Last updated · June 8, 2026

Privacy Policy

Overview

Ciela AI is a product of Kingstone Systems ("Ciela," "we," "us," or "our") operated at ciela.ai. Ciela helps AI automation agencies run outbound campaigns, generate AI sales assets, create per-prospect demos, manage replies, and deploy or resell agent templates to their own clients.

This Privacy Policy explains how we collect, use, disclose, retain, and protect information when you use Ciela AI, visit our website, connect third-party accounts, use our public API, or interact with a Ciela-powered demo or client portal.

Who This Policy Covers

  • Account users, including agency owners and team members who sign into Ciela.
  • Prospects and contacts whose information is uploaded, imported, sourced, enriched, messaged, called, or otherwise processed through Ciela by our users.
  • End clients whose agency-branded portal, deployment data, webhook events, or monthly summaries are managed in Ciela.
  • Visitors who use our public website, free tools, demos, contact forms, help chat, or support surfaces.

When an agency user processes prospect or end-client data through Ciela, that agency user decides what data is added and how it is used. If you are a prospect or end client of one of our users, you may also need to contact that user directly to exercise choices about their outreach or services.

Information We Collect

Account, Profile, and Billing Information

  • Name, email address, login information, account identifiers, and authentication metadata.
  • Agency profile details, brand settings, logos, colors, custom domain settings, demo hub theme choices, and onboarding answers.
  • Plan tier, billing cadence, subscription status, Stripe customer and subscription identifiers, invoices, payment status, refunds, and checkout metadata. Payment card details are handled by our payment processor.

Connected Accounts, Credentials, and API Keys

  • LinkedIn account connection data, session cookies or credentials you provide, daily limits, connection status, and related logs.
  • Email account settings, OAuth tokens, SMTP and IMAP configuration, mailbox identifiers, sender names, reply tracking data, and unsubscribe status.
  • AI provider settings and optional bring-your-own-key credentials for providers such as Anthropic, OpenAI, and Gemini.
  • Vapi, Twilio, calendar, domain, webhook, and deployment configuration you choose to add.
  • Public API keys generated inside Ciela. Raw API keys are shown once; stored keys are hashed or otherwise protected where supported by the relevant feature.

Prospect, Campaign, and Outreach Data

  • Lead lists, prospect names, company names, job titles, email addresses, phone numbers, LinkedIn URLs, websites, locations, notes, tags, stages, and custom fields.
  • Prospect data you upload, import from CSV, source through Ciela Business Search, or enrich through public sources and data providers.
  • Campaigns, flows, templates, prompts, generated copy, call scripts, send windows, queued tasks, message history, replies, clicks, opens, bounces, unsubscribes, and audit logs.
  • AI research, brief outputs, cached research, intent scoring, reply classification, and recommended next actions.

Demo, Voice, Chat, and Portal Data

  • Theo demo links, demo hub data, prospect site captures, demo chat messages, voice-call metadata, Vapi call IDs, recordings, transcripts, call costs, and engagement events.
  • Client roster records, client contact details, deployment names, webhook URLs and secrets, webhook events, revenue or value fields you enter, portal slugs, public portal views, and AI-written client summaries.
  • Custom demo domains and DNS verification data needed to serve branded hubs and portals.

Usage, Device, Support, and Diagnostic Data

  • AI credit usage, lead credit usage, voice minute usage, top-up balances, overage tracking, feature activity, and usage breakdowns by surface.
  • IP address, browser type, device data, approximate location from network data, cookies, session identifiers, page views, referral URLs, and performance logs.
  • Help chat messages, support emails, bug reports, screenshots, uploaded files, feedback, admin notes, and operational logs used to investigate issues.

How We Collect Information

  • Directly from you when you create an account, configure settings, upload lists, build campaigns, write prompts, connect accounts, or contact support.
  • From third-party services you connect or authorize, including LinkedIn, email providers, AI providers, Vapi, Twilio, Stripe, calendar providers, domain providers, and webhook sources.
  • From prospects or end clients when they reply, unsubscribe, click, open, call, chat with a demo, submit information, or view a portal.
  • From public sources, business directories, enrichment providers, and lead data providers when you use lead sourcing or enrichment features.
  • Automatically through cookies, logs, analytics, security checks, and application telemetry.

How We Use Information

Operate the Service

  • Create and secure accounts, authenticate users, enforce plan limits, process payments, and provide support.
  • Run LinkedIn, email, omnichannel, demo, inbox, client portal, library, public API, and reporting features.
  • Send outreach, process replies, poll mailboxes, classify responses, update pipelines, honor unsubscribe requests, and generate campaign analytics.
  • Provision demos, route voice and chat interactions, measure engagement, and produce usage meters for AI credits, lead credits, and voice minutes.

Generate and Improve Outputs

  • Generate emails, LinkedIn messages, scripts, summaries, demos, research briefs, support answers, and suggested next actions.
  • Send prompts, context, and relevant content to AI model providers or to your own selected provider when BYOK is enabled.
  • Improve reliability, product quality, abuse detection, routing, usage forecasting, and user experience.

