Privacy

How we handle your information

This notice explains what Kavalo collects, why, who helps us handle it, and the choices you have. It covers this website, the Kavalo app, the phone lines, texts and emails we run, and the work we do for our clients. If anything is unclear, ask us through the contact page.

Who we are

Kavalo Digital Transformation LLC ("Kavalo", "we", "us") builds and runs business systems for barns, farms and ranches. You can reach us through the contact page, by email at zac@kavalo.ai or by phone at 415-917-7211.

What this notice covers

We handle information in two roles.

Our own records. When you visit this website, contact us, book a consultation, sign up for the Kavalo app, become a client, or call, text or email Kavalo, we decide how that information is used. Most of this notice is about that.
Information we handle for our clients. Our clients use the Kavalo app and the systems we build to run their businesses: websites, booking pages, forms, texts, emails, phone lines, AI assistants and customer records. What their customers give them belongs to the client, and we handle it only for the client. If you are a customer of one of our clients, that business's own privacy notice applies, and Information we handle for our clients explains our part.

The Kavalo app is the software our self-serve plans run on, at my.kavalo.app.

What we collect

What you give us

Contact details: your name, email, phone number and business name.
About your operation: what you tell us in forms, bookings, surveys, emails, calls and meetings, including your answers to Find your starting point or the time-back calculator, if you choose to send them to us.
Consultation bookings: the time you pick and your answers to the booking questions.
Account details: when your business signs up for the Kavalo app, the business's details, and each user's name, email, phone number and sign-in details. Passwords are stored scrambled, so they cannot be read back.
Signatures: when you sign a quotation or a document online, your name, your signature, the time and your IP address. Some signing pages also ask your browser for your location, which you can refuse.
Billing details: what you bought, invoices and payments. Card and bank details are taken by our payment processors; we see only what we need, such as the card type, its last four digits and whether a payment went through.
Work we do together: support requests, and what you share while we work for you, such as documents, the data you ask us to move, and access to your systems.

What we collect as you use our services

Device and log details: your IP address, browser and device type, the pages and screens you use, dates and times, and errors. Page addresses are part of this; a link to a time-back estimate carries its numbers in the address.
Cookies: see Cookies and similar tools.
Calls and messages: when you call or text a Kavalo line, the number, the time, the length of a call and the messages. When an AI assistant answers, an AI service turns what you say into text so it can reply, and we keep a summary. A call is recorded only where that is turned on. The call tells you both at the start.

What others give us

Your business: if your business invites you to its Kavalo account, it gives us your name, email and role.
Business data services: when you send an inquiry from a business email address, our business software may look up public facts about the company, such as its size, industry and location.
Payment processors and carriers: whether a payment went through, and whether a call connected or a message was delivered.
Services you connect: such as social media, business listing, calendar or accounting accounts, which share what you authorize.

Please do not send us passwords, account numbers, card details or health information through a form, text, chat or call.

How we use it

To reply to you and prepare for a conversation you asked for, including the survey that comes with a consultation.
To set up, run and support what you bought, including the Kavalo app and the work in your quotation.
To bill you and keep business and tax records.
To send service messages: replies, booking confirmations and reminders, and account, security and billing notices.
To keep our services secure, prevent fraud and misuse, and fix problems.
To improve our services from how they are used.
To follow the law, enforce our terms, and protect people's rights and safety.
To send news and offers, only if you asked for them. You can stop at any time.

We do not sell your information. We do not share it for advertising based on what you do on other websites, and we do not add you to marketing emails unless you ask us to.

AI

AI is part of how we make good systems affordable for smaller operations. Depending on what you use, AI may:

answer calls, texts, chat and social messages, and book appointments;
turn calls into text, and summarize calls and messages for a person to read;
write surveys and follow-up questions, and draft plans, messages, website text and setup;
help our engineers build, test and run systems.

