Privacy Policy | Kollab

1. Scope and definitions

This Privacy Policy applies to the Kollab website, the Kollab product, and the workspaces, AI features, bots, connectors, and billing flows made available through them.

When we say "Kollab", "we", "our", or "us", we mean the Kollab team operating the service. When we say "workspace content", we mean the documents, messages, files, artifacts, prompts, outputs, and related metadata stored in your workspace.

2. Information we collect

We collect information that is necessary to operate Kollab, secure the service, and provide the collaboration and AI features you choose to use.

Account information, such as name, email address, sign-in identifiers, profile details, and workspace membership.
Workspace content, such as documents, project descriptions, chat messages, uploaded files, generated artifacts, prompts, AI outputs, and memory files.
Integration data, such as content or metadata synced through bots, connectors, and other third-party services you enable.
Billing information, such as selected plan, subscription status, invoices, payment events, and limited payment metadata returned by Stripe. We do not store full payment card numbers.
Technical and usage data, such as IP address, device/browser information, cookies, log records, crash data, and product interaction events.

3. How we use information

We use personal information and workspace data to deliver the service you requested and to keep the product reliable and secure.

Authenticate users, create and manage workspaces, and keep projects, documents, and artifacts in sync.
Run AI features, including prompts, retrieval, structured outputs, bots, connectors, and other workflow automations you trigger.
Process billing, subscriptions, top-up purchases, refunds, fraud checks, and account support requests.
Protect the service, detect abuse, investigate incidents, and enforce workspace and product rules.
Improve product quality, measure feature usage, and send service notices or product updates. Marketing messages are sent only where permitted.

4. AI features and integrations

If you use Kollab AI features, we may send prompts, relevant workspace context, files, or connector results to AI model providers and infrastructure partners solely to generate, route, or return the requested output.

If you enable bots or connectors, data may also flow to or from the third-party services you authorize so Kollab can read, write, or sync the requested content on your behalf.

You are responsible for making sure you are allowed to submit the content you send through these features. Kollab does not use customer workspace content to train public foundation models.

5. How we share information

We do not sell personal information. We disclose information only when it is needed to operate the service or when we are legally required to do so.

Service providers that support hosting, storage, analytics, customer support, email delivery, billing, and AI inference.
Workspace members and workspace administrators according to the permissions and sharing settings inside your workspace.
Anyone you choose to share with through product features such as public share links, password-protected share links, public templates, or other public-facing publishing controls. If you enable those features, the related content may become accessible to people outside your workspace, including anonymous visitors who have the link or public URL.
Third-party services you explicitly connect, such as chat platforms, knowledge tools, or developer tools, based on your instructions.
Courts, regulators, law enforcement, or counterparties when disclosure is required by law, to protect rights and safety, or as part of a merger, acquisition, financing, or asset transfer.

6. Retention, security, and cookies

We retain information for as long as it is needed to provide the service, comply with legal obligations, resolve disputes, enforce agreements, and preserve legitimate security and business records.

We use reasonable technical and organizational safeguards, such as access controls, encrypted transport, logging, and operational restrictions. No online system is perfectly secure, so we cannot guarantee absolute security.

We use cookies and similar technologies to keep you signed in, remember language or product preferences, measure website usage, and protect session integrity. You can control cookies in your browser settings, but some product features may stop working correctly if you disable them.

7. Your choices and contact

Depending on where you live, you may have rights to access, correct, export, restrict, or delete certain personal information. You may also disconnect integrations, delete workspace content you control, or close your account subject to workspace and legal constraints.

If you want to exercise a privacy right or ask a question about this Privacy Policy, contact us at team@kollab.im. We may ask you to verify your identity and authority before fulfilling a request.