Privacy Policy

This policy explains how KIAgent handles personal data, under the EU General Data Protection Regulation (GDPR / DSGVO) and the German Federal Data Protection Act (BDSG). KIAgent is built local-first: the heart of the product runs on your own computer, and the data you index never reaches us. This policy covers both the desktop application and the optional hosted service we operate (the website, account sign-in, and remote access).

1. The most important point: your indexed data stays on your device

When you connect a source — email, files, other services — KIAgent reads that content and builds a searchable index on your own machine. The index is stored in a local database in your operating system’s application-data folder. This content — the bodies of your emails and messages, your documents, attachments and the text extracted from them — is never transmitted to, stored by, or accessible to us.

The optical-character-recognition, image-understanding and other AI features run entirely on your device using locally downloaded models. We do not send your content to any cloud AI service, and we do not use your content to train models.

Because this data is processed by you, on your hardware, for your own purposes, we are not the data controller for it. You remain in control of it: you can disconnect a source, delete the local database, or uninstall the application at any time.

A few honest notes on how it is protected on your device: credentials for your connected sources are encrypted using your operating system’s secure storage (macOS Keychain, Windows DPAPI, Linux Secret Service). The index database itself is protected by your operating-system user account but is not additionally encrypted by the application — we recommend enabling full-disk encryption (FileVault, BitLocker) on any machine that holds an index. The index is served to AI tools on your computer through a local-only interface (bound to 127.0.0.1); software running on your machine can query it, and every query is recorded in an access log kept on your device.

2. Who is responsible (controller)

For the parts of the service we do operate — the website and the optional account / remote-access service described below — the controller within the meaning of Art. 4(7) GDPR is:

Eldar Dzhafarov
Parallelstr. 29a
12209 Berlin, Germany
Email: support@localkiagent.com

See our Impressum for full provider details.

3. Connections the application makes from your device

For transparency, this is the complete list of network connections the desktop application makes. Except where noted, none of them carry your indexed content:

• The sources you connect.The application talks directly to the providers you choose (for example Google’s Gmail API with read-only permission, or your own IMAP mail server) to fetch your data onto your device.
• AI model downloads. Local AI models are downloaded once from Hugging Face (huggingface.co). No user content is sent; Hugging Face sees your IP address, as any website you download from does.
• Updates and extensions. The application periodically checks for updates against our download endpoint (localkiagent.com), which answers with a link to the update files hosted on GitHub. The check transmits no account information or content — we see only what any web server sees (your IP address, covered by the server logs in section 5); GitHub sees your IP address when the files are downloaded. The extension marketplace lists and installs extensions from GitHub.
• Only if you enable remote access: our account service (api.localkiagent.com), the certificate authority, our DNS challenge service, a public DNS lookup (Cloudflare, 1.1.1.1) to confirm DNS propagation, and our connection relay. These are described in sections 5, 7 and 8.

The application contains no telemetry, no analytics, and no crash reporting. It sends us nothing about how you use it.

4. Connected sources are third-party services

When you connect a source, you authenticate directly with that provider or supply your own credentials, which are stored encrypted on your device. Your use of each source remains subject to that provider’s own terms and privacy policy. You are responsible for only connecting data you are entitled to access.

KIAgent’s use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Data received from Gmail is used only to build your searchable index on your own device. It is not transferred to us or to anyone else except as you direct through clients you authorise, it is not used for advertising, and it is not read by humans.

5. Data we process on our servers

You can use KIAgent fully locally without an account. The following data is only processed by us if you choose to create an account in order to use optional remote access:

• Account & sign-in. When you sign in with Google or Microsoft, we receive and store your email address, the identity provider you used, a stable account identifier from that provider, and sign-in timestamps. Sign-in sends us a one-time identity token, which we verify and discard — we never receive or store tokens that could read your email or files. Legal basis: Art. 6(1)(b) GDPR (performance of a contract).
• Devices.For each computer you link, we store a randomly generated device identifier, a device label (by default the computer’s name), the operating-system platform, and timestamps of registration and last contact. Legal basis: Art. 6(1)(b) GDPR.
• Personal remote address. If you enable remote access, we assign and store a subdomain for each device. The subdomain is derived from the first part of your email address plus a short code — for example, jane@example.com becomes something like jane-x7k2m9pq.localkiagent.com — so it contains a recognisable fragment of your email address (see section 7). We also store the encrypted technical credentials needed to answer DNS challenges when your device requests its TLS certificate. Legal basis: Art. 6(1)(b) GDPR.
• Certificate administration. We keep technical records of certificate issuance (identifiers and counters used for rate-limiting and abuse prevention). Certificate private keys are generated and kept on your device; we never hold them. Legal basis: Art. 6(1)(b) and (f) GDPR.
• Security & administration logs. Our servers keep technical request logs, which include IP addresses, for security monitoring and troubleshooting, and an audit trail of administrative actions (for example, issuing or releasing a subdomain, revoking a certificate). Logs are deleted after 90 days. Legal basis: Art. 6(1)(f) GDPR (our legitimate interest in a secure service).

We do not use advertising trackers, crash reporting, or product telemetry — on the website or in the application. The website uses Google Analytics only if you consent (see section 6); the application contains no analytics of any kind.

6. Cookies and analytics

By default the website sets only cookies that are strictly necessary to operate it (§ 25(2) TDDDG) — no tracking, advertising, or analytics cookies:

• kia_session — keeps you signed in to your account (30 days).
• kia_csrf — protects signed-in actions against cross-site request forgery (30 days).
• kia_oauth_state — secures the sign-in handshake (10 minutes).

