kiln

Privacy policy

Last updated October 22, 2026

Kiln (“Kiln”, “we”, “us”) is a private, invite-only hub for ideas, notes, tasks and documents at kilns.dev, worked on by you, the people you share workspaces with, and AI agents you connect. This policy explains what information Kiln collects, how it is used and shared, and the choices you have.

1. Information we collect

  • Account information from your sign-in provider. When you sign in with Google or GitHub, Kiln receives your name, email address, profile picture and an account identifier (from Google, the openid, email and profile scopes). Kiln also stores the tokens the provider issues; the access and refresh tokens, which let Kiln act for you, are stored encrypted (ones saved before this change are encrypted the next time they’re renewed).
  • Email and password, if you use one. When you create an account with your email address and a password, Kiln stores the address, a name taken from it (the part before the @) and a one-way hash of the password, never the password itself. The links Kiln emails to check your address and to reset your password are stored only as a hash, and stop working once used or after 24 hours (to create an account) or an hour (to reset a password).
  • Google Calendar, only if you allow it. If you choose Allow calendar access, Kiln asks Google for read-only access to your calendars (the calendar.readonly scope). Kiln reads the names and colours of your calendars, so you can choose which to show, and the events on the calendars you choose, with your calendars’ default reminders. When you open the calendar, Kiln also reads each event’s guests (their names, email addresses, responses, whether each is the organizer or optional, and which one is you; rooms are left out) and how to join its video meeting; Kiln uses only the meeting’s link and its name (such as Google Meet) and discards any dial-in numbers. Kiln stores only which calendars you chose to show, never your events, their guests or their meeting links. Kiln does not request access to your Gmail, Drive, contacts or any other Google data.
  • Content you create: captures, clips (text and text files you send to your clipboard), documents (including text files you upload), boards, lists, cards, labels, checklists, routines (with how each day went: done, skipped, moved or missed, and the checklist items ticked), memories (their titles and text; shared ones also their drafts, changes waiting for approval, who approved them, every approved version, and rejected, withdrawn or dropped changes to an approved memory), attachments (web links, links between your cards and documents) and your settings. Boards, documents and memories can belong to a project in a workspace you share with others, and documents to the workspace itself; Kiln stores the workspace’s name, its embedding server (if its owner set one: address, model names and an encrypted API key), its projects, its members and their roles, the projects each member may reach and in what role, and who is assigned to its cards.
  • Your embedding server, if you set one: its address, the model names and your API key. The key is stored encrypted and never shown again beyond its last four characters.
  • Device names: the name your browser sends with each clip (a guess such as “Chrome on Windows”, or a name you give it), kept on the clip and, for the name you give, in that browser’s local storage.
  • Activity: a record of changes to your content and whether you or one of your agent tokens made them (in a workspace, the record also names the member who made each change, and only people who can see the content it is about can see it (section 5); routines keep their per-day History instead; the clipboard and memories keep none).
  • Agent tokens you create, stored only as a one-way hash, with the projects each may reach, whether it is read-only, and when each was last used.
  • Sessions: a session cookie, and the IP address and browser of each session, for security.
  • Invites: the email addresses the site admin invites.
  • Request counts, to limit abuse: counts of sign-in and account requests (such as signing in, asking for a link or changing a password) by IP address, and of failed sign-ins and requests for account emails by a keyed hash of the email address (never the address itself). Counts more than two hours old are deleted as new requests come in.

Kiln uses no advertising or analytics trackers. Its only cookies keep you signed in and protect sign-in.

2. How we use information

  • To sign you in, keep you signed in and protect your account, including limiting repeated requests.
  • To send you account emails: a link to check your address and create your account, a link to reset your password, or a note that your address already has an account.
  • To provide the service: store and show your content to you and, for content in a workspace, to the members who can reach it, and let the agents you and they connect act on it within each person’s role.
  • To operate, secure and fix the service.

We don’t sell your information, use it for advertising, or use it to train AI models.

3. Google user data

Kiln uses Google Sign-In to identify you: it uses the name, email address and profile picture Google provides to create and show your account and to match your email address to an invite. If you join a workspace, your name is shown to its other members and their agents, your profile picture too when you’re assigned to a card, and your email address to the workspace’s owner and admins and their agents.

If you allow calendar access, Kiln reads events (titles, descriptions, times, locations, reminders and links) from the calendars you choose, with your calendars’ names and default reminders, live, when you or an AI agent you connected asks for them. Kiln shows them to you on the calendar, next to your cards, and returns them to the agents you connected with your own tokens (section 4). When you open the calendar, Kiln also reads each event’s guests (names, email addresses and responses; rooms are left out) and its video meeting link; it shows them only to you, on the calendar. Kiln does not read them for the agents you connected and does not return them to those agents. Kiln never changes your calendar and never stores your events, their guests or their meeting links. You can stop this at any time by removing Kiln’s access in your Google Account, by disconnecting Google in Settings → Accounts if you also sign in with GitHub or a password, or by deleting your Kiln account.

Kiln does not use Google user data for any other purpose, does not sell it, does not share it with third parties other than the service providers that run Kiln (section 5), the agents you connect, and the members of workspaces you join and their agents (section 5), and does not use it for advertising or to train AI models. No one reads it except with your permission, for security, or when the law requires.

