Privacy Policy
Last Updated: 28 September 2026
At CiraIQ, a product of CIRA IQ COMPANY LIMITED (Company No. PVT-6Y1YWVEM, incorporated in Kenya), we are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI-powered workflow automation platform.
1. Information We Collect
1.1 Personal Information
We collect information that you provide directly to us, including:
- Name and email address
- Profile information and preferences
- Payment and billing information
- Communication preferences
1.2 Workflow and Usage Data
When you use Cira Iq, we automatically collect:
- Workflow configurations and automation data
- API integration credentials (encrypted and securely stored)
- Usage statistics and analytics
- Log data and error reports
2. How We Use Your Information
We use the information we collect to:
- Provide, maintain, and improve our workflow automation platform
- Process your transactions and manage your account
- Execute your workflows and automation tasks
- Send you technical notices, updates, and security alerts
- Respond to your comments, questions, and customer service requests
- Monitor and analyze trends, usage, and activities
- Detect, prevent, and address technical issues and fraudulent activities
- Personalize and improve your user experience
3. Data Security
We implement industry-standard security measures to protect your information, including:
- Encryption of data in transit and at rest using TLS/SSL protocols
- Secure password hashing with bcrypt
- Regular security audits and vulnerability assessments
- Access controls and authentication mechanisms
- Secure API credential storage with encryption
- Regular backups and disaster recovery procedures
While we strive to protect your information, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security.
4. Your Rights and Choices
Wherever you live, you have these rights over your personal data. They are free to use. People in the European Economic Area and the UK hold them under the GDPR, and people in Kenya under the Data Protection Act, 2019.
- Access and portability: download a copy of your data in a machine-readable format from Settings → Account → Download my data.
- Deletion: delete your account yourself from Settings → Account → Delete account (details below).
- Correction: update your profile in Settings, or ask us to correct anything else.
- Restriction and objection: ask us to stop or limit particular processing.
- Withdraw consent: for example, unsubscribe from our newsletter using the link in any email.
- Complain: to your local data protection authority - in Kenya the Office of the Data Protection Commissioner, in the EU/EEA the authority in your country.
4.1 Deleting your account
- You confirm by typing a phrase and signing in again, so nobody else can delete your account from a device you left signed in.
- Your workflows pause and your API keys stop working straight away. Your account is then permanently erased 14 days later.
- You can cancel at any point during those 14 days from Settings or with one click from the confirmation email. We also send a reminder three days before, and a final email once erasure is complete.
- If you created an organization that still has other members, or you have a Creator Hub balance to withdraw, we will ask you to resolve that first so nobody loses access or money.
4.2 Agent check-ins
If you turn on check-ins, your agent may message you first on Telegram, as text or a voice note. To decide whether something is worth telling you, it looks at your next 24 hours of calendar events, approvals waiting for you, recent workflow failures, and when you last used CiraIQ. It is off until you switch it on, it never takes an action on its own, and you can stop it at any time from Settings or by sending /checkins off. We keep a log of which check-ins were sent and how you responded - not the content of your calendar or email - for 90 days.
4.3 WhatsApp
If you link your WhatsApp, messages and voice notes you send to CiraIQ reach the workflows you connect to WhatsApp, and your workflows can message you back. WhatsApp is operated by Meta, which processes these messages to deliver them. You prove the number is yours by sending us a one-time code from it and confirming in CiraIQ; send STOP to pause alerts or UNLINK to disconnect. If you use AI voice calls, the call audio is streamed to our speech provider (OpenAI) in real time and not recorded; we keep a transcript and summary for 90 days. If you connect your own WhatsApp Business number to talk to your customers, you are the controller of your customers' data and CiraIQ processes it on your behalf.
We respond to requests we receive by email within 14 days for deletion, and within one month for other requests. That period can be extended by up to two further months for complex requests, and we will tell you if it is. Contact us at app.ciraiq@gmail.com.