Google Analytics (consent only).If — and only if — you accept the cookie banner, we load Google Analytics 4 (Google Ireland Ltd., Gordon House, Barrow Street, Dublin 4, Ireland) to understand how the website is used. Until you accept, nothing is loaded from Google and no analytics identifiers are stored; if you decline, that choice is remembered locally and nothing more happens. Legal basis: your consent, Art. 6(1)(a) GDPR and § 25(1) TDDDG. You can withdraw consent at any time by clearing this site's data in your browser, after which the banner is shown again. Google may process this data on servers outside the EU; the transfer rests on the EU–US Data Privacy Framework and EU standard contractual clauses.

Fonts are served from our own servers — no requests go to third-party font or content-delivery networks when you browse this site.

7. Remote access and what it exposes

Remote access is off by default and must be switched on by you. When enabled, it lets an AI client you connect (such as Claude) reach the index on your device over an encrypted connection to your personal address. Three things are important to understand:

• The address itself becomes public.Issuing a TLS certificate publishes the address in public Certificate Transparency logs — that is how the web’s certificate system works. Because the address contains a fragment of your email address, anyone could discover that an address like jane-x7k2m9pq.localkiagent.com exists. The address reveals nothing of your data, and connections to it require authorisation — but if you do not want this fragment to be publicly visible, do not enable remote access.
• Our relay cannot read your traffic.Connections to your address pass through a relay server we operate, which forwards them to your device based only on the requested hostname. The encrypted connection terminates on your device — the relay never holds keys to decrypt it and never sees queries or results in plaintext. It processes connection metadata (the hostname and your device certificate’s serial number) to route and secure connections. Legal basis: Art. 6(1)(b) GDPR.
• Authorised AI clients receive results.When you authorise a client, that client’s queries are answered with content from your index — that is the point of the product. Those results are then processed by the AI provider you chose (for example Anthropic, if you connect Claude) under its own terms and privacy policy. Before a new client can connect, you must verify ownership by signing in with the same account you registered with; during that step our server briefly relays the sign-in confirmation between the identity provider and your device (held in memory for at most a few minutes, never stored). You can revoke a client’s access at any time, and every query is recorded in the access log on your device.

8. TLS certificates for your personal address

The certificate for your personal address is requested by your device directly from a public certificate authority — Google Trust Services and/or Let’s Encrypt (ISRG). The certificate authority receives the address name and the request from your device (and therefore your IP address, like any server you connect to). The contact address on the certificate account is ours (ops@localkiagent.com), not yours. Domain validation runs through our DNS challenge service, and your device confirms DNS propagation with a public DNS lookup (Cloudflare) that contains only the address name. The certificate’s private key is generated and stays on your device.

9. Processors and recipients

For the website and account service we rely on the following processor under a data-processing agreement (Art. 28 GDPR):

• Amazon Web Services EMEA SARL — hosting and DNS. All our servers and databases run in the AWS region eu-central-1 (Frankfurt, Germany); the account database is encrypted at rest.

The following third parties act as independent controllers and receive the limited data described above, in each case triggered by your use:

• Google / Microsoft — if you choose them for sign-in (they learn that you signed in to KIAgent), and Google if you connect Gmail as a source on your device.
• Google Trust Services LLC / Internet Security Research Group (Let’s Encrypt) — certificate issuance for your personal address (section 8).
• GitHub, Inc. — application downloads, updates, and the extension marketplace (from your device).
• Hugging Face, Inc. — one-time AI model downloads (from your device).
• Cloudflare, Inc. — a public DNS lookup during certificate issuance (from your device; address name only).
• The AI provider you authorise (for example Anthropic) — receives the results of the queries its client makes against your index, at your direction (section 7).

10. International transfers

Our own processing takes place in the EU (Frankfurt, Germany). Some of the recipients above are US companies; where data reaches them, the transfer is protected by an adequacy decision (the EU–US Data Privacy Framework, where the recipient is certified) or EU Standard Contractual Clauses (Art. 46 GDPR). Connections your device makes to sources and clients you choose are governed by your agreements with those providers.

11. Retention and deletion

• Account data is kept for as long as your account exists. You can request deletion of your account at any time by emailing support@localkiagent.com; we delete or anonymise the associated records within 30 days, except where we must retain specific records to meet legal obligations or resolve disputes.
• Released addresses. When you release a personal address or remove a device, the address is deactivated and its certificate can be revoked; we retain the release record for security (so a released address cannot be silently taken over) until the account itself is deleted.
• Server logs are deleted after 90 days; encrypted database backups are rotated within 7 days.
• Data indexed locally on your device is yours and is retained until you delete it.

12. Your rights

Under the GDPR you have the right to:

• access your data (Art. 15);
• rectify inaccurate data (Art. 16);
• erasure (Art. 17);
• restrict processing (Art. 18);
• data portability (Art. 20);
• object to processing based on legitimate interests (Art. 21).

To exercise any of these, email support@localkiagent.com. You also have the right to lodge a complaint with a supervisory authority (Art. 77) — for us, the competent authority is the Berliner Beauftragte für Datenschutz und Informationsfreiheit (Berlin Commissioner for Data Protection and Freedom of Information).

13. No profiling, no advertising

We do not use your data for automated decision-making or profiling within the meaning of Art. 22 GDPR, and we do not sell data or use it for advertising. Our business model is simple: the application is free, and remote access is a paid convenience.

14. Children

The service is not directed at children. You must be at least 18 years old to create an account (see our Terms).

15. Changes to this policy

As KIAgent is in early development, we may update this policy. We will revise the date above when we do, and material changes will be announced on this site.