Kayla Privacy Policy

Posted: 5th of January, 2019

Welcome to Kayla! We are happy to have you in our family. We know that you are concerned about the privacy of your data and we take extra care to make sure your data is safe. We will never sell or pass on your data to a third party service. This document explains how we collect, use and handle your information when you visit our website or use the web app. These are called “Services”.

What information we collect and why

In order to provide our Services and help protect and improve Kayla, we collect certain information which is described below.

Account data. We collect your login information when you create an account with Kayla. We only keep an encrypted version of your password. To help with customer service, we can view account activity such as team members emails, comments and files.

Financial data. We will never store your credit card details. When you make a payment towards a plan, we use Stripe to collect the payment. To make sure your plan is active, we keep a transaction record of your payment. These will never be shared with any third party.

Usage information. To make sure we continuously improve our Services, we collect aggregated information about how you use Kayla. This can be information such as how long the average request takes to complete, how many projects most teams have and so on. If you have feedback on how we can improve Kayla, please let us know by visiting our forum.

Cookies and other technologies. To make it quicker to login to your account, we use functional cookies to store your login information. We also use Pixel tags to help us improve our Services by collecting Non-Personally Identifiable Information. This is information such as country and type of browser.

Marketing. To help keep the prices of our plans low, we might send you emails with great offers from time to time if you have opted in to our email list. You can opt out at any time by clicking the unsubscribe link at the bottom of the email or by visiting your email account settings.

Sharing your data

We will not share your data with advertisers. We will only share information with third party services if they apply to one of the reasons below, such as when we suspect illegal activity.

Law & order and the public interest. If we have reasonable proof to believe that an account is involved in fraudulent, abusive, violent or illegal activity, we have the right to disclose this information to the proper authorities. This also applies to cases where disclosing information would be in the public interest.

Others working for and with Kayla. To host Kayla, backup files and improve the Services, Kayla use third party providers. We are responsible for making sure third party suppliers comply with our Privacy Policy. For a list of trusted third parties that we use to process your personal information, please click here.

Other project users. When you join a project or invite project members to your account, Kayla will display their email, profile picture and their name. If you have chosen to share a file with someone, they will have access to this file and can see the submission details like when it was submitted, any comments and download the file. In the case that a contributor signs over their invite to a colleague, the contributor who initially received the request will lose their rights to access of any files or correspondence associated with that project.

How do we collect information

Security. We have taken extra care to protect your data. In addition to offering, and recommending 2 factor authentication, we have developed our own password strength meter which has a higher requirement for passwords. We also use encryption to protect your passwords.

User controls. You can access, amend and delete your profile information by logging in to your Kayla account and going to your profile page. You can also change your current plan in your account settings.

Retention. When you create a new account or accept an invitation to join an existing team, we will maintain your profile information for as long as your account is active or for as long as is legally required by us. If you are an Account Owner and decide to close your account, we will ask that you assign a new Account owner within 30 days to make sure files and data are not lost. For all other users, you have 30 days to download any files after you have deleted your account. You will receive email notifications warning you that your account is about to close.

Changes to the business.  In the case that Kayla changes in a way that affects our legal structure or business ownership, such as acquisition or a merger, we will let you know how this affects you and you can choose to opt out of the service. We will notify you if we make any changes to the Privacy Policy that significantly alter your rights.

Your right to control and access your information

You have control over your personal information and how it is collected, used and shared. For example, you have a right to:

  • Erase or delete your Kayla account
  • Change or correct personal data. You can manage your account and the content contained in it, as well as edit some of your personal data, through your account settings page.
  • Access and take your data. You can ask us for a copy of data you provided to us.


If you have any questions regarding how we collect, store or use your data, please get in touch over email at [email protected] and we will help you resolve your question.