Kavalo's own AI assistants tell you they are automated, on calls, texts, chat and social messages. We set up the assistants we run for clients the same way, and our terms require clients to keep that notice. Some AI work goes out without a person reading it first, such as the follow-up questions in a survey; other drafts are checked by a person where the service includes review. Kavalo does not use AI to make decisions about you that have legal or similarly significant effects; people make those.

To do this work, we send what each task needs to AI services that process it for us. We do not use the information in a client's account to train AI models, and we use AI services only on business terms or settings that do not let them train their models on what we send. Before we turn on an AI feature built into other software, we check its terms.

Discovery surveys and AI

When you book a consultation or ask for a discovery survey, we email you a survey and keep your answers in our business system. An AI model, Claude, made by Anthropic, reads your answers on our behalf to write any follow-up questions and a first plan for our team. We send it your business answers, not your name, email address or phone number. Under Anthropic's commercial terms it does not use them to train its models, and it deletes them within 30 days unless they are flagged for misuse. Follow-up questions are sent to you automatically; a person at Kavalo reviews the plan before discussing it with you.

Phone calls

If an AI assistant answers a Kavalo line, it tells you so at the start of the call, says that our service providers turn the call into text, and says whether it is recorded. You can ask to speak with a person, and someone will get back to you. On lines we set up for clients, the client decides whether calls are recorded, and we set the line to tell callers at the start. A client that changes that greeting is responsible for the notice.

Text messages

If you give us your mobile number and agree to receive texts, we text you about your inquiry, consultation, account or support. We send marketing texts only if you agreed to them separately. Message frequency varies. Message and data rates may apply. Reply STOP, or tell us any other way, to stop at any time. Reply HELP for help. Agreeing to texts is never a condition of buying anything.

No mobile information will be shared with third parties/affiliates for marketing/promotional purposes. Information sharing to subcontractors in support services, such as customer service, is permitted. All other use case categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

Texts our clients send through the Kavalo app are that business's messages, and the business is responsible for having your consent. Reply STOP to any of them to stop texts from that business.

Emails

We send service emails about your inquiry, account and work. Marketing emails go only to people who asked for them, and each one has a link to unsubscribe. Emails our clients send through the Kavalo app come from that business: use the unsubscribe link in them, or contact the business.

Information we handle for our clients

A business that uses the Kavalo app, or a system we build or run, may keep information there about its customers, staff and animals: names and contact details, bookings, waivers, horses and herds, payments, messages, call recordings and transcripts, reviews and notes. For this information:

The client decides what is collected and why, and its own privacy notice applies. Questions and requests go to that business.
We handle it only to provide, support and secure the client's services, on the client's instructions and as our agreement and the law require. We may also learn from how the services are used, with no one identified, to run and improve them, and we do not try to identify anyone from that.
We do not sell it, we do not use it to market our own services, and we do not use it to train AI models.
Each client's information is kept in its own account, separate from other clients'.
Each client is responsible for the notices and consents its customers need, including consent for texts and recorded calls, and a parent's or guardian's consent for a child where the law requires it.
Payments a client takes from its customers go through a payment processor account in the client's name. Card details go to that processor, not to us.
If you contact us about information a client holds, we pass your request to that client and help them answer it.

We share information only as needed:

Service providers that help us run Kavalo, under terms that limit how they may use it: cloud hosting, the software the Kavalo app runs on, our business software and its business data service, email and calendar, phone and text carriers, payment processors, AI services, and support and security tools.
The business you work with. If you are a user in a client's Kavalo account, that client can see what you do in its account.
Services you connect, as you authorize.
Professional advisers, such as lawyers and accountants, who must keep it confidential.
Authorities and others, when the law requires it, or to protect the rights, property or safety of people, our clients or Kavalo.
A buyer or successor, if Kavalo is sold or merged, who must protect it as this notice says.
Anyone else, with your permission.

None of this sharing includes text messaging opt-in data and consent; see Text messages. We have not sold personal information, and we do not share it for targeted advertising.