5. Data Retention
We keep each kind of data only as long as we need it for the purpose we collected it. Automated jobs enforce these periods every day. When a period ends, we delete the data. Where the law requires us to keep a record, we anonymise or pseudonymise it instead.
| Data | How long we keep it | If you delete your account | Why |
|---|---|---|---|
Account and profile Name, email, profile photo, country, sign-in details | While your account is open | Erased 14 days after you request deletion | Needed to provide the service (contract) |
Your workflows and connected apps Workflows, credentials, app connections, knowledge bases, agent memory, API keys, CVs | While your account is open - you can delete any item at any time | Erased with your account | Needed to provide the service (contract) |
Workflow run data Inputs and outputs of each run, step-by-step logs, webhook payloads | 90 days, then cleared automatically. Run status and timing stay for your analytics. | Erased with your account | Lets you debug recent runs; often contains other people’s data, so kept short |
Security and usage logs IP addresses, browser details, activity history | IP addresses and browser details removed after 90 days; activity logs deleted after 12 months | Erased with your account | Security and fraud prevention (legitimate interest) |
Agent check-ins When your agent messaged you first, what kind of update it was, and whether you replied, snoozed or muted it | 90 days | Erased with your account | Only if you turn check-ins on (consent) - used to learn which updates you find useful |
WhatsApp messages and calls Your linked WhatsApp number, messages and voice-note transcripts exchanged with your workflows, AI call transcripts and summaries, and when you consented | Messages 365 days; call transcripts 90 days (the call record - time, length, outcome - stays with messages). Voice audio is not stored | Erased with your account | Only if you link WhatsApp or connect a business number (consent, and to provide the service you set up) |
Payment and payout records Amounts, dates, plan, transaction references, creator earnings and payouts | While your account is open, and at least 5 years after the end of the financial year of each transaction | Kept for the legal period under a pseudonym - your name, email, phone number and bank details are removed | Legal obligation - Kenya Tax Procedures Act s.23 |
Creator identity checks ID document and photo uploaded to receive payouts | While your creator account is open | Erased with your account | Legal obligation and fraud prevention for payouts |
Messages and applications you send us Contact form, waitlist and cohort applications | 24 months | Messages sent from your account email are erased with your account | Responding to you (legitimate interest) |
Newsletter Email address and subscription status | Until you unsubscribe, then removed after 30 days | Erased with your account | Your consent |
Record of your deletion request Request and completion dates, a one-way code - no name or email | 5 years | This is what remains - it proves we honoured your request | Defending legal claims (GDPR Art. 17(3)(e)) |
Encrypted backups Point-in-time copies of our database | Up to 7 days, then overwritten | Deleted data leaves backups as they rotate; backups are never restored to bring it back | Disaster recovery (legitimate interest) |
Services that process data for us, such as our hosting, email and payment providers, keep their own records under their own policies. Payment providers, for example, must keep transaction records under financial regulations.
6. TikTok Integration and Data Usage
CiraIQ integrates with the TikTok API to enable users to automate and manage TikTok-related workflows. When you connect your TikTok account to CiraIQ, the following applies:
6.1 TikTok Data We Access
- Basic profile information (username, display name, profile picture)
- Video metadata (titles, descriptions, view counts, engagement metrics)
- Content publishing permissions (if granted by you)
- Account analytics and performance data
6.2 How We Use TikTok Data
TikTok data accessed through our integration is used solely to:
- Execute the specific automation workflows you configure
- Display analytics and performance insights within your CiraIQ dashboard
- Schedule and publish content on your behalf when you enable publishing workflows
We do not sell, share, or use your TikTok data for advertising, profiling, or any purpose beyond providing the automation services you explicitly set up.
6.3 TikTok Data Storage and Security
TikTok access tokens and credentials are encrypted at rest using AES-256 encryption. We retain TikTok data only as long as your integration is active. You may revoke CiraIQ's access to your TikTok account at any time from within the CiraIQ dashboard or directly through your TikTok account settings.
6.4 TikTok Data Deletion
Upon disconnecting your TikTok account or deleting your CiraIQ account, all TikTok-related data (tokens, cached content, and analytics) is permanently deleted from our systems - immediately when you disconnect, or 14 days after you request account deletion. To request immediate deletion, contact us at app.ciraiq@gmail.com.
