Kontiva
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Kontiva [559537-6145], (“Kontiva,” us, “we,” or “our”) is committed to protecting and respecting your privacy.

We value your privacy and are committed to protecting your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, www.kontiva.com.

Please read this policy carefully to understand our views and practices regarding your personal data and how we will treat it.

What data do we collect?

Kontiva collects the following data:

  • Personal identification information
    • Name
    • Email address
    • Phone number

How do we collect your data?

You directly provide Kontiva with most of the data we collect. We collect and process data when you:

  • Voluntarily complete a form or provide feedback on any of our message boards or via email.
  • Use or view our website via your browser’s cookies.

How will we use your data?

Kontiva collects your data so that we can:

  • Process your form or manage your request.
  • Email you with special offers on other products and services we think you might like.
  • We do not use your data to train large language models (LLMs) or AI systems.

Marketing

Kontiva would like to send you information about our products and services that we think you might like.

If you have agreed to receive marketing, you may always opt out at a later date. You have the right at any time to stop Kontiva from contacting you for marketing purposes.

What are your data protection rights?

Kontiva would like to make sure you are fully aware of all of your data protection rights. Every user is entitled to the following:

  • The right to access – You have the right to request Kontiva for copies of your personal data. We may charge you a small fee for this service.
  • The right to rectification – You have the right to request that Kontiva correct any information you believe is inaccurate. You also have the right to request Kontiva to complete the information you believe is incomplete.
  • The right to erasure – You have the right to request that Kontiva erase your personal data, under certain conditions.
  • The right to restrict processing – You have the right to request that Kontiva restrict the processing of your personal data, under certain conditions.
  • The right to object to processing – You have the right to object to Kontiva’s processing of your personal data, under certain conditions.

If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact us at our email: info@kontiva.com

Email integrations and OAuth scopes

When you choose to connect your email, Kontiva requests the minimum OAuth scopes needed to send email on your behalf and, for some providers, to show a limited view of your messages. OAuth access tokens and refresh tokens are stored in our systems only in encrypted form and are transmitted over secure (HTTPS) connections.

Gmail

When you connect a Google account, Kontiva uses Google APIs to access limited "Google user data" so that we can send email from your Gmail account and keep the connection between Kontiva and Google working.

  • We obtain your basic profile information and email address via the openid, email, and profile scopes.
  • We use the https://www.googleapis.com/auth/gmail.send scope only to send email that you explicitly ask Kontiva to send on your behalf. This scope does not allow us to read or delete your existing Gmail messages.
  • When you send an email through Kontiva, we process the message content (such as recipients, subject line, and body) to deliver the message via Gmail and to provide features like conversation history, reminders, and reporting inside Kontiva.
  • We do not use Google user data (including Gmail message content and metadata) for advertising, profiling unrelated to Kontiva, or to sell or rent your data to third parties.
  • We do not share Google user data with any third party except (a) service providers that help us operate Kontiva (such as cloud hosting providers) under data protection agreements, or (b) when we are legally required to do so.
  • Human access to Google user data is strictly limited to a small number of authorized personnel and only when necessary to investigate a specific support request, security incident, or legal obligation. Such access is logged where technically feasible.

Retention and deletion of Google user data

"Google user data" means any information we obtain from your Google account via OAuth (including your email address, basic profile information, OAuth tokens, and any Gmail data required to send messages on your behalf).

  • We retain Google user data only for as long as necessary to provide the features you have enabled, troubleshoot issues, or comply with legal obligations. For example, we may store a copy of email metadata (such as recipient addresses and subject lines) and a text summary of emails you send through Kontiva so that we can show you your communication history.
  • If you disconnect your Google account from Kontiva or request deletion of your account, we remove stored Google OAuth tokens and application-level copies of Google user data within a reasonable period of time, subject to any legal retention requirements.
  • You can revoke Kontiva's access to your Google account at any time from your Google Account security settings; after revocation our systems can no longer access new data from your Google account.
  • We do not store full Gmail mailbox archives in our systems. Gmail messages remain primarily in your Google account, and any cached copies in Kontiva are kept only as long as needed to provide the service.
  • We may retain aggregated or anonymized data that does not identify you personally for analytics or reporting purposes.

Data protection for Google user data and other sensitive information

  • All connections between Kontiva, your browser, and Google APIs use HTTPS/TLS to protect data in transit.
  • Google OAuth access tokens and refresh tokens are encrypted using industry-standard encryption before being stored in our database, and are never stored in plain text.
  • Access to production systems that store Google user data and other sensitive information is restricted to a small number of authorized personnel using strong authentication and role-based access controls.
  • We log and monitor access to our production systems to detect unusual activity and to support incident investigation and response where necessary.
  • For emails sent through Kontiva, we store only the information needed to provide features like communication history and reporting (such as recipient addresses, subject lines, and a text summary of the message) and treat this information as confidential business correspondence.
  • Any cookie-based analytics or advertising described elsewhere in this policy is based on website usage data and does not use Google user data obtained via OAuth or the Gmail API.

Outlook (Microsoft Graph)

  • openid
  • profile
  • email
  • offline_access
  • Mail.Send
  • User.Read

Cookies

Cookies are text files placed on your computer to collect standard Internet log information and visitor behavior information. When you visit our website, we may collect information from you automatically through cookies or similar technology.

How do we use cookies?

Kontiva uses cookies in a range of ways to improve your experience on our website, including:

  • Understanding how you use our website
  • Enhancing website functionality and performance
  • Analyzing traffic and user behavior to improve our services

What types of cookies do we use?

There are a number of different types of cookies, however, our website uses:

  • Functionality – These cookies allow us to recognize you on our website and remember your previously selected preferences. These could include what language you prefer and location you are in. A mix of first-party and third-party cookies are used.
  • Advertising – These cookies collect information about your visit to our website, the content you viewed, the links you followed and information about your browser, device, and your IP address. Kontiva sometimes shares some limited aspects of this data with third parties for advertising purposes.

How to manage cookies

You can set your browser not to accept cookies, and the above website tells you how to remove cookies from your browser. However, in a few cases, some of our website features may not function as a result.

Privacy policies of other websites

The Kontiva website contains links to other websites. Our privacy policy applies only to our website, so if you click on a link to another website, you should read their privacy policy.

Changes to our privacy policy

Kontiva keeps its privacy policy under regular review and places any updates on this web page. This privacy policy was last updated on 18th of November 2025.

How to contact us

If you have any questions about Kontiva’s privacy policy, the data we hold on you, or you would like to exercise one of your data protection rights, please do not hesitate to contact us.

Email us at: info@kontiva.com