kaelbot

Privacy Policy

Last updated: April 29, 2026 Operator: Kaelbot, operated by its founder as a sole proprietorship ("Kaelbot," "we," "us"). Contact: support@kaelbot.com

This policy explains what information we collect when you use Kaelbot, how we use it, how long we keep it, and how you can control it. It covers the Kaelbot website at kaelbot.com, the product application at app.kaelbot.com, and related services (together, the "Service"). It does not cover third-party sites or services you connect to the Service. Those have their own policies.

1. Who we are and what this policy covers

Kaelbot is a managed AI career delegate. When you sign up, we collect information about you so we can research aligned career opportunities on your behalf, generate outreach drafts in your voice for you to review and send yourself, and help you manage an opportunity pipeline. This policy explains what we collect, why, how long we keep it, and how you can control it.

2. Information we collect

Information you provide directly.

  • Account info: name, email, password hash, billing info (via Stripe — we do not store full card numbers).
  • Career profile input: resume, LinkedIn profile text, writing samples, answers to intake questions, dream-company list, do-not-contact list, constraints and preferences.
  • Outreach context: recipient information you provide or confirm, edits you make to drafts, decisions about which drafts to use, reply content you choose to share with us.
  • Support communications: emails and messages you send us.

Information collected automatically when you use the Service.

  • Usage data: pages visited, features used, timestamps, performance metrics. See Section 8 for how you can opt out.
  • Device data: browser type, operating system, IP address, general location derived from IP.
  • Cookies and similar technologies (see Section 8).

Information from integrated services you connect.

  • Email integration is not active. Outreach drafts are provided to you to copy and send from your own email account; Kaelbot does not connect to your inbox.
  • Calendar: not currently offered.

3. How we use information

We use information to:

  • Build and maintain your Career Profile.
  • Research companies and roles aligned to your goals.
  • Identify potential contacts and warm paths.
  • Generate outreach drafts in your voice for you to review and send yourself.
  • Manage your opportunity pipeline and follow-ups.
  • Operate, secure, and improve the Service.
  • Bill you, respond to support requests, and send service-related notices.
  • Prevent fraud, abuse, and spam.

We do not sell your personal information. We do not use your Career Profile, writing samples, or outreach drafts to train generally-available AI models. We use LLM providers (currently Anthropic) under API terms that prohibit provider training on submitted content — see Section 6.

4. Legal bases and your rights (US-resident users)

If you reside in the United States, we process your information based on our contract with you, our legitimate interests in operating the Service, and your consent where required by applicable law.

Depending on your state, you may have rights to:

  • Know what personal information we hold about you.
  • Request a copy of it (data portability).
  • Correct inaccurate information.
  • Request deletion.
  • Opt out of "sale" or "sharing" for targeted advertising (we do not sell or share in this sense, but we honor this right).
  • Limit use of sensitive personal information (we do not collect sensitive categories as defined by CCPA/CPRA except where you voluntarily include it in writing samples).
  • Not be discriminated against for exercising any of these rights.

To exercise a right, email support@kaelbot.com. We verify your identity before acting. We respond within 45 days, extendable by 45 days for complex requests.

California residents: this policy serves as our CCPA/CPRA notice at collection. Categories collected in the last 12 months are listed in Section 2 above. Retention periods are in Section 9.

5. How we share information

We share information only as follows:

  • With service providers (processors) who help us operate the Service. Current vendors: - Cloud hosting and database: Heroku (Salesforce). - File storage: Amazon Web Services (S3) — stores resumes and uploaded artifacts, encrypted at rest. - Payments: Stripe. - LLM providers: Anthropic (Claude models) — used to generate Career Profiles, dossiers, outreach drafts, and rankings. Under Anthropic's API terms, submitted content is not used to train their models. - Speech-to-text: OpenAI Whisper — used only when you press the microphone in the chat composer. Audio is streamed to OpenAI for transcription, then discarded by Kaelbot in-memory. OpenAI may retain transcription audio for up to 30 days for abuse monitoring per their API terms; it is not used to train their models. - Error tracking: Sentry — PII scrubbed before send. - Analytics: PostHog — anonymized product telemetry. You can opt out at any time in Settings; we respect your browser's Do Not Track signal. - Email delivery (planned): Postmark — will deliver service-related notices once provisioned.
  • With recipients of outreach, only by your action. Kaelbot generates outreach drafts for you. You review and send each message yourself from your own email or messaging account. Kaelbot does not send outreach on your behalf.
  • To comply with law — in response to valid legal process, or to protect rights and safety.
  • In a business transfer — if the Service is acquired, merged, or dissolved, personal information may transfer. You will be notified and given choices consistent with applicable law.

