Data Deletion Instructions

Disconnect a single service yourself

In Kaia, go to Settings → Integrations, select the connection, and choose Disconnect. This immediately stops further access and causes Kaia to delete the stored credentials, connection records, and data held for that connection. No email to us is required.

Delete your account or specific information

Email elliott@usekaia.com from the email address associated with your Kaia account. Use the subject line Kaia data deletion request.

Please include:

• Your full name and the email address associated with your Kaia account.
• Whether your request relates to your entire Kaia account, or only to data from a particular connected service such as Google, Facebook, Instagram, or Shopify.
• Your workspace name, if applicable, and enough detail for us to locate the relevant account or connection.

Do not send us your password, access token, or other authentication credentials. We may ask for additional information to verify your identity and protect your account from an unauthorised deletion request.

These instructions apply to data Kaia receives through Google APIs, including Gmail, Google Calendar, Google Sheets, Google Analytics, Google Ads, and YouTube.

You can remove Kaia's access in either of two places:

• In Kaia, at Settings → Integrations, select the Google connection and choose Disconnect.
• In your Google Account, at Third-party apps & services or the Google security settings page, where you can remove Kaia's access directly.

Following either action, Kaia deletes the stored OAuth credentials, connection records, and Google user data held for that connection within 7 days. While a connection is active, Kaia revalidates your authorisation with Google at least every 30 days, and refreshes or deletes stored Google user data at least every 30 days.

Google content that has already been incorporated into a conversation, agent output, or audit record is removed when you delete that conversation, or when your account or workspace is deleted. To have it removed without deleting your account, email us using the steps above and tell us which conversations or date range to clear.

Deleting data from Kaia does not delete anything held in your Google account. Manage that through Google's own tools.

Kaia's YouTube features use YouTube API Services, which are governed by the YouTube Terms of Service and the Google Privacy Policy.

You can revoke Kaia's access to your YouTube data at any time through the Google security settings page.

• Kaia deletes stored YouTube API data within 7 days of revocation.
• Kaia refreshes or deletes stored YouTube API data at least every 30 days.
• Kaia revalidates your YouTube authorisation at least every 30 days.

To delete YouTube data already held in your Kaia conversations or audit history, use the email request described above.

These instructions apply to data Kaia receives through Meta products, including Facebook and Instagram. To stop future access, remove Kaia from the apps and websites connected to your Facebook or Instagram account in your Meta account settings.

Removing the connection stops Kaia from requesting new data through that connection, but it may not delete data already stored in Kaia. To delete previously received data, submit the email request described above.

This page is Kaia's Data Deletion Instructions URL for the Meta App Dashboard.

Shopify store and customer deletion

Merchants can disconnect Shopify from Settings → Integrations. Disconnection stops future access and causes Kaia to revoke the Nango credential and remove the local Shopify connection record.

For a Shopify customer access or deletion request, email elliott@usekaia.com with:

• the Shopify store's *.myshopify.com domain;
• the Shopify customer ID, if available;
• the customer's email address or phone number, if needed to identify the record; and
• the relevant Shopify order IDs, if the request concerns specific orders.

For a shop-wide deletion request, include the store domain and the date the app was uninstalled. Kaia verifies the request, identifies Shopify-derived records in conversations, action history, audit records, and connection data, and records the completion evidence. Shopify data held by Shopify itself must be deleted through the merchant's Shopify processes.

Do not email OAuth tokens, API secrets, or passwords.

After we verify a valid request, we will delete or de-identify, as applicable:

• Your Kaia account profile and authentication connection.
• Access tokens and connection records for every service you have connected, including Google, Facebook, Instagram, and Shopify.
• Personal information and connected-service content stored in Kaia and associated with your account, including Google user data.
• Your prompts, conversations, uploaded content, and other account data, unless it belongs to a customer-managed workspace or must be retained for a reason described below.
• Associated processing state held by our AI providers on our behalf, which we request be deleted as part of account deletion.

Deleting data from Kaia does not delete information held by Google, Meta, or another connected service. You must manage information held by those providers through their own account settings and privacy tools.

We will acknowledge your request, verify that you are authorised to make it, and tell you if we need more information. We complete verified account deletion requests within 30 days, and verified requests to remove a single connection's data within 7 days.

When deletion is complete, we will send confirmation to the email address used for the request. If an organisation controls the Kaia workspace containing your information, we may refer the request to that organisation or ask it to authorise the deletion.

Some information may remain for a limited period in encrypted backups, which are overwritten or deleted on a rolling basis within 90 days, or be retained where reasonably necessary to meet legal obligations, prevent fraud or abuse, resolve disputes, enforce agreements, or maintain security and audit records. Retained information is isolated from normal use and deleted when the applicable retention period ends.

Full retention periods for each type of data are listed in the Data retention section of our Privacy Policy.

Use the subject line Kaia data deletion request so we can route your request promptly.