KIND WORK Privacy Policy
KIND WORK · Kind Doctor Inc.
Effective date October 13, 2026 · Version 2026-10-13
This is an English translation provided for convenience. The Korean-language original governs in the event of any conflict or ambiguity.
Kind Doctor Inc. ("the Company") operates KIND WORK, a collaboration tool and in-house work AI assistant. Customer companies ("workspaces") subscribe on a per-seat basis to use chat, files, calendar, video meetings, and the AI assistant "KAI," which reads that collaboration content as its evidence base.
This policy describes what personal data the Company receives and from where, what it is used for, whom it is entrusted to, and what data subjects may request. It reflects only the processing actually verified in the repository’s code, migrations, and infrastructure configuration.
Please read the role distinction in Article 2 first. For the KIND WORK account itself (sign-in, billing, audit log), the Company is the data controller. For chat, file, calendar, and meeting content created by a workspace’s staff in the course of their work, that company is the data controller, and the Company provides the service as a processor storing and handling that content on the company’s behalf.
Article 1 (Scope)
This policy applies to the KIND WORK service (web: work.k-biz.ai, mobile app: ai.kbiz.works), the KindBiz account used to access it, and central sign-in (auth.k-biz.ai).
- Other services operated separately by the Company (Kind Doctor, KindBiz Golf/Beauty member services, etc.) are governed by their own policies.
- Personal data that a customer company (workspace) collects or processes separately outside KIND WORK (e.g., integration with its internal HR system) is governed by that company’s own policy.
Article 2 (Role Distinction — Who Is the Data Controller)
Personal data handled on the same screen may have a different controller depending on its type. This distinction determines where access/deletion requests are received and where the final decision is made. The distinction below reflects the actual data flow in the repository.
| Personal data | Data controller | Party handling the processing |
|---|---|---|
| KindBiz account (email, password, social sign-in identifier), company creation information, seats/subscription/billing, consent records, audit log, sign-in history | The Company | The Company is the controller |
| Chat messages (Mattermost), files/documents (Nextcloud), calendar events, meetings (Jitsi) | The customer company (workspace) — with respect to its own staff | The Company is that company’s processor (platform operation and technical processing) |
| KAI conversations and index (including document/message excerpts) | The customer company (since the questions and source material originate from it) | The Company is that company’s processor |
- The Company directly manages records relating to the KindBiz account itself and to company creation, subscription, billing, consent, and audit logs, as the controller.
- You may submit access, correction, or deletion requests concerning chat, file, calendar, meeting, or KAI content to the Company. The Company will forward the request to the relevant workspace’s administrator and inform you of the outcome.
Article 3 (Personal Data Collected and Collection Methods)
The Company processes personal data that data subjects enter directly, that is provided by a social sign-in or company SSO provider, or that is automatically generated while using the service. The storage location and whether each item is transferred to a third party match the table in docs/plan/KINDWORKS_DATA_SAFETY_20260924.md.
| Collection point | Items | Required / Optional | Notes |
|---|---|---|---|
| Account creation / sign-in | Email, password (processed one-way), name, user ID (account identifier), social sign-in (Google, Kakao) identifier | Required (app functionality, account management) | Processed by central sign-in (GoTrue), which shares an account system with KindBiz Golf/Beauty. Email is used not only to verify sign-in but also for the developer’s (the Company’s) service communications, such as sign-up, billing, and deletion-request confirmation. The Company does not collect phone numbers at account creation, sign-in, or acceptance of a staff invitation — the one social sign-in method that provides a phone number (Naver) is excluded from the KIND WORK sign-in list. Only the contact details of the person creating a new company are collected, in the "Company creation" row below. |
| Company creation (self-service sign-up) | Company name, contact person’s name and contact details (phone or mobile phone), expected headcount (number of seats), selected tier, business registration number (optional) | Required (company creation). The business registration number is optional | Information needed to create the customer company’s workspace and start a seat subscription. The contact person’s details are used only for communications about billing, outages, and the contract. Tax invoices are issued only to customer companies that have entered into a separate contract. |
