Back to Home
Privacy & Data Protection

Privacy Policy

Last Updated: August 18, 2026

1. Introduction

Welcome to KOVA, operated by Kova Systems Ltd(“we”, “our”, or “us”). We are committed to protecting your personal data and respecting your privacy.

This Privacy Policy explains how we collect, use, process, and protect your information when you use the KOVA mobile application (available via Apple App Store and Google Play Store) and our website at heykova.co.uk.

Data Controller

Kova Systems Ltd

Suite 53C, Unimix House, Abbey Road London, NW10 7TR, United Kingdom

2. Information We Collect

We collect minimal personal data necessary to provide our intelligent event and reminder scheduling services.

  • Account Data: Name and Email address when creating an account.

  • Optional Profile Data: Profile images you voluntarily upload in Profile Settings.

  • Family / Team Data: Phone numbers or email addresses provided optionally when adding family members or collaborators.

  • User Content (KOVA AI Processing): Text inputs, voice notes, photos, and document uploads that you provide to create events, reminders, or bills inside the KOVA app.

  • Technical Data & Device IP: Your IP address (used solely to detect and configure your timezone automatically), device model, OS version, and app diagnostic logs. We do not request or track your device’s physical GPS location.

  • Integration Data: If you choose to connect your Google Calendar, we access permissions strictly to push events created inside KOVA to your external Google Calendar. We do not read, import, or store external events from your Google Calendar.

3. How We Use Your Information

We process your personal data under UK GDPR based on Contractual Necessity and Legitimate Interests:

  • To create and maintain your KOVA account.

  • To process user inputs (text, voice notes, images) via AI algorithms to generate events, reminders, and tasks inside your app.

  • To route push notifications (via Firebase Cloud Messaging - FCM) for reminders, chats, and system updates.

  • To automatically set your app timezone based on your IP address.

  • To process subscription purchases via payment processors (Stripe, Apple In-App Purchase, Google Play Billing).

4. Third-Party Services & Data Sharing

We do not sell your personal data. We share data only with third-party infrastructure providers necessary to operate the service:

  • Firebase (Google LLC): Used for database hosting, account authentication, and push notifications via FCM.

  • Brevo: Used for sending transactional emails (account verifications, invites, updates).

  • Payment Processors: Payments are processed securely via Stripe, Apple App Store, or Google Play. Kova Systems Ltd does not collect, process, or store payment card details.

  • Google Calendar API: Pushes user-approved events created in KOVA to your connected Google Calendar.

5. Data Retention & Account Deletion

We retain your data only for as long as your account remains active. You can request full account deletion directly within the KOVA app profile settings or by emailing support@heykova.co.uk. Upon deletion, all associated personal data, voice notes, image uploads, and reminders stored in our database will be permanently removed.

6. Your Legal Rights (UK GDPR)

Under UK Data Protection law, you have rights including:

  • The right to access, update, or erase the personal data we hold about you.

  • The right to restrict or object to data processing.

  • The right to data portability.

  • The right to lodge a complaint with the Information Commissioner's Office (ICO) in the UK (www.ico.org.uk).

7. Google API Limited Use Disclosure

KOVA's use and transfer of information received from Google APIs to any other app adheres to the Google API Services User Data Policy, including the Limited Use requirements. Specifically:

  • The use of raw or derived user data received from Google Workspace APIs adheres to the Google User Data Policy, including the Limited Use requirements.

  • Google Workspace user data is processed solely to provide the core functionality of the KOVA application (family scheduling, reminders, and organisation).

  • Google user data is not used to create, train, or improve foundational or generalised machine learning or artificial intelligence models.

  • Our AI integration (Anthropic Claude API, commercial tier) is contractually prohibited from training on any customer data, as stated in Anthropic's Commercial Terms of Service, Section B.