Leiko Privacy Policy
Leiko is operated by Keidas AI Oy (Business ID 3446327-3), Kanavakatu 1 A 3009, FI-00160 Helsinki, Finland (“Keidas AI”, “we”, “us”). This policy explains how we process personal data when you use the Leiko application and related services (“Service”) or visit leiko.ai (“Website”).
Privacy contact: privacy@leiko.ai
1. Who this policy is for
If you use Leiko (you have an account), we are the data controller for your account, billing, and usage data, and a data processor for the business content you bring into Leiko (your emails, customers, invoices, receipts, calendar). Processing of that business content is governed by our Data Processing Agreement (“DPA”), which forms part of our Terms of Service.
If you are a customer, supplier, or correspondent of a Leiko user — for example, your email or invoice details appear in their workspace — that business is the data controller of your data. Please direct requests to them; we assist them as their processor. Section 12 explains how we help.
2. What Leiko does with data, in one paragraph
Leiko is an AI-assisted admin service for small businesses. When you connect your accounts, Leiko reads your email, calendar, receipts, and invoicing data to prepare drafts, reminders, summaries, and bookkeeping-ready records. Leiko prepares; you approve. Nothing is sent to anyone outside your workspace without your explicit confirmation.
3. Data we collect
Account and profile data. Email address, name, password (stored as a hash by our authentication provider), optional avatar, language, and the information you give during onboarding (company name, role, business type, preferences).
Business identity data. If you set up invoicing: your legal name, Business ID (Y-tunnus), VAT ID, address, bank account details (IBAN, BIC, bank name). These appear on invoices you create.
Email data (Google account required). If you connect Gmail, we sync message metadata (sender, recipients, subject, date, snippet) and message content, including attachments, to provide summaries, classification, drafts, task suggestions, and receipt capture. We also analyze a sample of your sent messages to learn your writing style so drafts sound like you. Drafts we prepare are stored in Leiko and are only sent through your Gmail account after you press Send. Sent messages are archived in your workspace. See Section 6 for our Google-specific commitments.
Calendar data. If you connect Google Calendar, we sync events in a rolling window (roughly one day back to 30 days ahead): title, description, location, time, participants (name and email), and meeting links. Sync is bidirectional for events you manage in Leiko.
Receipts and expenses. Receipt images and PDFs you photograph, upload, or that arrive as email attachments; the text we extract from them (OCR); and the structured fields we derive (vendor, amount, date, VAT, payment card's last four digits if printed on the receipt).
Invoicing and customer data. Your customer register (names, emails, phone numbers, addresses, tax/VAT IDs, notes), invoices and their line items, generated invoice PDFs, and delivery records (who an invoice was emailed to, and when).
Assistant data. Your chat conversations with the Leiko assistant, including the results of actions the assistant takes on your behalf, and “memories” — short notes Leiko keeps about your preferences, business, and working relationships to personalize the Service. You can view, export, and delete memories in the app. If you import a profile exported from another AI assistant, we process and store that text as memories.
Learned context. To automate routine matching, Leiko builds working context from your data: which email senders map to which customers, per-contact communication style (language, formality, tone), merchant-to-customer allocation rules, and per-customer patterns. This context stays inside your workspace and is used only to provide the Service to you.
Device and notification data. Push notification token, platform, device name, and timezone, if you enable notifications. Notification content can include email subjects, sender names, summaries, and amounts, and transits our push delivery providers (Section 8).
Billing data. Your email address and internal account ID are shared with Stripe, our payment provider. Card details are entered on Stripe-hosted pages and never touch our servers. We store subscription identifiers, plan, and status.
Usage and technical data. Feature usage events, AI usage metrics (token counts, model, latency — not the content of prompts or responses), and short-lived operational server logs.
Waitlist. If you join the waitlist on the Website, we store your email address and the form location.