| Company SSO (Business tier) | Email, identifier provided by the company’s IdP | Optional (only if the company has configured it on the Business tier) | A company administrator verifies ownership of its own domain and then registers the identity provider (IdP) it designates. The Company receives only the authentication result (email, identifier) from that IdP. SAML is supported; OIDC can be registered but sign-in via OIDC does not yet work (needs confirmation: current deployment status). |
| Device ID / push token | Device ID (device identifier), push token (FCM, APNs, WebPush) | Optional (app functionality/notifications; not collected if push is not allowed) | Used to deliver chat, meeting, and KAI notifications to mobile devices; not collected if notifications are turned off. Tokens are provided to Google (FCM) and Apple (APNs) for delivery (see Article 9, Outsourcing). |
| Chat (Mattermost) | Message body (in-app messages), sender, channel/thread information, attachments (photos, videos, documents, etc.) | Optional (app functionality, if chat is used) | The original content is stored on the Company’s own self-hosted Mattermost server. Only account-linking information is kept in the Company’s database. |
| Files and documents (Nextcloud) | Original files (documents, photos, videos, etc.), file names, revision history | Optional (app functionality, if files are used) | Stored on the Company’s self-hosted Nextcloud server. |
| Calendar events (CalDAV) | Event title, time, attendees, location | Optional (app functionality) | Uses the CalDAV function of the same server (Nextcloud) used for files/documents. |
| Meetings (Jitsi) | Attendees, meeting start/end time. If the host starts recording: voice recording (meeting) and its transcript/minutes draft | Optional (app functionality; the host must press the start-recording button) | Recording must be started manually by the host, and once it starts, a recording indicator appears on every attendee’s screen. Based on the repository’s configuration (an audio-only recording pipeline), only audio appears to be stored, with no screen or video capture, but this specific point needs re-verification against the underlying infrastructure configuration. |
| KAI conversations | Full text of questions and answers (other user-generated content), the source and excerpt of any cited evidence | Optional (app functionality, if KAI is used) | To answer questions, KAI cites excerpts from chat, documents, calendar, and meeting content as evidence. |
| KAI search index | Excerpts or full text of documents, messages, events, and minutes (up to roughly 20,000 characters per unit), and embeddings (numeric vectors) of that content | Optional (if the company has connected a source) | Stored separately from the originals for search and query purposes. Excerpt text is stored in the Company’s database; embeddings are stored in a separate search engine (Qdrant, self-hosted). |
| Mail (connected mail account) | Connected mail account address; message subject, sender, recipient, date, body, and attachments (for on-screen display and KAI Q&A); account password / access token (stored encrypted) | Optional (if the company has connected a mail account) | The original message is kept on the mail server (external email provider) that the user connected; the Company stores only an on-screen cache and a search index separately. Sending records (send time, recipient count, subject hash) are retained for audit purposes. |
| Payment information / purchase history | Payment method type, billing key issued by the payment processor, an already-masked card summary (brand, issuer, last digits), a card identifier used to prevent repeated use of the free first month, billing and payment history, receipt information | Required (card registration when creating a company; no trial without a card is offered) | The full card number, expiry date, and security code are processed by the payment processor (PortOne, KPN) and never pass through the Company’s servers. |
| Consent records | The documents agreed to (Terms of Service, Privacy Policy, Recurring Payment Consent, marketing consent) and their versions, the times of consent and withdrawal, and a hash of the connecting IP address and browser information | Required (proof of sign-up consent). Whether to consent to marketing is optional | The IP address and browser information are kept only as an irreversible hash, never as the original text. |
| Service operation records (audit log, in-app interactions) | Actor’s account identifier, action performed and its target, timestamp | Required (security and compliance; cannot be turned off) | These records cannot be modified or deleted. The detailed content (original text) of an action is not exposed even in the administrator’s review screen. |
* The Company does not store connecting IP addresses in their original form (the same handling as the platform-wide policy). They are used only as an irreversible hash, for rate limiting and consent records.
* The Company does not use third-party analytics or advertising trackers.
