Privacy Policy

1. Introduction

KitoPro.ai ("we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI-powered IT training platform and services. We comply with applicable data protection laws, including the UAE Personal Data Protection Law (PDPL) and international best practices.

2. Information We Collect

We collect the following types of information:

• Account Information: Full name, email address, password (encrypted), and role (admin or user).
• Profile Data: Display name, bio, role title, experience level, and skill level.
• Activity Data: Lab attempts, scores, feedback, progress, badges, streak data, and timestamps.
• Interview Prep Data: Practice answers, audio/video recordings (for transcription only during active sessions), and AI-generated feedback.
• Technical Data: IP address, browser type, device information, and usage logs.
• Communication Data: Emails, support tickets, and feedback you submit to us.

3. How We Use Your Information

We use your information for the following purposes:

• To provide, operate, and maintain the KitoPro.ai platform and its features.
• To create and manage your account and authenticate your identity.
• To evaluate your lab submissions and interview answers using AI and generate feedback.
• To track your progress, award certificates, and display achievements.
• To send you service-related notifications, updates, and important announcements.
• To respond to your inquiries and provide customer support.
• To analyze usage patterns and improve our platform, labs, and AI evaluation quality.
• To detect, prevent, and address technical issues, fraud, or security violations.
• To comply with legal obligations and protect our rights.

4. Legal Basis for Processing

We process your personal data based on the following legal grounds:

• Consent: You have agreed to the processing of your data for specific purposes.
• Contractual Necessity: Processing is necessary to provide the services you requested under our Terms of Use.
• Legal Obligation: We are required to process data to comply with applicable laws.
• Legitimate Interests: Processing serves our legitimate business interests, such as platform improvement and security.

5. Data Sharing and Disclosure

We do not sell your personal data. We may share your information with:

• Service Providers: Third-party vendors who assist with hosting, AI processing, email delivery, analytics, and payment processing, under strict confidentiality agreements.
• Legal Authorities: When required by law, court order, or to protect our legal rights and safety.
• Business Transfers: In connection with a merger, acquisition, or asset sale, subject to confidentiality protections.
• Team Administrators: Enterprise plan administrators can view progress data for their team members only.

6. Third-Party AI Technology & Data Protection

KitoPro.ai uses third-party software and AI services to power our training labs, interview coaching, and evaluation features. We want you to know exactly how your data is handled within this AI-powered environment:

• Third-Party AI Software: We rely on trusted third-party AI providers to generate evaluations, feedback, and interview simulations. These providers process data strictly on our behalf under contractual safeguards and never retain or reuse your data for their own purposes.
• Data Protection & Safety: All KitoPro user data — including lab submissions, interview answers, and recordings — is protected with industry-standard encryption in transit and at rest, and access is restricted to authorised personnel only.
• No Sharing with Third Parties: Your personal data and content cannot and will not be shared with, sold to, or stored in any third-party databases or external sources for their own use. Third-party AI providers act only as processors and are bound by strict confidentiality agreements.
• Right to Removal on Request: You may request the removal of your data at any time. Upon a verified client request, KitoPro will permanently delete your personal data and associated content from our systems and instruct our AI processors to delete any corresponding copies.
• You Stay in Control: You can request access, correction, export, or deletion of your data at any time through our support channels, and we will action your request within 30 days.

7. Data Security

We implement industry-standard technical and organizational security measures to protect your data, including encryption in transit (TLS/SSL), encrypted password storage, access controls, regular security reviews, and restricted internal access on a need-to-know basis. However, no method of transmission over the internet is 100% secure, and we cannot guarantee absolute security.

8. Data Retention

We retain your personal data for as long as your account is active or as necessary to provide our services. We also retain data to comply with legal obligations, resolve disputes, and enforce our agreements. Account data and activity records are typically retained for the duration of your subscription plus 90 days, after which they are permanently deleted unless legal requirements dictate otherwise.

9. Your Privacy Rights

Depending on your jurisdiction, you may have the following rights:

• Access: Request a copy of the personal data we hold about you.
• Rectification: Request correction of inaccurate or incomplete data.
• Erasure: Request deletion of your personal data (subject to legal exceptions).
• Restriction: Request that we limit processing of your data under certain conditions.
• Data Portability: Request your data in a structured, machine-readable format.
• Objection: Object to processing based on legitimate interests or for direct marketing.
• Withdraw Consent: Withdraw consent at any time without affecting prior processing.

To exercise any of these rights, please contact us through the support channels below.

10. Cookies and Tracking Technologies

We use cookies and similar technologies (web beacons, pixels, local storage) to operate and improve our platform, remember your preferences, analyze traffic, and provide a personalized experience. You can control cookies through your browser settings, but disabling them may affect functionality.

11. Children's Privacy

KitoPro.ai is not directed to individuals under 16 years of age. We do not knowingly collect personal data from children. If you believe we have collected data from a minor, please contact us immediately, and we will delete it.

12. International Data Transfers

Your data may be processed and stored on servers located outside your country of residence, including cloud hosting providers in the United States and Europe. We ensure appropriate safeguards are in place for such transfers, in compliance with applicable data protection laws.

13. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by posting the updated policy on this page and updating the "Last updated" date. We encourage you to review this page periodically.

14. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or your personal data, please contact our Data Protection team: