Kario.ai End User & Meeting Participant Privacy Notice
Effective Date: October 19, 2026
1. Scope
This End User & Meeting Participant Privacy Notice ( “Notice”) applies to Kario.ai End Users and Meeting Attendees whose Conversation Data and personal information are processed by the Kario.ai platform.
The notice supplements the Myriak LLC Privacy Policy, which governs all other processing by Myriak.
“Conversation Data” means audio, text, or metadata in a recorded call, audio or video conference, or ambient meeting.
"End User" means an individual authorized by a subscribing organization to use Kario.ai, including sales representatives, account executives, and platform administrators.
"Meeting Attendee" means any other participant in a recorded call or ambient meeting processed by Kario.ai, including prospects, customers, and other attendees.
2. Information Processed
Depending on the features configured by the subscription organization, Kario.ai processes the following categories of information:
- Audio & Visual Data: Live call audio, ambient microphone feeds, video streams, and spoken conversation content..
- Transcripts & Generated Artifacts: Automated text transcripts, real-time AI prompts, call summaries, action items, and sales insights.
- Integrated Workspace Data: Data queried or synced from connected customer tools, including CRM systems (e.g., Salesforce, HubSpot), internal communication channels (e.g., Slack), and calendar invitations.
- Account and Technical Data: App performance logs, latency metrics, OS details, device identifiers, and ambient audio connection state.
Myriak is the Data Processor (Service Provider) and the subscribing organization is the Data Controller (Business) with respect to Audio & Visual Data, Transcripts & Generated Artifacts, and Integrated Workspace Data.
Myriak is the Controller for Account and Technical Data, which it uses to operate and secure the service.
Kario.ai is not designed to process health information, payment card data, or other regulated sensitive categories.
3. Purpose of Processing
Kario.ai processes Conversation Data and Workspace Data exclusively to deliver its real-time sales enablement and automated workflow productivity service, including:
- Generating live context-aware prompts and answering technical queries during sales meetings.
- Producing automated meeting summaries, action item lists, and CRM field updates.
- Querying integrated knowledge repositories (e.g. Slack, web sources) to resolve product or pricing questions during live calls.
- Monitoring system latency and performance for quality assurance.
Account and technical data are processed to operate, secure, and bill for the service.
3.1 Google Workspace Data
The use of information received from Google Workspace scopes will adhere to the Google User Data Policy, including the Limited Use requirements:
- Data Use. We use the data only to provide or improve authorized, user-facing functionality.
- Data Transfers. We do not transfer the data except with user consent for authorized functionality, for security or legal purposes, or as part of a qualifying business transfer with prior consent.
- Human Access. We do not allow human access except with explicit user consent, for anonymized internal operations, or for security or legal compliance.
- Prohibited Uses. We do not sell the data, use it for advertising or creditworthiness determinations, or use it to train or improve AI/ML models beyond Google's permitted use cases.
4. Meeting Consent & Opt-Out
- Notice. Kario.ai provides visual notification, and audio announcement where enabled, whenever live listening, recording, or transcription is active. Ambient audio is captured only while a session is active and is not captured when the session is stopped or the application is closed.
- Right to opt out. If you do not consent to being recorded or transcribed, you may request that the meeting host disable Kario.ai for the session, mute your audio, or decline to participate. A request to disable Kario.ai applies for the duration of the session.
- Responsibility for consent. The subscribing organization is responsible for providing notice to and obtaining any consent required from meeting participants under applicable federal and state recording and wiretap laws, including in all-party-consent jurisdictions such as California, Illinois, Pennsylvania, and Washington. Myriak provides the notice mechanisms described above; determination of legal sufficiency is the subscribing organization's responsibility.
5. Security and Data Retention
- Safeguards: We use physical, technical, and procedural safeguards to secure your information from unauthorized access and use, alteration, and destruction.
- Encryption: All customer conversation data processed by Kario.ai is encrypted in transit (TLS 1.2+) and at rest (AES-256) within secure enterprise cloud environments.
- Retention: Data retention schedules are defined and controlled by the subscribing enterprise customer.
- Sub-Processors: Kario.ai utilizes vetted third-party cloud hosting, transcription engine providers, and LLM inference infrastructure under strict data processing agreements.
6. AI Model Training
Unless opted out through Myriak’s Products, Myriak may use information provided by the User to Myriak for the development and improvement of its Services and applicable artificial intelligence functionalities, where such information has been aggregated and de-identified. Such aggregated and de-identified information does not identify specific individuals and does not constitute Personal Data. Myriak will not attempt to re-identify such aggregated and de-identified information.
7. Data Subject Rights & Contact
Requests concerning recordings, transcripts, summaries, action items, and other artifacts generated from a meeting must be directed to the organization hosting the meeting. Requests received by Myriak at privacy@myriak.com will be forwarded to that organization.
Rights of access, correction, deletion, and restriction in account data controlled by Myriak may be exercised by contacting privacy@myriak.com as described in our Privacy Policy.
8. Legal Bases and International Transfers (EEA/UK)
Where GDPR or UK GDPR applies, we process personal data based on consent (marketing, withdrawable anytime), our legitimate interests (analytics, security, recruiting, business development), contract performance, and legal obligations.
Data on the Kario.ai platform is processed in the United States.
Transfers of personal data from the EEA, United Kingdom, or Switzerland are governed by the Myriak Data Processing Addendum which incorporates the European Commission's Standard Contractual 56yClauses (SCCs) and where applicable, the UK International Data Transfer Addendum.
9. Changes
We may update this Notice; the Effective Date reflects the latest revision, and material changes will be posted at kario.ai/privacy and communicated to customers.
10. Contact
Questions or requests regarding this Privacy Notice may be directed to the Privacy Officer.
Privacy Officer, Myriak LLC — privacy@myriak.com