Privacy & data

The starting defaults

Kimiko starts with local transcription and offers built-in AI for summaries, tasks, and chat. Your notes are stored on your computer. Cloud processing requires you to configure a provider and choose it for a feature.

Meeting audio retention and anonymous health signals are off by default. Local processing does not mean that every network connection is blocked: setup downloads, updates, and license activation can require a connection.

Optional cloud processing

Cloud speech sends audio to the selected speech provider. Cloud AI sends the text and context needed for the selected task. Meeting transcription, dictation, and AI tasks have separate settings.

Review those choices in Settings → Transcription, Dictation, and AI. See cloud providers for the connection workflow.

Audio retention

Under Settings → Transcription → Keep session audio, choose whether to retain a recording. The default, Off — transcribe, then discard, does not save meeting audio to disk.

The available retention periods include 7 and 30 days. Choose one before a meeting if you will need its audio afterward. A retained transcript is separate from a saved audio recording.

Local-only mode

Enable Settings → Privacy → Local-only mode to block Kimiko’s network requests to destinations outside your own computer. Built-in AI and loopback connections to local model servers can continue working.

Cloud providers, model downloads, and servers elsewhere on your network are blocked. Finish needed downloads and activation before testing your local workflow. This setting does not promise indefinite offline subscription entitlement.

The Egress inventory in Privacy settings shows the network destinations associated with your configuration.

Speaker names and remembered voices

Speaker labeling runs on your device. If you explicitly choose Remember this voice while naming a speaker, Kimiko saves a local voice signature to help suggest that name later.

That is separate from merely displaying an anonymous speaker label. See speaker labels.

Anonymous health signals

Sharing anonymous health signals is optional. You can review or change it in Settings → Privacy → Telemetry. Local-only mode blocks this network traffic too.

Deletion and separate copies

Deleted notes, meetings, and tasks can remain restorable in Trash for the configured retention period. Saved meeting audio is erased when its meeting is trashed and is not restored with the meeting.

Wipe all data in Privacy settings removes Kimiko’s local data and returns the app to onboarding. Exported files and backups elsewhere are separate copies and are not removed by that action.

Manage exported documents and other copies in the places where you saved them.

Support requests

Your website account

If you create a Kimiko website account, WorkOS handles identity and sign-in. Resend delivers sign-in codes to your email address. We keep short-lived sign-in attempt records and use rate limits to protect against abuse. We keep an account identifier, verified email, purchase and license references, computer labels, and support-request ownership so you can manage them together. Stripe handles checkout and billing; Keygen manages license activation. Your website account does not upload your meetings, transcripts, or desktop files.

Account pages use essential sign-in cookies and do not load website analytics. Rejecting analytics does not prevent sign-in, billing, or support. Signing out of your website account does not deactivate the desktop license. Contact support for account recovery, an email change, or deletion, including any separate provider records associated with your request.

Sending a request

When you contact Kimiko support, we use your email address, the details you submit, and any attachments to understand your request and reply. Technical details are optional. For billing questions, we ask for your purchase email and an optional receipt reference. Please leave out passwords, API keys, license keys, payment card details, and private meeting content.

Support correspondence is handled in a separate PostHog EU Cloud support project. Website submissions pass through a delivery queue and private file storage on Railway. We use Cloudflare Turnstile to prevent automated abuse; it processes browser and network signals to perform its security check. Direct email to our support address is forwarded through Cloudflare Email Routing.

Files uploaded through the website have download links that expire after 30 days. Expired files are removed by a daily cleanup process; an outage may delay physical deletion. Image metadata is removed during upload. Anyone you share a download link with can use it until it expires. Please share links only with people who should see the attachment.

We remove the delivery queue’s copy of a successfully delivered request after seven days. Requests still awaiting delivery remain available for recovery. Request references, subjects, original requester email, and account ownership are kept as support metadata so you can find and link earlier requests. Delivered account replies follow the same seven-day staging cleanup. Support conversations in PostHog, files sent by email, email inbox copies, and backup copies have separate retention; the website’s 30-day upload expiry does not delete those copies. Reply to your support conversation to request help with deleting information you sent.

Support works whether you accept or reject analytics, including when your browser sends Do Not Track or Global Privacy Control. Your message, email address, receipt details, attachments, and download links are not sent to our website analytics project or linked to your desktop app telemetry.

Website cookies & analytics

The Kimiko website and these docs have separate analytics from the desktop app. We use PostHog EU Cloud to understand which pages help visitors and how people find Kimiko. Optional analytics only starts after you choose Accept analytics. Rejecting analytics leaves the website and documentation fully usable.

If you accept, we collect pages viewed, referring websites and campaign tags, browser and device information, visit duration and scroll depth, and clicks on download and checkout links. An analytics cookie recognizes the same browser on return visits and across kimiko.app and docs.kimiko.app. This does not identify you by name or connect your visits to your desktop app data.

Accepted events go to k.kimiko.app, an address on our domain that PostHog runs for us. PostHog uses your IP address to estimate your country, region, and city, then discards the raw IP address from stored events. Location is approximate, especially with VPNs and mobile networks. We do not request GPS or precise device location. See PostHog’s data storage documentation for how location enrichment and IP discarding work.

We do not record sessions, capture form contents, or automatically track every click. URL query strings and fragments are removed from page and referrer URLs sent in events; campaign tags are still used for attribution. Avoid putting personal information in campaign tags or public page paths.

Your cookie choices

Choose Cookie settings at the bottom-left of either site to accept or reject analytics at any time. Your choice is shared by our website and docs and remembered for up to 180 days. Rejecting after accepting stops further analytics and removes this project’s analytics identifiers from that browser. It does not delete events already collected. Open tabs apply changed preferences when active; each new event also checks the current choice. Do Not Track and Global Privacy Control keep analytics off even if you previously accepted.

Storage	Purpose	Duration
kimiko_analytics_consent_v1 cookie	Remembers your analytics choice on both sites	Up to 180 days
ph_…_posthog cookie	Optional analytics visitor and session identifiers; set only after acceptance	Up to 180 days, refreshed during accepted visits
PostHog session storage (ph_…)	Optional per-tab analytics state	Until the tab closes or consent is withdrawn
kimiko-website-theme local storage	Remembers your selected appearance	Until you clear browser storage
__Host-kimiko_preview cookie	Keeps an authorized preview visitor signed in	7 days or until sign-out
kimiko-account cookie	Keeps you signed in to your website account	Up to 7 days, subject to session revocation

The preview sign-in page uses essential storage only and sends no analytics. Blocking cookies or JavaScript keeps optional analytics off. Browser privacy controls can also prevent analytics even after acceptance.