# Workspace privacy Updated: September 24, 2026. Translation; German contractual version governs. · Revision 4 ## 1. Scope and contact This information covers hosted kiimu workspaces. The [website privacy policy](/en/privacy) separately covers the website, waitlist signup and marketing services. Controller for kiimu's own purposes: Mario Deubler, sole trader, Schödlbergergasse 16/53, 1220 Vienna, Austria, VAT ATU82976923; [hallo@kiimu.at](mailto:hallo@kiimu.at). Your company normally controls the content it processes in the workspace; if it acts as processor, its upstream chain applies. kiimu operates that processing under the agreed DPA. Your company determines its content purposes/legal bases. We forward relevant requests to the responsible contact. ## 2. Workspace, sign-in and support Processing covers work contacts/user identifiers, memberships, session/sign-in data, profiles/settings and authorised users' messages, documents, tasks and results. Agent traces may contain instructions, document excerpts, steps and answers. Necessary content is transmitted to the authorised inference chain and approved external services. kiimu processes its own contractual/contact data to enter/perform contracts with natural persons under GDPR Article 6(1)(b). For company contacts and necessary own security/evidence purposes, Article 6(1)(f) applies: secure provision, communication and limited recordkeeping. Legally required records rely on Article 6(1)(c). These grounds do not replace required browser-tracking consent. Necessary session information maintains sign-in. Personal access requires identity/membership data. There is no general requirement to submit additional customer content. Authorised support access is purpose-limited and necessary. kiimu does not generally use customer content for model training. The actual providers' conditions must be considered separately. ## 3. Recipients and international processing - **netcup GmbH, Germany:** workspace hosting in Vienna, Austria. - **Melious:** inference through the configured API and actual downstream providers. Tasks and necessary context are transmitted for processing. - **Supabase:** email-based sign-in and associated identity, session and security metadata. - **Resend:** sign-in mail through the configured delivery route; email addresses, delivery and sign-in data. - **PostHog EU Cloud, Frankfurt project region:** kiimu's own product analytics and session recordings described below. - **Company-approved services:** data depends on the connection/action; recipients and roles are documented in the order. The exact contracting entity, project region, access countries, downstream providers and transfer safeguards are specified in the engagement's processing chain and available through hallo@kiimu.at. An EU endpoint/storage location does not promise an absence of third-country access. Third-country transfers must meet GDPR Chapter V requirements, such as an applicable adequacy decision or appropriate safeguards including standard contractual clauses with necessary supplementary measures. You can request information on the grounds applicable to your processing and a copy of the relevant safeguards through that contact. ## 4. PostHog analytics and recordings kiimu uses PostHog to assess product use and improve usability, only for signed-in members who have consented. We associate pageviews and usage events with user and workspace identifiers. Pageviews contain a route template rather than the actual URL. When a message is sent, its length and whether it has an attachment may be recorded; when an agent is saved, the number of its capabilities may be recorded. Other events describe whether a conversation is in a group channel or a private conversation with a person or agent, how many people and agents were involved or mentioned, and the time since the previous message. We also record the start, trigger, outcome and duration of agent runs, and the names a workspace gives its agents. Searches and uploads are measured by counts and categories; we also record decisions about requested agent capabilities and places where a screen ends with an error or no result. The server additionally sends the model used for an agent run, token counts, cost and duration to PostHog. This transmission does not depend on a browser event. Message text, file names, channel names, search terms, prompts and model answers are not sent to PostHog as analytics events. Technical browser/device and connection data may also be processed. The configured default endpoint is in the EU. PostHog identifiers may be stored in cookies or local browser storage. Input/displayed-text masking and URL/property filtering are configured for session recordings. This does not promise complete anonymity or perfect masking of every screen surface. User identifiers and technical metadata may remain personal data. Recordings do not authorise general training use of your messages/files. **Your choice in the beta:** In workspaces with analytics enabled, a separate screen, “Analytics zur Produktverbesserung” (analytics for product improvement), appears after sign-in, after the beta notice if one is due. It links to this privacy information and offers equally prominent, unselected “Zustimmen” (Accept) and “Ablehnen” (Decline) options. “Später entscheiden” (Decide later) closes it without an answer, and it appears again the next time the workspace loads. Browser analytics and server analytics events start only after you actively choose “Zustimmen” and that choice is saved. There is no such collection while your choice is unanswered or after you decline. You can use the workspace regardless of your choice. We save your analytics decision with its time and the version of the consent text for you as a person. Your decision applies across all your devices. In your profile, you can withdraw consent for future collection or enable analytics again through another explicit action. Session and identity storage necessary for sign-in is separate from PostHog cookies and browser storage. The legal basis for consent-based analytics is GDPR Article 6(1)(a), together with applicable device-access rules. Using the beta, accepting the terms and acknowledging the beta notice do not constitute consent to tracking; you make that decision separately on that screen or in your profile. Send questions, objections and deletion requests to hallo@kiimu.at. Where processing relies on consent, you may withdraw it at any time for the future; prior processing based on valid consent remains unaffected. Your company cannot give blanket consent on your behalf to every kiimu product-analysis purpose. ## 5. Retention Workspace content follows the order/DPA: agreed use, required return/retrieval and subsequent deletion. [Data export](/en/data-export) explains the standard export and at least 30-day retrieval period. Provider residuals and backup expiry are separately documented. Retention requirements are 30 days after run completion or the event for raw diagnostic and ordinary technical logs, 90 days after the event or access completion for security and support-access records, and at most 7 days after completion for temporary copies. Saved results are not temporary files. **Automatic deletion when these periods expire is not currently assured.** The requirements and your erasure rights also apply to manual handling. You can request information about retained data and its deletion through hallo@kiimu.at. We cannot currently confirm a fixed maximum retention period for PostHog recordings, usage events and associated person profiles. Retention depends on the specific analysis purpose, the data still needed for it and applicable deletion duties. Personal data that is no longer necessary must be deleted; this does not permit unlimited retention. You can request information about your stored data and its deletion through hallo@kiimu.at. Earlier statutory deletion duties remain. Minimal beta acknowledgements/fulfilment evidence are ordinarily retained for up to 3 years after the relevant access/engagement ends where required for documented evidence purposes. Statutorily required business/accounting records follow the applicable period, ordinarily 7 years from the relevant calendar-year end. Specific proceedings may justify longer narrowly scoped retention, not a blanket copy of all workspace content. ## 6. Your rights Subject to legal conditions, you have rights of access, correction, erasure, restriction and portability. You may object to legitimate-interest processing for reasons relating to your particular situation. Contact hallo@kiimu.at for kiimu's own processing; for company content we assist the responsible controller. You may complain to the [Austrian Data Protection Authority](https://dsb.gv.at/) or another competent authority. kiimu makes no solely automated decisions with legal or similarly significant effects in this own account administration/product analytics. Your company's use of AI results is its separate responsibility.