Article 4 (Purposes of Processing)
- Account creation and sign-in, company SSO authentication, password reset
- Verifying workspace (company) membership, creating a company, seat subscription and billing, invoicing, and notices of the end of the free period, payment results, and payment failures
- Taking usage-scope measures such as a grace period, read-only mode, and suspension when payment fails, and preventing repeated use of the free first month
- Proving agreement to the terms and to recurring payment
- Providing collaboration features such as chat, files, calendar, video meetings, and mail
- Answering questions through KAI, and presenting answers and citations based on collaboration content and operational data
- Mail feature: receiving and displaying messages from a connected mail account, using them as reference material for KAI Q&A, and sending a reply draft only after the user confirms it (the AI never sends mail on its own)
- Preventing abuse of the service, blocking fraudulent use, diagnosing errors, and responding to security incidents
- Reviewing a history of actions through the audit log (including review by a company administrator)
- Complying with legal obligations
* The Company does not process personal data for any purpose beyond those listed above, and does not use it for advertising or marketing without the data subject’s separate consent.
Article 5 (The In-House Work AI, "KAI")
KAI is an in-house work AI that answers based on collaboration content such as chat, files, calendar, meetings, and mail. KAI does not finalize irreversible actions (e.g., confirming a reservation, sending a message, sending a reply) on its own; where a company enables such a feature, the user must press a confirmation button.
KAI’s answers may be factually incorrect. For important decisions, please check the original source (chat, documents, calendar, minutes, mail) directly.
- Material that KAI relies on is shown as a citation (source) in its answer; material the requester is not authorized to view is excluded from citations.
- If KAI search is not used, no excerpt or index of documents, messages, or mail is created (see Article 3).
- If a mail account is connected, KAI may use that account’s mail for Q&A, summarization, schedule extraction, and drafting replies. The original mail is stored on the mail server the user connected; the Company retains only an on-screen cache and a search index.
- Personal mail can be viewed and searched only by its owner. Even a company administrator cannot view an employee’s personal mail. A shared company mailbox can be searched only by the members within the scope the company administrator designates.
Article 6 (Meeting Recording and Transcription)
Recording of a meeting (Jitsi) does not start automatically; the host must start it manually.
Recorded audio is transcribed (converted to text) on the Company’s self-hosted server. Once transcription is complete, the original audio file is deleted; the transcript and the resulting minutes draft/final version are retained until a company administrator deletes them.
- No external AI provider is used for recording or transcription (self-hosted speech recognition).
- Once recording starts, a recording indicator appears on every attendee’s screen.
Article 7 (Retention Period of Personal Data)
Once account deletion (withdrawal) is processed, your name, contact information, and profile photo are replaced with irrecoverable pseudonymized values, and your sign-in email and social connections are removed. This process cannot be reversed.
What remains after withdrawal is limited to payment/billing ledgers (statutory retention), audit records (who performed which action), and consent records (without any identifying value).
| Retained item | Retention period | Basis |
|---|---|---|
| Account information (name, contact information, profile photo) | Replaced with irrecoverable pseudonymized values upon withdrawal | Processing the withdrawal request |
| Payment/subscription billing records | 5 years | Act on Consumer Protection in Electronic Commerce, etc. (Korea) |
| Card registration information (billing key, card summary) | Terminated and deleted when the subscription ends or an administrator deletes the card. Billing and payment history is retained for the period above. | Recurring Payment Consent |
| Audit records (who performed which action) | Cannot be modified or deleted. Retained for the period set by applicable law | Integrity of records and statutory retention |
| Consent records | 5 years after withdrawal (without personally identifying values) | Proof of consent |
| Original chat, files, and calendar content (Mattermost, Nextcloud) | Retained until deleted by the author or a company administrator. Retained for 90 days from the day the company’s service agreement is cancelled or suspended and the service can no longer be used (data export can be requested), and deleted thereafter. | The customer company is the data controller (Article 2) |
| Original meeting recording audio | Deleted once transcription is complete | Article 6 |
| Meeting transcript / minutes | Retained until deleted by a company administrator | Article 6 |
| KAI conversation content | Retained for the duration of the company’s use of the service; deleted upon a deletion request from the individual or the company. After the service is suspended, it is retained for 90 days and then deleted. | Article 5 |
| KAI search index (excerpts, embeddings) | Once it is confirmed that the original has been deleted or is no longer accessible, the embeddings (search vectors) are cleared at the next index refresh or search | Article 5 |
| Mail account connection information (on-screen cache, search index) | Deleted when the account connection is removed or upon account withdrawal | Article 3 (Mail feature) |
| Mail sending records (send time, recipient count, subject hash) | Cannot be modified or deleted. Retained for the same period as the audit log (the period set by applicable law) | Articles 3 and 4 |
Article 8 (Provision of Personal Data to Third Parties)
The Company does not sell personal data to third parties. Personal data is provided to a third party only in the following cases.
