01Who we are
Kai is an AI personal trainer and calorie tracker made in the Philippines. In this policy “Kai”, “we” and “us” mean the team that builds and runs the Kai app and this website (kai.vibeboxph.com). We are the personal information controller for the data described here.
This policy covers the Kai Android and iPhone apps, this website, the beta program and our emails. It is written to meet the Philippine Data Privacy Act of 2012 (Republic Act 10173) and, for people in the EU and UK, the GDPR.
02What we collect
You give it to us
- Account: your name, email and profile picture from Google Sign-In.
- Profile and plan: what you tell Kai during setup and later: age or birth year, sex, height, weight, goal, target weight, activity level, training experience and days, equipment, food preferences and allergies, units, and the calorie and macro targets Kai calculates.
- Logs: workouts, exercises and sets (weight, reps, effort), training plans Kai builds for you, meals and their nutrition, water, bodyweight and measurements, reminders.
- Conversations: the text of what you say or type to Kai and Kai’s replies, grouped into conversations.
- Photos: meal photos and barcodes you scan. Photos are stored privately in your account.
- Runs, rides and walks: when you start tracking an activity, Kai records your precise location from the phone’s GPS (the screen can be off) and saves the route, distance, pace, elevation, duration and splits to your account. Kai asks for “all the time” location permission only so tracking keeps going with the screen off; it reads your location only while an activity is being tracked and stops when you stop.
- Form-check videos: a short clip you choose to record or pick, sent to the AI for one coaching read (see AI and voice). Kai does not keep the video; only the coaching card is shown to you.
- Live talk: when you start a Live call your microphone audio streams to the AI while the call is on. Kai doesn’t record or store it; the transcript of the call is saved to your conversation history.
- Look and feel: your avatar, app color and voice choice.
- Beta applications: your name, email, phone model and the goal you write when you ask for a beta key, and whether and when your key was sent and used.
- Messages to us: bug reports, suggestions, feedback and support requests, with the email you leave for a reply. Reports from the app also include your device model, OS and app version, the screen you were on, and a screenshot only if you choose to attach one.
- iPhone waitlist: your email.
From your watch and phone, only if you allow it
Through Health Connect (Android) or Apple Health (iPhone), with your permission per data type: active and total calories burned, steps, distance, floors, heart rate, resting heart rate, heart rate variability, blood oxygen (SpO₂), VO₂ max, respiratory rate, workouts, sleep (duration and stages), weight, body fat and water logged in other apps. Kai can write the meals and water you log back so other health apps see them. You choose each type and can turn any off in Health Connect or the Health app at any time.
Created as you use Kai
- AI usage records: for every AI request, whether it worked or failed: time, kind (chat, photo scan, spoken reply, Live talk, form check), model, token counts, seconds of audio or video, speed, an error code if it failed, and the estimated cost. We log this to run Kai, keep it affordable, spot abuse and fix problems; administrators see it in an internal dashboard. These records hold no message, photo, audio or video content.
- Readiness and nudges: scores and suggestions Kai computes from your data (for example a recovery score from sleep and heart rate). They are calculated from data you already gave us.
- Technical logs: our hosting and database providers keep short-lived server logs (IP address, time, request) for security and debugging.
What we don’t collect
- Your voice recordings (see Voice below).
- Your location at any time other than while you are tracking a run, ride or walk, or your contacts, or anything else on your phone.
- Videos or call audio after they have been analyzed. Kai doesn’t store them.
- Advertising IDs. Kai and this website use no ads, no analytics trackers and no third-party cookies.
03Why we use it (and our legal basis)
| Purpose | Data | Basis |
|---|---|---|
| Run Kai for you: log, calculate targets, coach, sync | Account, profile, logs, conversations, photos, health data | Your consent (health data is sensitive personal information) and our agreement with you |
| Answer you with AI | Your message, a short summary of your day and plan, photos, form-check clips, Live talk audio | Consent and agreement (you are asked before your first clip, Live call and tracked activity) |
| Record your runs, rides and walks | Precise location while you track, route and distance | Your consent (location permission) and agreement |
| Beta access: review applications, send keys, check keys | Beta application | Your request |
| Support and fixing bugs | Messages, reports, device info, screenshots | Your request and our legitimate interest in a working app |
| Keep Kai fair and affordable: limits, abuse prevention, pricing | AI usage records, technical logs | Legitimate interest |
| Service emails (beta key, replies) | Email, name | Your request. We don’t send marketing emails. |
04AI and voice
Voice. Your phone’s own speech service turns what you say into text on the device or through your phone maker’s service (for example Google on Android). Kai receives the text, not the recording, and never stores audio. Kai’s spoken replies are generated from the reply text by our AI provider and played on your phone; the audio isn’t kept.
