Privacy Policy
Last updated: 9 October 2026
1. Who we are and who is responsible
Kiivi is provided by Good Days OÜ (registry code 12627359, VAT EE101702702), Tallinn, Estonia, contact support@kiivi.team ("we").
Kiivi is a service for companies. When your employer (the "Customer") runs Kiivi for its staff, the Customer is the data controller for participants' data and we process it on the Customer's behalf as a data processor, under the data processing terms in our Terms of Service. For questions about how your employer uses Kiivi, contact your employer (usually HR). We are the controller only for the data of administrators who sign up for an account, for our own server security logs and for our own communication with Customers.
2. What the Kiivi app on your computer does
The Windows app listens for input events only to increase counters. When a key is pressed, the app adds one to a counter; the key code is not read, not stored and not sent, not even kept in memory. Every minute the app keeps three numbers: clicks, key presses and mouse distance in pixels. These counts are sent to our server about once a minute. Nothing else about how you use your computer leaves it.
The app never collects: keystroke content or which keys were pressed, typed text, passwords, screenshots or screen content, window titles, application or website names, files, documents, emails or chat messages, camera, microphone or location.
3. What data we process
| Data | Whose | Why |
|---|---|---|
| Activity counts per minute: clicks, key presses, mouse distance, and the minute they belong to | Participants | To calculate game scores. Only counts, never content. |
| Name, and email if the employer invites by email | Participants | To show you in the game and send your invitation. |
| Device info: computer name, Windows version, app version, screen size, a random device ID, last time the device was online | Participants | To connect the app to your account, keep several devices apart and help with support. |
| Thank-you notes you send or receive, messages from your HR, which messages you have read, your tone setting | Participants | Game features. |
| Name, work email, password (stored only as a secure hash), company name and email domain | Administrators | To run the Customer's account. |
| Game ideas typed into "Create with AI" | Administrators | To draft a game theme (see section 6). |
| Billing details: company name, billing address, VAT number, invoice email, number of participants billed. Card details are entered on Stripe's page and never reach our servers. | Customers (paid plans) | To charge the subscription and issue invoices; invoices are kept as required by accounting law. |
| Website analytics on kiivi.team (pages visited, buttons clicked, sign-up and payment steps, country, browser); a daily count of active app devices by plan and app version, with a pseudonymous device ID | Website visitors, administrators, devices | To understand how the service is used and improve it. No cookies; secret links and codes are removed before data is recorded; not used to identify people or for advertising. |
| IP address and request details in server logs; failed sign-in attempts | Everyone using the website or app | Security, abuse prevention and troubleshooting. |
We do not use cookies for tracking or advertising. The website uses one cookie only to keep administrators signed in. Website analytics run on our own Matomo instance in the EU without cookies; personal pages of participants and the office screen are not tracked.
4. Who can see what
- You see your own per-minute data, your score and your team's results, in the app and on your personal page.
- Colleagues in the same game see names, scores, progress and team standings, and thank-you notes addressed to them.
- Your employer's administrators (HR) see game results, scores, rankings and thank-you counts. For support they also see your connected devices, whether the app is online and when a device last connected. They do not see your per-minute activity counts.
- The office screen link, if your employer uses it, shows team standings and the top of the ranking.
- Rest games (for example "Unplugged Evenings") score the share of time a person stayed away from the computer during hours chosen by HR. Results are shown as a game score; Kiivi never reports when exactly someone was working or taking a break.
5. Legal basis
Participation is voluntary: the app asks for your consent before it connects, and you can stop at any time. The Customer, as controller, decides its legal basis under GDPR (typically consent of the participant or the employer's legitimate interest in a voluntary team engagement programme) and must not make participation a condition of employment or use Kiivi results to evaluate individual performance. For administrator accounts the basis is the contract with the Customer; for security logs it is our legitimate interest in keeping the service safe.
6. Where data is stored and who helps us
| Provider | What for | Location |
|---|---|---|
| Hetzner Online GmbH | Server hosting, database, email sending, website analytics (self-hosted Matomo) | Finland (EU) |
| Stripe Payments Europe Ltd. | Subscription payments and invoices for paid plans (company billing details only, no participant data) | Ireland (EU); Stripe may transfer data under EU Standard Contractual Clauses |
| OpenAI | Only when an administrator uses "Create with AI": the game idea text and game dates are sent to draft a theme. No activity data, names or emails are sent. | USA (EU Standard Contractual Clauses) |
| Microsoft | Distribution of the Windows app through Microsoft Store | Under Microsoft's own terms |
All Kiivi data is stored in the European Union. We do not sell personal data and do not use it for advertising.
7. How long we keep data
- Per-minute activity counts: 12 months, then deleted automatically.
- Participant profiles, game results and thank-you notes: while the Customer's account is active, or until the participant or the Customer deletes them.
- Messages from HR are shown for 30 days.
- Server logs with IP addresses: 14 days. Failed sign-in records: 1 day.
- After a Customer closes its account, its data is deleted within 30 days, except where the law requires us to keep invoices.
8. Your rights and controls
- In the app settings you can disconnect a device or delete all your data; deletion removes your activity, profile and game history immediately.
- Your HR can remove you from a game or from Kiivi at any time.
- Under GDPR you have the right to access, correct, delete, restrict or object to processing and to data portability. Because your employer is the controller, please send requests to your employer first; we help them answer. You can also write to us at support@kiivi.team.
- You can complain to the Estonian Data Protection Inspectorate (aki.ee) or the authority in your own country.
9. Security
Connections are encrypted (HTTPS). The device token on your computer is protected with Windows DPAPI. Passwords are stored as salted hashes. Access to production systems is limited to the people who run the service.
10. Changes
If we change this policy in a way that affects you, we will update the date above and, for important changes, tell Customers in advance.