Legal, Safety, and Business Operations

  • Detect spam, abuse, fraud, credential misuse, security incidents, account sharing, policy violations, and unusual usage patterns.
  • Comply with legal obligations, enforce our Terms, resolve disputes, and protect the rights, safety, and property of Ciela, our users, prospects, and third parties.
  • Send transactional notices, product updates, billing notices, security alerts, and support messages.

How We Share Information

We Do Not Sell Personal Information

We do not sell personal information. As of the Last Updated date, we do not share personal information for cross-context behavioral advertising. If that changes, we will update this policy and provide any legally required choices.

Service Providers and Connected Platforms

We may share information with:

  • Hosting, database, authentication, analytics, logging, file storage, domain, and infrastructure providers.
  • Payment processors, tax, billing, and subscription management providers.
  • AI model providers, including platform providers and providers you select through BYOK settings.
  • Email, LinkedIn, calendar, Vapi, Twilio, webhook, and other connected services needed to perform actions you request.
  • Lead sourcing, enrichment, verification, and data providers used when you request lead or enrichment features.
  • Support, security, debugging, error monitoring, and communication providers.

Other Disclosures

  • With your consent or at your direction, including when you publish a demo, share a client portal, connect a custom domain, use a public API key, or send outreach.
  • When required by law, subpoena, court order, regulatory request, or to protect rights and safety.
  • In connection with a merger, acquisition, financing, reorganization, or sale of assets, subject to appropriate protections.

Cookies and Tracking Technologies

We use cookies, local storage, pixels, logs, and similar technologies to keep you logged in, remember preferences, secure sessions, measure product performance, understand feature usage, and improve the service.

Ciela also supports campaign tracking, including email opens, clicks, bounces, replies, and unsubscribes. These features are used by account users to understand outbound performance and honor opt-out requests. Browser and mail-client settings may limit or distort tracking.

AI Processing

Ciela uses AI systems to generate drafts, demos, summaries, classifications, research, and recommendations. Relevant prompts, contact details, campaign context, messages, transcripts, or uploaded content may be sent to AI providers to produce those outputs. If you enable BYOK, eligible AI calls may be sent to the provider account and model you configure, and that provider's terms and billing apply.

You should not enter regulated, highly sensitive, or confidential third-party information into Ciela unless you have the rights, notices, consents, and agreements needed to process it.

Security

We use administrative, technical, and organizational safeguards designed to protect information, including access controls, monitoring, transport encryption, database and infrastructure protections, hashed public API keys, and encryption or secret-handling controls for certain credentials. No system is perfectly secure, and you are responsible for keeping your account, connected accounts, API keys, and third-party credentials safe.

Privacy Mode

Prospect Privacy mode is a dashboard display feature that masks prospect details in your browser for screen sharing and demos. It does not delete, anonymize, or reduce the data stored in your account.

Retention

  • Account, billing, and usage records are retained while needed to provide the service, maintain security, comply with law, resolve disputes, and keep accurate business records.
  • Prospect lists, campaigns, flows, conversations, demos, client records, portals, transcripts, recordings, and pipeline data generally remain available until you delete them, disconnect the relevant feature, or close your account, subject to backups and legal retention needs.
  • Unsubscribe, suppression, abuse-prevention, audit, security, and transaction records may be retained longer where needed to prevent unwanted outreach, enforce rules, or comply with legal obligations.
  • Top-up, credit, overage, invoice, and ledger records may be retained for accounting, billing, tax, and dispute purposes.

Your Choices

  • You can update profile details, brand settings, AI settings, connected accounts, and usage settings in your dashboard where those controls are available.
  • You can disconnect LinkedIn, email, calendar, voice, API, and other connected services. Disconnecting a service may not delete historical records already created in Ciela.
  • You can delete contacts, lists, campaigns, API keys, and certain client or deployment records from the product where supported.
  • You can request account closure, data access, correction, deletion, or export by contacting us.
  • Recipients of outbound email can use unsubscribe links or reply with opt-out language where supported by the campaign flow.

California and Other Privacy Rights

Depending on where you live and how you interact with Ciela, you may have rights to know, access, delete, correct, restrict, object to, or receive a copy of personal information, and rights not to be discriminated against for exercising those rights. California residents may also have rights to opt out of sale or sharing and to limit use of sensitive personal information if the law applies.

To submit a privacy request, email support@ciela.ai with the subject "Privacy Request." We may need to verify your identity and may direct prospect or end-client requests to the Ciela user that controls the relevant campaign, demo, or portal.

International Transfers

We and our service providers may process information in the United States and other countries. Where required, we use appropriate safeguards for international transfers.

Children

Ciela is not directed to children, and we do not knowingly collect personal information from children under 13. If you believe a child has provided information to us, contact us so we can review and delete it where appropriate.

Changes to This Policy

We may update this Privacy Policy from time to time. The current version will be posted at ciela.ai/privacy with the Last Updated date above. If changes are material, we will provide additional notice where required.

Contact

For privacy questions or requests, contact us at support@ciela.ai.