- Where the data subject has separately consented
- Where required by a specific provision of law, or requested by an investigative agency following the procedures and methods set out in law
* Entrusting processing to an outside operator to provide the service is outsourcing, not third-party provision. The outsourcing arrangements are set out in Article 9.
Article 9 (Outsourcing of Personal Data Processing)
The Company outsources personal data processing as described below to provide the service. The servers handling chat, files, calendar, meetings, the KAI index, and the audit log are all operated directly by the Company.
| Processor | Outsourced task | Items transferred |
|---|---|---|
| Korea PortOne Co., Ltd. (PortOne) | Payment agency: card registration (billing key issuance), authorizing and billing recurring payments for seat subscriptions, payment cancellation, and receipt provision | Payer information (name, email), card registration request information, billed amount, billing key |
| Korea Payment Network (KPN) | Authorizing domestic card payments via PortOne (card payment PG) | Card payment information needed for authorization (the full card number never passes through the Company’s servers) |
| Google LLC (Firebase Cloud Messaging) | Sending chat, meeting, and KAI push notifications to Android and web devices | Device ID (device identifier), push token |
| Apple Inc. (Apple Push Notification service) | Sending chat, meeting, and KAI push notifications to iOS devices | Device ID (device identifier), push token |
| Gandi SAS | Sending service email: account authentication email (sign-up confirmation, password reset), staff invitations, and billing and payment notices (advance notice of the end of the free period, payment success/failure, advance notice of read-only mode/suspension). The sender address is no-reply@k-biz.ai | Email address, email body (authentication link, billed amount, payment date, etc.) |
* Mattermost, Nextcloud, Jitsi, and Qdrant are processed on servers the Company operates directly and are not outsourced to an outside operator.
* The processors listed above are entrusted with processing solely to provide the service, and do not sell personal data or provide it for any other purpose.
* If a company has configured company SSO (Business tier), sign-in authentication receives only the authentication result from that company’s own designated identity provider (IdP) — this is not outsourcing by the Company, but a separate authentication path chosen by the customer company.
* If the outsourcing arrangements change, this policy will be revised and published accordingly.
Article 10 (Overseas Transfer of Personal Data)
The servers processing chat, files, calendar, meetings, the KAI index, and the audit log are all located in the Republic of Korea and are operated and managed directly by the Company.
If a user has enabled mobile app notifications, the device push token and the notification title (at the level of sender/channel name only, never the full message body) are delivered via the overseas servers of the two processors below.
| Recipient | Items transferred | Destination country | Timing and method of transfer | Retention/use period | How to refuse |
|---|---|---|---|---|---|
| Google LLC (Firebase Cloud Messaging) | Device push token, notification title | United States | Transmitted over the network each time a chat, meeting, or KAI notification is sent | Per that processor’s (Google’s) own retention policy | Not transmitted if app notifications are turned off. Refusing does not limit use of the service itself; you simply will not receive that notification. |
| Apple Inc. (Apple Push Notification service) | Device push token, notification title | United States | Transmitted over the network each time a chat, meeting, or KAI notification is sent | Per that processor’s (Apple’s) own retention policy | Not transmitted if app notifications are turned off. Refusing does not limit use of the service itself; you simply will not receive that notification. |
| Gandi SAS (service email delivery) | Email address, email body (authentication link, staff invitation, billing and payment notices) | France | Transmitted over the network each time a service email is sent | The period necessary for delivery (per that processor’s retention policy) | This mail is necessary for account security and billing notices; if you refuse, you will not be able to receive sign-up confirmation, password reset, or payment notices, and therefore cannot use the service. |
- Apart from the app-notification and service-email delivery described above, there is no other overseas transfer.
- If a mail account is connected, sending and receiving mail occurs directly with the mail service the company or user has independently chosen (e.g., a company mail server, Microsoft 365). That mail service is not the Company’s processor, and its own privacy policy applies.
- If a company has configured company SSO (Business tier), signing in exchanges email address and identifier with that company’s own designated identity provider (IdP). Whether that IdP is located overseas varies by customer company and cannot be determined by the Company.
