Privacy Policy

1. Who we are

Koban provides software and hosted services for organizations that need visibility and control over their computing environments. If you have questions about this policy, contact us at hello@kobanhq.com.

2. Information we collect

The information we collect depends on how you interact with the Services and may expand as we add features. In general, we collect the following categories of information:

Information you provide

Information you choose to give us, such as when you create an account, request access, contact support, subscribe to a paid plan, or otherwise communicate with us. This may include contact details, organization information, billing-related information handled by our payment providers, and the content of your messages.

Information from your use of the Services

Information generated when you or your organization use our software, agents, integrations, or hosted platform. This may include device or environment metadata, configuration and inventory data, operational telemetry, alerts, and other information needed to deliver the functionality you enable. Where an organization deploys our software on behalf of its users, we process this information on that organization's instructions.

Information collected automatically

Information collected through normal operation of our website and platform, such as log data, usage patterns, diagnostic information, approximate location derived from IP address, browser or device characteristics, and data collected through cookies or similar technologies as described in our Cookie Policy.

3. How we use information

We use the information we collect to:

• Provide, operate, maintain, and improve the Services.
• Authenticate users, process transactions, and manage customer accounts.
• Deliver the features, reporting, notifications, and integrations you or your organization configure.
• Respond to inquiries, provide support, and send service-related notices.
• Monitor for abuse, security incidents, and compliance with our terms.
• Analyze usage in aggregated or de-identified form to improve reliability, performance, and product design.
• Comply with legal obligations and enforce our agreements.

4. Legal bases (EEA and UK)

Where applicable, we rely on contract performance to deliver the Services, legitimate interests to secure and improve our platform, consent for non-essential cookies, and legal obligations where required.

5. How we share information

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

• Service providers that help us host infrastructure, process payments, send email, or provide customer support, under confidentiality obligations.
• Your organization's authorized administrators and other parties you or your organization authorize to access the Services.
• Authorities or other parties when required by law or to protect the rights, safety, and security of Koban, our customers, or others.
• A successor entity in connection with a merger, acquisition, or asset sale, subject to this policy or a successor notice.

6. Data retention

We retain information for as long as needed to provide the Services, fulfill the purposes described in this policy, and meet legal, accounting, or security requirements. Retention periods may vary by data type and customer configuration. You may request deletion subject to contractual and legal constraints.

7. Security

We use administrative, technical, and organizational measures designed to protect information, including encryption in transit, access controls, and monitoring. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

8. International transfers

If you access the Services from outside the country where our infrastructure is located, your information may be processed in jurisdictions that may have different data protection laws. Where required, we use appropriate safeguards for cross-border transfers.

9. Your rights and choices

Depending on your location, you may have rights to access, correct, delete, restrict, or port personal information, and to object to certain processing. If you use the Services through an organization, that organization may control much of the information we process on its behalf; contact your administrator first where appropriate. To exercise rights relating to your direct relationship with Koban, email hello@kobanhq.com.

10. Children

The Services are intended for business use and are not directed to children under 16. We do not knowingly collect personal information from children.

11. Changes to this policy

We may update this Privacy Policy as our Services, practices, or legal requirements change. We will post the revised version on this page and update the “Last updated” date. Material changes may also be communicated by email or in-product notice where appropriate.

12. Contact

Questions about this Privacy Policy may be sent to hello@kobanhq.com.