Kiln’s use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

4. AI agents you connect

You can create tokens that let AI agents (for example Claude Code) read and change your hub and the projects of the workspaces you belong to, within your role, through Kiln’s MCP endpoint. When you do, those agents receive the content they request, including your Google Calendar events if you allowed calendar access (but not their guests or video meeting links), and their providers handle it under their own terms and privacy policies. You choose which agents to connect and can revoke a token at any time in Settings → Tokens. When you create or edit a token you can limit it to projects you choose, so it reaches only those projects, the workspace-wide documents of their workspaces, your memories scoped to them and the shared memories of those projects and their workspaces, and make it read-only.

5. Who can see your information

  • Your personal content is visible only to you and the agents you connect (memories also go to your own embedding server, if you set one: next item). Content in a project is visible to the workspace’s owner and admins and to the members given access to that project; workspace-wide documents are visible to every member. The agents they connect see what they see, within their role, and the activity naming who did what is visible to the same people as the content it is about. A member sees nothing of a project they have not been given access to. Members see each other’s names (for an account made with a password, the name starts as the part of its email address before the @), the profile pictures of members assigned to cards, and the names of the agents that made changes; the workspace’s owner and admins also see members’ email addresses. Other users can’t see your content, and the site admin can’t see it in the app; the site admin sees users’ names, email addresses and how each signs in (Google, GitHub or a password), and invites.
  • Shared memories are the rules of a workspace or project. Their approved text is visible to the people who reach that level: every member of the workspace reads its memories, and the owner, the admins and the project’s editors and viewers read the memories of that project. Drafts and changes waiting for approval are seen only by the people who can write at that level, and each author sees their own: for a workspace, its owner and admins; for a project, also its editors. The agents those people connect get the approved text, within their role, plus only their own person’s drafts and waiting changes. Approved versions are listed, with their authors and approvers, to everyone who reads the memory. Your personal memories stay visible only to you and your agents, even where a shared memory covers the same ground.
  • If you set your own embedding server in Settings → Memory, Kiln sends it the title and text of your memories (those you already have when you set it up or change it, and each one you save or change after) and what you or your agents search for in Memories, so it can find memories by meaning; if you also set a rerank model, it receives your search and the text of the memories being ranked. You choose that server and answer for it. Kiln sends it nothing while you have none, and never sends it anyone else’s memories or any shared memory.
  • A workspace’s owner can choose one embedding server for the workspace, with an optional rerank model. Kiln then sends it the title and text of the workspace’s approved shared memories and of its projects’ (those already approved when it is set, and each one approved or changed after), and what agents search for when they name that workspace or one of its projects, so shared memories can be found by meaning; if the owner also sets a rerank model, it receives the search and the approved text of the memories being ranked. A search that names neither sends it nothing. Drafts and changes waiting for approval are never sent. Members see the server’s host on the workspace’s Members tab, and the owner chooses and answers for it. Without one, they are found by words only. Transferring the workspace clears its server.
  • Service providers that run Kiln process data on our behalf. Vultr (the server Kiln runs on) and Neon (database) are in the United States. Cloudflare carries all traffic between your browser or agent and Kiln through its network, including data centres outside the United States. Resend (email delivery) receives the address and contents of each email Kiln sends: invites and account emails.
  • People with technical access to operate Kiln can reach its database. They access it only to run, secure or fix the service, or when the law requires. Google user data is accessed only as section 3 allows.
  • We may disclose information if required by law, or to protect the rights and safety of Kiln and its users.

6. Retention and deletion

We keep your information while your account exists. You can delete your account at any time in Settings → Accounts, which permanently deletes it and everything in your hub. Deleting your account doesn’t delete content in workspaces you don’t own; you can’t delete it while you own a workspace with other members, until you transfer it. In workspaces you don’t own, your shared memory drafts and your approvals of changes still waiting are erased, and your waiting changes are dropped; your name stays on the shared memory versions you wrote, approved, rejected or withdrew (dropped changes included) and on your approvals of changes no longer waiting, and the approved memories you wrote stay with the workspace. Items in the archive stay until you delete them for good or delete your account. Memories have no archive: deleting one erases its title, text and search data at once. Shared memories keep every approved version until the memory is deleted. Rejected, withdrawn or dropped changes to an approved memory are kept with its versions but not shown; a draft that is rejected, withdrawn, dropped or deleted is erased at once; an approved deletion erases the memory and all its versions, and so does deleting its project or workspace for good. Backups kept for disaster recovery may hold deleted data for up to 30 days. You can also ask us to delete your data by email.

7. Security

Kiln is served over HTTPS, stores passwords and agent tokens only as hashes, encrypts the access and refresh tokens and the embedding server API key it stores, and limits every request to the signed-in user’s own content and what their role in each workspace and project lets them reach. No method of storage or transmission is completely secure, so we can’t guarantee absolute security.

8. Children

Kiln is not intended for children under 13, and we don’t knowingly collect their information.

9. Your choices and rights

You can see and change your content and settings in the app, disconnect a sign-in provider in Settings → Accounts while you have another way to sign in (another provider or a password), change your password there or reset it by email, and delete your account. A password can’t be removed from an account, only changed. To ask for a copy of your data, a correction or deletion, email us; we’ll respond within 30 days.

10. Changes to this policy

We may update this policy. We’ll change the date above, and for significant changes tell you in the app or by email before they take effect.

11. Contact

Questions or requests: contact@kilns.dev.