The AI. To answer you, Kai sends your message, a short summary of your day (targets, what you’ve eaten, your active workout and plan) and any meal photo to OpenAI. Under OpenAI’s API terms this data is not used to train their models, and OpenAI keeps it for at most 30 days for abuse monitoring before deleting it.
Form check videos. When you pick or record a clip for a form check, the video is sent to Google’s Gemini API to produce the coaching card, together with the exercise name and your experience level. Kai does not store the video, and the app asks you before the first clip. Under Google’s paid Gemini API terms, this data isn’t used to train Google’s models.
Live talk. A Live call streams your microphone audio from your phone straight to Google’s Gemini Live service, which answers in speech. Kai doesn’t keep a recording; the transcript of what was said and the actions Kai took are saved to your history like any other conversation. We keep the call’s length and cost. The app asks you before your first Live call, and each call is metered in minutes.
Estimates can be wrong. AI calorie and nutrition numbers are estimates. Kai shows its confidence and lets you correct anything by voice. Kai doesn’t make automated decisions about you that have legal or similarly significant effects.
06How long we keep it
| Data | Kept |
|---|---|
| Profile, logs, plans, conversations, photos, synced health data | Until you delete them or your account |
| AI usage records and Live call records (no content) | Up to 2 years, for accounting and abuse prevention |
| Runs, rides and walks with their routes | Until you delete them or your data |
| Form-check videos and Live call audio | Not stored. Processed live and discarded |
| Bug reports, support messages, screenshots | Up to 2 years, or sooner on request |
| Beta applications | Until the beta ends, then deleted or kept only as part of your account |
| iPhone waitlist | Until we email you that Kai is on iPhone, then deleted |
| Server logs | Days to weeks, per provider |
07How we protect it
- Every connection is encrypted (HTTPS/TLS), and data is encrypted at rest by our providers.
- Row-level security in the database: each account can only read its own records.
- Photos, screenshots and the app download sit in private storage, reachable only through short-lived signed links.
- Secret keys live only on our servers, never in the app or the browser.
- Optional app lock with your PIN, fingerprint or Face ID.
- If a breach ever puts your data at risk, we’ll notify you and the National Privacy Commission within 72 hours of finding out, as the law requires.
08Your rights
Under the Data Privacy Act (and GDPR where it applies), you can:
- Be informed about how your data is used (this page).
- Access your data and get a copy.
- Correct anything wrong: just tell Kai, or edit it in the app.
- Delete your data (Settings → Delete my Kai data, or ask us).
- Take it with you in a common, machine-readable format.
- Object or withdraw consent at any time, for example by turning off health syncing. Withdrawing doesn’t affect what was done before.
- Complain to the National Privacy Commission (or your local data protection authority).
To use any of these, send a help request from the Support page or the app, from the email on your Kai account. We answer within 15 days, often sooner, and may ask you to confirm it’s you.
09Deleting your data
In the app: Settings → Delete my Kai data permanently removes your workouts, meals, photos, runs and rides (with their routes), training and meal plans, conversations, body and health data, and your profile. It can’t be undone.
AI usage records (which hold no message content), problem reports and the sign-in record (your email and name from Google or Apple) are kept for the periods above and so the account stays secure. To have your account itself removed too, send a request from the Support page with the email on your account and we’ll delete it within 15 days, unless we must keep something by law. Stopping health syncing in Health Connect or the Health app stops new data immediately; delete what was already synced with the button above.
10This website, cookies and storage
This website uses no analytics, no ad pixels and no third-party cookies. It stores a few things in your own browser:
- Your app color (so the page doesn’t flash the wrong color).
- Your sign-in session, if you sign in on the Account or download page.
Signing in with Google loads Google’s sign-in script, which is covered by Google’s privacy policy. Clearing your browser’s site data removes everything above.
11Age
Kai is for people aged 16 and over. We don’t knowingly collect data from younger children; if you believe a child has given us data, tell us and we’ll delete it.
12Changes to this policy
When we change this policy we’ll update the date at the top. For significant changes, we’ll tell you in the app before they apply, and ask again where the law requires consent.
13Contact
Questions, requests or complaints about privacy: use the Support page, Report a problem in the app (Settings → Help, or shake your phone), or reply to any email we’ve sent you. See also the Terms.