6.5 TikTok API Compliance
Our use of the TikTok API complies with the TikTok Terms of Service and TikTok Privacy Policy. We only request the minimum permissions necessary to perform the workflows you configure.
7. Google User Data and Google API Services
CiraIQ integrates with Google Workspace services so you can automate work across Gmail, Google Sheets, Google Drive, Google Docs, Google Slides, Google Calendar and Google Forms. Access is granted by you through Google's OAuth consent screen, is limited to the permissions you approve, and can be withdrawn at any time.
7.1 Google Data We Access, and Why
We request only the scopes needed for the workflow features you choose to use. We do not request a scope unless a feature you enable requires it.
- Account identity (
userinfo.email) - to identify which Google account a connection belongs to, so workflows use the correct credentials. - Gmail (
gmail.modify) - to read the messages that trigger your workflows, to apply a label or mark a message as read where your workflow specifies it, and to send the email your workflow is configured to send. - Google Sheets (
spreadsheets,spreadsheets.readonly) - to read rows that trigger or feed a workflow, and to append or update rows where your workflow writes results. - Google Drive (
drive,drive.readonly,drive.file,drive.metadata.readonly) - to locate files your workflow references, read their contents, and create or update files your workflow produces. - Google Docs and Slides (
documents,presentations) - to read and generate documents and presentations as part of the workflows you build. - Google Calendar (
calendar,calendar.events,calendar.readonly) - to read events that trigger workflows and to create or update events your workflow schedules. - Google Forms (
forms.body.readonly,forms.responses.readonly) - to read form structure and responses that trigger your workflows.
7.2 How We Use Google Data
Google user data is used solely to:
- Execute the specific automation workflows you have configured
- Display the results of those workflows to you inside your CiraIQ account
- Show execution history and error details so you can diagnose a failed workflow
We do not use Google user data for advertising, and we do not sell it. We do not use it to build profiles or for any purpose unrelated to the workflow you configured.
7.3 Limited Use Commitment
CiraIQ's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements. The use of raw or derived user data received from Workspace APIs will adhere to the Google User Data Policy, including the Limited Use requirements.
7.4 Artificial Intelligence and Machine Learning
Some CiraIQ features pass workflow content to third-party AI providers in order to perform the step you asked for - for example, summarising a document or drafting a reply. Where a workflow you configured does this, the relevant content may include Google user data.
Google user data is never used to develop, improve or train generalised or foundational artificial intelligence or machine learning models. This applies to raw, aggregated and derived data alike. Our AI providers process this data only to return the result of your workflow step, are contractually prohibited from training on it, and do not retain it for model development. Google user data is not used to train any CiraIQ model, and it is never sold or transferred for that purpose.
7.5 Storage, Security and Retention
- OAuth access and refresh tokens are encrypted at rest and are never exposed in the application interface, in logs, or to other users.
- We store the minimum content necessary to run and troubleshoot your workflows. The inputs and outputs of each run are cleared automatically after 90 days; the rest of the run record is deleted when you delete the workflow or your account.
- Google user data is accessible only to your own CiraIQ account and to organisation members you have explicitly shared a workflow with.
7.6 Revoking Access and Deleting Your Data
You can disconnect Google from CiraIQ at any time:
- In CiraIQ, open Settings → Credentials and remove the Google connection. This deletes the stored tokens immediately.
- In your Google Account, visit Third-party apps with account access and remove CiraIQ.
- To delete all data we hold about you, use Settings → Account → Delete account, or email app.ciraiq@gmail.com. Either way, your data is erased within 14 days (see Data Retention).
Revoking access stops all future workflow runs that depend on that connection. It does not retroactively undo actions a workflow has already taken in your Google account.
7.7 Sharing
We do not sell Google user data or transfer it to third parties, except to the infrastructure and AI providers strictly necessary to operate the workflow you configured, and only for that purpose. We do not transfer Google user data for advertising, credit assessment, lending, or any similar purpose.
8. Third-Party Links and Services
Our platform may contain links to third-party websites or integrate with third-party services. We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies before providing any information.
9. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last Updated" date. We encourage you to review this Privacy Policy periodically for any changes.
10. Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at:
Cira Iq Privacy Team
Email: app.ciraiq@gmail.com