Cookies and similar tools

This website sets three small cookies of its own: one keeps your visit working, for example while you fill in a form or book a time; one remembers your language; and one remembers your time zone so times show correctly. It also keeps a few settings in your browser's storage. Our website software keeps basic records of which pages are visited, to run and improve the site. We do not use advertising cookies, tracking pixels or analytics from other companies on this website.

The Kavalo app runs on software we license from another company, which hosts it for us. It uses cookies and similar storage to keep you signed in, remember your settings and keep accounts secure. Its pages also load tools from other companies: for signing in with another account, for fonts, for spotting errors and automated traffic, and for measuring how the app is used. Those companies may receive your IP address and the page you are on, and may set their own cookies under their own privacy policies. The team app you install from an app store is published by our software company, and its privacy policy also applies.

This website does not track you across other websites and lets no other company do so, so it works the same whether or not your browser sends a Do Not Track signal. The Kavalo app does not respond to Do Not Track signals either. If your browser sends a Global Privacy Control signal, we treat it as a request to opt out of any sale or sharing of your information; we do neither. Your browser lets you block or delete cookies, though forms, bookings and signing in may not work without them.

How long we keep it

Inquiries and bookings: as long as we need them to answer you and follow up. You can ask us to delete yours at any time.
Client and account records: while you are a client, then as long as the law requires for business and tax records, or as needed to settle a dispute.
Information we handle for clients: while our agreement with the client lasts. When it ends, we return or delete it as the agreement and our terms say. Backups are overwritten on their normal schedule.
Call recordings and transcripts: for the time set by the business that runs the line. On Kavalo's own lines, only as long as we need them to follow up.
Logs: as long as we need them to run and secure the services.

How we protect it

We use encrypted connections, named accounts with the least access that works, and a separate account for each client. We never ask for passwords by email or chat. No system is perfectly secure. If a breach affects your information, we tell you as the law requires, and we tell affected clients promptly.

Your choices and rights

You can ask us to:

tell you what we hold about you and give you a copy;
correct it;
delete it;
stop marketing to you, at any time: use the unsubscribe link, reply STOP to a text, or ask us.

Send a request through the contact page, by email to zac@kavalo.ai or by phone at 415-917-7211. We confirm who you are before we act, usually by checking details we already have, and we answer within 45 days. If someone asks on your behalf, we may ask for proof that you authorized them. We will not treat you differently for using these rights. If we cannot do what you ask, we tell you why, and you can ask us to look at it again.

Some of these are legal rights where you live, for example in California and other states with privacy laws. If the information is held for one of our clients, we pass your request to that client.

California residents

In the last 12 months we collected these kinds of personal information: identifiers, such as your name, email, phone number and IP address; customer records, such as business and billing details; commercial information, such as what you bought or asked about; internet activity, such as how you use our website and app; audio and electronic information, such as calls and messages; and professional information, such as your business and role. The sources, purposes and how long we keep each are described above. We disclosed each kind, for business purposes, to the service providers and other recipients listed in Who we share it with. We do not sell or share personal information, including that of anyone under 16. We use sign-in details, and any location a signing page records, only to provide and secure our services and your signatures.

Children

Our website and app are for adults running businesses, and we do not knowingly collect information from children under 13 for ourselves. If you think a child has sent us information, contact us and we will delete it. Clients may keep information about young riders or guests in their own accounts; each client is responsible for getting a parent's or guardian's consent where the law requires it.

Where we process it

Kavalo is based in the United States. Our service providers may store and process information in the United States and other countries, with the safeguards the law requires.

Changes to this notice

We update this notice when our practices change, and change the date below. If a change is important, we tell clients by email or in the app before it takes effect. We will not use information we already have in a way that is materially different from this notice without asking for your consent first.

Contact us

Kavalo Digital Transformation LLC: the contact page, zac@kavalo.ai or 415-917-7211. Our terms of service cover the rest of our agreement with you.

Last updated October 11, 2026.