KWANAPrivacy policy
KWANA has not opened to the public yet. This policy describes how the service handles information and will be updated before launch. We will post changes here and change the date above.
KWANA is a business phone and messaging service run by TMI Life Concerns LLC ("KWANA", "we", "us"), 1420 17th St SE, Auburn, WA 98002, United States. This policy explains what information we collect, why, who we share it with and the choices you have. It covers the KWANA apps for iPhone, iPad, Android and web, and this website.
Who this policy covers
- Customers and their team members: a company signs up for KWANA and invites its people. The company decides how KWANA is used, including call recording and who can see what. For the communications its team handles, the company is responsible for the data and we process it on the company's behalf.
- People who contact a KWANA customer: if you call, text, email or message a business that uses KWANA, we process that communication for the business. Questions about how that business uses your information are best sent to the business; we will help it respond.
- Website visitors.
Information we collect
| Kind | Examples |
|---|---|
| Account details | Name, work email, phone number, company name, role, password (stored as a one-way hash), two-step sign-in settings, profile photo. |
| Calls | Numbers called and calling, time, length, how the call was routed and who answered. Call audio is recorded only when the customer turns recording on; callers hear a notice. |
| Voicemail | Voicemail audio, greetings and written transcripts. |
| Messages | Content, attachments, time and delivery status of SMS, MMS, WhatsApp and email messages sent or received through KWANA, and opt-out records. |
| Contacts | Names, numbers, emails and notes that a customer saves or imports. KWANA reads your device's address book only if you choose to import from it. |
| AI receptionist | Audio and transcripts of calls the AI receptionist answers, the answers it gave, and the documents a customer uploads for it to use. |
| Calendar | If you connect a Google or Microsoft calendar: your list of calendars, busy and free times, and the events KWANA creates or changes for bookings. |
| Emergency address | The street address registered for 911 calls for each number or device. |
| Billing | Plan, invoices and usage. Card details go straight to our payment processor; we do not store full card numbers. |
| Device and usage | Device type, operating system, app version, push notification token, IP address, sign-in times, error and crash reports, and network quality figures for calls. |
| Support | What you send us when you ask for help. |
The apps ask for the microphone to make calls and record greetings, for notifications to ring for incoming calls, and for photos or files only when you attach one. This website sets no advertising or tracking cookies.
How we use information
- To provide the service: connect calls, deliver messages, ring your devices, show history, transcribe voicemail, run the AI receptionist and book appointments.
- To route 911 calls with the registered address.
- To bill for the service and prevent fraud and abuse, such as unusual calling patterns.
- To keep the service secure and working, fix faults and measure call quality.
- To answer support requests and send service notices.
- To meet legal duties that apply to phone and messaging providers.
We do not sell personal information. We do not use the content of your calls or messages for advertising. We do not use customer content to train general-purpose AI models, and we do not allow our AI providers to do so with data we send them.
Text messaging
Mobile phone numbers and text messaging consent are not shared with or sold to third parties or affiliates for marketing or promotional purposes. Information is passed to carriers and messaging providers only as needed to deliver messages. Anyone can reply STOP to a text sent through KWANA to opt out, or HELP for help.
Google and Microsoft calendar data
When you connect a calendar, KWANA uses that access only to show your calendars, check when you are free, and create, change or cancel the bookings made through KWANA. KWANA's use and transfer of information received from Google APIs to any other app adheres to the Google API Services User Data Policy, including the Limited Use requirements. We do not use calendar data for advertising or to train AI models, and people at KWANA do not read it unless you ask us for support, it is needed for security, or the law requires it. You can disconnect a calendar at any time in the app or in your Google or Microsoft account.
Who we share information with
We share information with companies that help us run KWANA, under contracts that limit what they may do with it:
| Purpose | Provider |
|---|---|
| Phone calls, text messages, numbers and 911 | Telnyx, and the phone carriers that carry the call or message |
| Hosting, storage, email and text-to-speech | Amazon Web Services |
| Payments | Stripe |
| Speech-to-text | Deepgram |
| AI receptionist language model | Anthropic |
| WhatsApp messaging | Meta |
| Push notifications | Apple and Google |
| Calendars you connect | Google and Microsoft |
| Error and crash reports | Sentry |
We also share information:
- with your company's administrators, as the company's settings allow;
- with other apps your company connects to KWANA;
- with emergency services when you call 911;
- when the law requires it, or to protect people, our customers or the service;
- with a buyer if the business is sold or merged, under this policy's protections.
Phone records (CPNI)
US law gives special protection to records of who you call and when. We use them only to provide and bill for the service, we verify identity before discussing them, and we do not use them for marketing other products without permission.
How long we keep information
We keep information while the customer's account is open. A customer's administrators can delete recordings, voicemail, messages and contacts, and can set how long recordings are kept. When a workspace is closed we delete its content within 90 days, except records we must keep longer by law, such as billing, tax and call records.
Security
Connections to KWANA are encrypted. Stored recordings and files are encrypted. Access inside a company follows the roles its administrators set, and administrative actions are logged. No system is perfectly secure; if a breach affects your information we will notify you as the law requires.
Your choices and rights
- See and correct your profile in the app.
- Turn off notifications, disconnect a calendar or withdraw microphone access in your device or app settings. Calling will not work without the microphone.
- Ask us for a copy of your personal information, or to correct or delete it, by emailing support@getkwana.com. If your information belongs to a company's workspace, we may send your request to that company.
- Residents of some US states have added rights, including to know what is collected, to delete, to correct, and not to be treated unfairly for using these rights. We answer within the time the law sets, and you can appeal a refusal by replying to our decision.
How to delete an account is explained on the support page.
Children
KWANA is for businesses. It is not directed at children under 16, and we do not knowingly collect their information.
Where information is processed
KWANA is operated from the United States and information is processed there.
Changes
We will post changes on this page. If a change is significant we will tell account owners by email or in the app before it takes effect.
Contact
TMI Life Concerns LLC, 1420 17th St SE, Auburn, WA 98002, United States. Email support@getkwana.com.