What we do not collect. No advertising or third-party analytics SDKs in the app or on the Website. No location tracking. No access to your device contacts. Voice input is transcribed by your device's operating system; audio is not sent to our servers — only the resulting text, if you submit it.
4. Purposes and legal bases
| Purpose | Data | Legal basis (GDPR Art. 6) |
|---|---|---|
| Providing the Service: sync, drafting, summaries, invoicing, receipt capture, task and calendar management | Account, business identity, email, calendar, receipts, invoicing, assistant, learned context | Performance of a contract (6(1)(b)); for business content we act as processor on your instructions |
| Connecting your Google account | Google user data per granted scopes | Consent (6(1)(a)) — you grant and can revoke access at any time |
| Billing and subscription management | Billing data | Performance of a contract (6(1)(b)); legal obligation (6(1)(c)) for our own accounting records |
| Push notifications | Device and notification data | Consent (6(1)(a)) via your device permission |
| Service security, abuse and fraud prevention, fair-use enforcement | Usage and technical data | Legitimate interest (6(1)(f)) in a secure, reliable service |
| Service development and quality | Aggregated or de-identified usage metrics | Legitimate interest (6(1)(f)); we do not use your content for this |
| Product communications to account holders, launch communications to the waitlist | Email address | Legitimate interest (6(1)(f)) in communicating with customers; every message includes an opt-out |
5. AI processing
Leiko's intelligence runs on third-party AI models. All AI calls are made from our servers; the models act as our processors:
- Anthropic (Claude): assistant conversations, substantive email drafting, receipt text parsing, and periodic profile summaries. Inputs can include your chat messages, excerpts of email content, receipt text, and relevant business context (customers, invoices, calendar, tasks, memories).
- Google (Gemini): email classification and summarization, attachment analysis (including document images), quick drafts, memory and style extraction, and daily-brief generation.
- Google Cloud Vision: optical character recognition on receipt images and PDFs.
- Google Custom Search: when you ask the assistant to search the web, only the search query is sent.
Our commitments: we use paid, business-tier AI services under data processing terms; your data is not used to train these providers' general-purpose models; AI outputs (summaries, drafts, extracted fields) are stored in your workspace, where you can review, correct, or delete them.
Automated decision-making. Leiko classifies, prioritizes, and suggests automatically — for example, flagging an email as needing a reply, suggesting a task, or proposing which customer a receipt belongs to. Suggestions are marked for your review. Leiko does not make decisions producing legal or similarly significant effects about you without human involvement: outbound actions (sending emails or invoices) always require your explicit approval.
6. Google user data
Leiko's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.
Scopes we request and why:
| Scope | Why |
|---|---|
gmail.modify | Read your messages to provide summaries, classification, drafts, task suggestions, and receipt capture; apply labels/read status you manage through Leiko |
gmail.send | Send emails and invoices from your address — only when you explicitly approve each send |
calendar, calendar.events | Read and sync your calendars and events; create and update events you manage through Leiko |
userinfo.email, userinfo.profile | Identify the connected account and show it in settings |
In line with Limited Use: we only use Google user data to provide and improve user-facing features of Leiko for you; we do not transfer it to third parties except as necessary to provide those features (the processors in Section 8), to comply with law, or as part of a merger or acquisition with prior notice; we do not use it for advertising; we do not allow humans to read it except with your explicit permission, where necessary for security or abuse investigation, to comply with law, or in aggregated, de-identified form for internal operations; and we do not use Google user data to train generalized AI or machine-learning models. Our AI providers process it solely to deliver the features described above and are contractually prohibited from training on it.
You can disconnect Google at any time in Leiko's settings or via your Google Account permissions. Disconnecting Gmail deletes the synced email content from your workspace.