Article 11 (Rights of Data Subjects and How to Exercise Them)
A data subject may exercise the following rights at any time.
- Request to access personal data
- Request to correct an error
- Request to delete data (items subject to a statutory retention obligation are deleted once that period has passed)
- Request to suspend processing
- Withdraw consent for any item processed on the basis of consent
* Requests may be submitted to privacy@k-doc.ai.
* KIND WORK does not currently offer a self-service account deletion feature within the app itself. Deletion is accepted only by email request as described at https://work.k-biz.ai/account/delete. The Company will act on a verified request within 10 days of receipt.
* For items where a data subject’s own company is the data controller (chat, files, calendar, etc. — see Article 2), the Company will receive the request, forward it to that company, and inform you of the outcome.
Article 12 (Personal Data of Children Under 14)
KIND WORK is a business collaboration tool. It is not offered to children under the age of 14, and the Company does not collect personal data from children under 14.
Article 13 (Security Measures)
The Company actually applies the following measures.
- All communication between a user’s device and the servers is encrypted end-to-end with TLS (HTTPS).
- Passwords are processed one-way by the authentication system before storage; the Company’s database contains no password field at all.
- A connected mail account’s password and access token (e.g., an OAuth token) are stored encrypted, and communication with the mail server uses only an encrypted (TLS) connection.
- Card numbers and security codes never pass through the Company’s servers and are processed directly by the payment processor.
- Access to personal data is controlled per workspace (company), and permissions are checked on every screen and API. A personal mail account can be viewed only by its owner; a shared mailbox can be viewed only by the members within the scope a company administrator designates.
- The Company keeps an audit record of who performed which action, and this record cannot be modified or deleted. The audit-record lookup function does not return the detailed content (original text) of the action.
- The servers that process chat, files, calendar, meetings, mail, and KAI are operated directly by the Company, are not exposed externally, and are reachable only over an internal network.
Article 14 (Privacy Officer and Contact)
- Name: 남기영
- Title: Chief Privacy Officer (CPO)
- Email: privacy@k-doc.ai
- Phone: +82 70 8270 8500
- Address: 307, 602 Yeongdong-daero, Gangnam-gu, Seoul, 06083, Republic of Korea
* Inquiries, complaints, and requests for relief relating to the protection of personal data may be submitted to the contact information above.
Article 15 (Remedies for Infringement of Rights)
To seek relief for an infringement of personal data, you may request dispute resolution or consultation from the following agencies.
| Agency | Phone | Website |
|---|---|---|
| Personal Information Dispute Mediation Committee | 1833-6972 | www.kopico.go.kr |
| Personal Information Infringement Report Center | 118 | privacy.kisa.or.kr |
| Supreme Prosecutors’ Office, Cyber Investigation Division | 1301 | www.spo.go.kr |
| National Police Agency, Cyber Investigation Bureau | 182 | ecrm.police.go.kr |
Article 16 (Changes to This Policy)
This policy may be revised to reflect changes in law or in the service. Where content is added, removed, or amended, notice will be posted on this page starting 7 days before the effective date. A change with a material effect on data subjects’ rights will be announced starting 30 days before the effective date.
This policy is version 2026-10-13 and takes effect on October 13, 2026.
Revision history: the previous version is 2026-10-12. This revision corrects the wording on how KAI processes content and on data export to match actual operation. The previous version accompanied the introduction of self-service sign-up and payment and, compared with the first published version v1.0 (effective September 24, 2026), added the information collected when creating a company, card registration and recurring payment processing and the payment processors (PortOne, KPN), consent records, the scope of outsourcing for service email (Gandi), and data retention after suspension (90 days).
Data Controller (Operator) Information
- Company name
- 카인드닥터 주식회사 (Kind Doctor Inc.)
- Representative
- Nam Ki Young
- Business registration number
- 671-88-03734
- Corporate registration number
- 110111-0954057
- Address
- 307, 602 Yeongdong-daero, Gangnam-gu, Seoul, 06083, Republic of Korea
- Phone
- +82 70 8270 8500
- contact@k-doc.ai
- Privacy officer
- 남기영 · privacy@k-doc.ai
- System provider / hosting
- Kind Doctor Inc. · company-operated servers