6. AI and LLM processing

We use large language models from Anthropic to generate Career Profiles, research summaries, outreach drafts, and rationales. When we call these providers, your data is transmitted under an API agreement that prohibits the provider from using submitted content to train generally-available models. These providers may retain content briefly for abuse monitoring; see the provider's API data policy for details.

We log prompts, model identifiers, input hashes, and outputs on our own infrastructure for quality auditing, debugging, and user-visible history. You can see what your delegate has done on your behalf at any time via the product's activity log.

Voice input. When you press the microphone button in the chat composer, your audio is streamed through Kaelbot's servers to OpenAI Whisper for transcription. Kaelbot does not retain the audio — it is transcribed in-memory and discarded. The transcript itself is treated like any other chat message you type. OpenAI may retain transcription audio for up to 30 days for abuse monitoring per their API terms; it is not used to train their models.

7. Recipients of outreach

A distinctive aspect of the Service is that outreach drafts reference real third parties (the recipient and their employer). We treat this carefully.

  • Kaelbot drafts outreach for you. You review, edit, and send each message yourself from your own email or messaging account. Kaelbot does not send messages autonomously.
  • We do not use information about recipients for any purpose other than helping you contact them about a specific opportunity.
  • If a recipient contacts us and requests information about why they were contacted or asks to be removed from future outreach by our users generally, we maintain a system-level suppression list. To request suppression, a recipient may email support@kaelbot.com.
  • We do not sell or share recipient information.

8. Cookies and similar technologies

The Service uses a small number of cookies and similar technologies for authentication, session persistence, security, preference storage, and anonymized product analytics. Essential cookies (authentication, session, security) are always on.

Analytics are provided by PostHog. We respect your browser's Do Not Track signal. You can also opt out of analytics at any time in Settings; when you opt out, no analytics events are sent from your account. We do not currently use advertising cookies, cross-site tracking, or third-party marketing pixels.

9. Retention

We retain different categories of data for different periods:

  • Account and billing records: while your account is active, plus 7 years after closure for tax and audit requirements.
  • Career Profile, writing samples, and uploaded artifacts: while your account is active. Deleted within 30 days of account closure unless you request earlier deletion.
  • Outreach drafts and related history: while your account is active. Retained for 18 months after account closure for dispute resolution, then deleted.
  • System logs and security telemetry: 90 days for access logs, 13 months for security-relevant logs.
  • Analytics events: de-identified after 90 days; aggregated data may be kept longer.
  • Encrypted backups: 35-day rolling retention. Deletion requests reach backups within one full rotation.

You can request earlier deletion at any time. We may be required to retain some information for legal, tax, or security reasons; we will tell you what and why.

10. Deletion and export

Email support@kaelbot.com or use the in-product "Delete my account" button. We will:

1. Acknowledge within 5 business days. 2. Verify your identity. 3. Deliver a machine-readable export of your data within 30 days if requested. 4. Permanently delete your data from primary systems within 30 days of verification. 5. Purge from backups on our normal backup rotation (currently 35 days).

If you have an active paid subscription when you delete your account, we cancel it immediately and automatically refund the prorated unused portion of the current billing period to your original payment method. (For example: if you paid $29.99 on day 1 and delete on day 5 of a 30-day period, you receive approximately $24.99 back.) Refunds typically appear on your statement within 5–10 business days. Refunds under $1.00 are not issued. If your account is on a free trial or in a past-due state, no refund applies because no successful charge occurred for the current period.

11. Security

We take security seriously. Practices include: encryption in transit (TLS 1.2+), encryption at rest for databases and backups, least-privilege access controls, audit logging, automated dependency scanning, and a responsible-disclosure channel at support@kaelbot.com. No system is perfectly secure; if we learn of an incident affecting your information, we will notify you in accordance with applicable law.

12. Children

The Service is not intended for anyone under 18. We do not knowingly collect information from children. If you believe a child has used the Service, contact support@kaelbot.com.

13. International users

The Service is currently offered to U.S. residents. We do not intend to offer the Service to individuals in the European Economic Area, United Kingdom, Canada, or other jurisdictions at this time. If you access the Service from outside the U.S., your information will be processed in the U.S., which may have different privacy protections than your country.

14. Changes to this policy

We will post updates on this page. For material changes, we will notify account holders by email at least 14 days before the change takes effect.

15. Contact

Questions, requests, and complaints:

  • Email: support@kaelbot.com