7. How long we keep data
| Data | Retention |
|---|---|
| Account, business content (customers, invoices, receipts, tasks, memories, learned context) | For as long as your account exists; deleted within 30 days of account deletion |
| Synced email content | Until you disconnect Gmail (deleted immediately) or delete your account |
| Assistant chats | Until you delete the thread or your account |
| Billing records | As required by Finnish accounting law (generally 6 years from the end of the financial year) |
| Operational server logs | Short rotation periods; logs do not contain your content |
| Waitlist | Until launch communications conclude or you opt out |
| Backups | Residual copies are purged in the ordinary backup rotation cycle after deletion |
If your subscription ends without you deleting the account, the account continues on the free tier's limits and your data remains available to you. Note on bookkeeping material: Leiko is not a statutory archive. Your obligation to retain accounting records (in Finland, generally 6 years) is yours; export your material before deleting your account.
8. Recipients
We use a small set of service providers as processors: Supabase (database, authentication, file storage), Google Cloud (application hosting, OCR, messaging infrastructure, web search), Google Gemini and Anthropic (AI processing), Stripe (payments), and Expo with Apple/Google push services (notification delivery and app updates). The current list, purposes, and locations are maintained in our Subprocessor List, which also applies under the DPA. We give account holders at least 30 days' notice of subprocessor changes.
We do not sell personal data. We do not share it with advertisers. We disclose data to authorities only where legally required.
Access within Keidas AI is limited to personnel who need it to operate the Service or to help you at your request, under confidentiality obligations.
9. International transfers
Our application and database are hosted in the EU (Google Cloud, Belgium; Supabase, Stockholm). Some processors — in particular AI providers, Stripe, and push delivery — process data in the United States. Those transfers rely on the EU–U.S. Data Privacy Framework where the provider is certified, and otherwise on the European Commission's Standard Contractual Clauses with supplementary measures.
10. Security
Measures include: TLS encryption in transit; provider-level encryption at rest; OAuth tokens encrypted at application level (AES-256) before storage; files (receipts, invoice PDFs, attachments) stored in private buckets and served only through short-lived signed URLs; per-workspace application-level access controls isolating each customer's data; role-based, need-to-know access for our personnel; EU-region infrastructure; and content kept out of operational logs. No system is perfectly secure; if a breach affects your data, we will notify you and the supervisory authority as required by GDPR Articles 33–34.
11. Your rights
You have the right to access, rectify, and erase your personal data, restrict or object to processing, data portability, and to withdraw consent (for example by disconnecting Google) without affecting prior processing. Much of this is available directly in the app: you can edit your profile, delete chats and memories, disconnect integrations, and delete your account in Settings. For anything else, email privacy@leiko.ai; we respond within 30 days. Account deletion removes your data per Section 7.
If you believe our processing infringes data protection law, you can lodge a complaint with the Finnish supervisory authority: Office of the Data Protection Ombudsman (Tietosuojavaltuutetun toimisto), www.tietosuoja.fi.
12. If you are a contact of a Leiko user
Your data (for example, an email you sent them, or your details on an invoice) is controlled by that business. We process it only on their instructions to provide them the Service, we do not use it for our own purposes or advertising, and we do not build profiles about you across customers. Contact the business directly to exercise your rights; if you contact us, we will forward your request to them and assist as their processor.
13. Cookies and local storage
We do not use advertising or analytics cookies anywhere. The app stores your session and preferences in device storage. The Website sets no cookies for visitors; a session cookie exists only for our own CMS administrators. Our billing page stores your session token in browser local storage. Details are in the Cookie Notice. Because we use only strictly necessary storage, no consent banner is shown.
14. Children
The Service is intended for business use by adults. We do not knowingly process data of persons under 18 as account holders.
15. Changes
We will post changes here and update the effective date. For material changes, account holders receive at least 30 days' notice by email or in-app.
16. Contact
Keidas AI Oy · Business ID 3446327-3 · Kanavakatu 1 A 3009, FI-00160 Helsinki, Finland · privacy@leiko.ai
This policy is drafted in English. If it is translated, the English version prevails.