.
Service Delivery: We use your personal information to create and manage your account, authenticate your identity, and provide you with access to Koda's features. Your document data is processed to enable document storage, organization, search functionality, and AI-powered document analysis. We use your usage information to understand how you interact with Koda and to optimize the platform's performance.
AI Features and Personalization: Your documents and AI interaction data are used to provide intelligent document assistance, answer your questions about your documents, generate summaries, and offer relevant suggestions. We use machine learning models to understand document content and context, enabling features like automatic categorization, smart search, and document insights. Your interaction patterns help us personalize your Koda experience and recommend features that may be useful to you.
Communication: We use your email address to send you important service notifications, account updates, security alerts, and responses to your support requests. If you opt in, we may also send you product updates, feature announcements, tips for using Koda, and promotional materials. You can unsubscribe from marketing communications at any time while continuing to receive essential service-related emails.
Security and Fraud Prevention: We use your information to detect and prevent unauthorized access, fraudulent activities, security breaches, and violations of our Terms of Service. We monitor for suspicious behavior patterns and implement security measures to protect your account and data.
Yes, we use cookies and similar tracking technologies to enhance your experience on Koda and to collect information about how you use our services.
Essential Cookies: These cookies are necessary for Koda to function properly. They enable core functionality such as user authentication, session management, security features, and load balancing. You cannot opt out of essential cookies as they are required for the service to work.
Analytics Cookies: We use analytics cookies to understand how users interact with Koda, which features are most popular, where users encounter difficulties, and how we can improve the platform. These cookies collect aggregated, anonymized data about user behavior, page views, session duration, and navigation patterns.
Third-Party Services: We may use third-party analytics services such as Google Analytics to help us understand usage patterns. These services may use their own cookies and tracking technologies. We also integrate with payment processors and authentication providers that may use cookies for their services.
You can control cookie preferences through your browser settings. Most browsers allow you to refuse cookies or alert you when cookies are being sent. However, disabling certain cookies may limit your ability to use some features of Koda.
We retain your information for as long as necessary to provide you with Koda's services and to fulfill the purposes outlined in this Privacy Policy.
Active Account Data: While your account is active, we retain your personal information, documents, and usage data to provide continuous service. Your documents remain stored in Koda until you choose to delete them. Even after deletion, we may retain backup copies for a limited period to prevent accidental data loss and to comply with legal obligations.
Deleted Account Data: If you delete your Koda account, we will delete or anonymize your personal information within 90 days, except where we are required to retain it for legal, regulatory, or security purposes. Your documents will be permanently deleted from our active systems within 30 days of account deletion. However, backup copies may persist in our disaster recovery systems for up to 90 days before being permanently purged.
Legal and Compliance Retention: We may retain certain information for longer periods when required by law, such as financial records for tax purposes, data subject to legal holds, or information needed to resolve disputes and enforce our agreements. In such cases, we retain only the minimum necessary information and protect it with appropriate security measures.
We take the security of your information seriously and implement industry-standard measures to protect your data from unauthorized access, disclosure, alteration, and destruction.
Encryption: All data transmitted between your device and Koda's servers is encrypted using Transport Layer Security (TLS) protocols. Your documents are encrypted at rest using AES-256 encryption, ensuring that your files remain secure even if our storage systems were compromised. Your password is hashed using bcrypt, a strong one-way hashing algorithm, so we never store your password in plain text.
Zero-Knowledge Architecture: Koda is designed with privacy in mind. We employ end-to-end encryption for your most sensitive documents, meaning that only you have the keys to decrypt your data. Our AI processing is performed in secure, isolated environments with strict access controls.
Access Controls: We implement role-based access controls to ensure that only authorized personnel can access user data, and only when necessary for service delivery, support, or security purposes. Our employees undergo security training and are bound by confidentiality agreements. We maintain detailed audit logs of all access to user data.
While we implement strong security measures, no system is completely secure. We encourage you to use strong, unique passwords, enable two-factor authentication, and follow security best practices when using Koda.
You have certain rights regarding your personal information, and we are committed to helping you exercise these rights.
Access and Portability: You have the right to access the personal information we hold about you. You can view and download your account information and documents at any time through your Koda account settings. You also have the right to request a copy of your data in a portable, machine-readable format, allowing you to transfer your information to another service.
Correction and Update: You have the right to correct inaccurate or incomplete personal information. You can update your profile information, email address, and preferences directly through your account settings. If you need assistance updating your information, please contact our support team.
Deletion: You have the right to request deletion of your personal information and account. You can delete your account at any time through your account settings. Upon deletion, we will remove your personal information and documents in accordance with our data retention policy.
Data Protection Rights (GDPR): If you are located in the European Economic Area (EEA), United Kingdom, or Switzerland, you have additional rights under the General Data Protection Regulation (GDPR), including the right to lodge a complaint with your local data protection authority if you believe we have not handled your personal information in accordance with the law.
California Privacy Rights (CCPA): If you are a California resident, you have rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information we collect, the right to delete your personal information, and the right to opt out of the sale of your personal information. We do not sell your personal information to third parties.
If you have questions, concerns, or requests regarding this Privacy Policy or our privacy practices, we are here to help.
Email Contact: You can reach our privacy team at privacy@koda.com. We aim to respond to all privacy-related inquiries within 48 hours during business days.
Support Portal: For general questions about your account or our services, you can contact our support team through the help center within your Koda account or by emailing support@koda.com.
Updates to This Policy: We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal requirements. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Last Updated" date. For significant changes, we may also send you an email notification or display a prominent notice within the Koda application.