KiwiSystems

Privacy Policy

Last updated: 2026

This is a draft written to accurately describe what KiwiSystems actually collects and does, based on how the service is built. It is not legal advice. If members of the public beyond your own team will rely on this, have it reviewed by a qualified professional for your jurisdiction before publishing it as final.

What we collect

Account information: your username, email address, and password. Your password is stored as a one-way cryptographic hash — we cannot see or recover your actual password.
Signup metadata: the IP address and timestamp recorded at the moment you create an account.
Messages you send in chat: to generate a response, your message is sent to our AI provider (NVIDIA) at the time you send it. We don't separately log a permanent transcript of every conversation.
Content taught by an administrator: facts or example answers an admin adds through the Teach Console are stored so the assistant can reference them in future replies.
Login verification codes: if 2FA is enabled on your account, a short-lived 6-digit code is generated at login and sent to your email. It expires automatically after 5 minutes and is deleted once used.
A cookie recording whether you accepted or declined non-essential cookies, and a session cookie that keeps you logged in.

Who else sees this data

We use a small number of external services to run KiwiSystems. Each only receives the specific data needed for its job:

NVIDIA (NIM API): receives the text of your chat messages in order to generate a response.
EmailJS: receives your email address and a verification code, in order to deliver 2FA login codes.
Upstash: our database provider — stores account details, taught content, and settings.

We don't sell personal data, and we don't share it with anyone beyond what's needed to run the service as described above.

How long we keep it

Account data is kept for as long as your account exists. Verification codes expire automatically within minutes. An admin can delete an account or edit its details at any time from the admin console.

Your choices

You can decline non-essential cookies using the banner shown on your first visit. To have your account or personal data corrected or deleted, contact an admin directly — accounts can currently only be managed through the admin console, not self-service.

Contact

Questions about this policy can be directed to an administrator of KiwiSystems.

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