Kimio — Privacy notice

The short version

• Who we are: Ultimately Limited, the company that runs Kimio. We are the data controller for your account and for what we collect to run Kimio and keep it secure.
• What we hold: your account details, and what you and the other members of your domains put into Kimio, such as the names and notes of your things, photos and files attached to them, and a history of every change.
• Why: to provide Kimio to you, run your account and subscription, keep Kimio working and secure, answer you when you email us, and comply with the law. What we collect, and why gives every purpose.
• Who sees it: the other members of each domain you belong to; Microsoft, which runs Kimio's servers for us; Google, when you sign in with your Google account; the Administrators of a domain, when a person recorded in it asks, objects or complains and does not know who recorded them; and regulators and courts, where the law requires it. We never sell personal information, and we never share it for advertising.
• How long we keep it: your account until you delete it; what members put into a domain for as long as the domain is kept; some records are kept longer or shorter. How long we keep it gives every period.
• Your rights: at no cost, to a copy, to correct, to delete, to limit, to object, to a copy you can take elsewhere, and to withdraw consent. Not every right applies to every use, as Your rights says.
• Contact us: privacy@kimio.app.

About this notice

This notice explains what Ultimately Limited, the company that runs Kimio, does with your personal information, why, and what you can ask us to do about it.

Ultimately Limited is the data controller for your account and for what we collect to run Kimio and keep it secure. We decide how that information is used, and we are responsible for looking after it. When we offer Natural Entry, which sends a sentence and photos you give it to a cloud model provider to suggest items, we will be the data controller for that step too.

The members of a domain are responsible for what they put in it, such as the names and notes of their things, photos, and details of the people the things relate to. They keep it as a household keeps its own records. An Administrator of a domain is its Patron or a Steward. Who answers a person who asks about, or complains of, what a member recorded about them is set out under "Who answers" in the section If someone else recorded you in Kimio. A business that uses Kimio is responsible for what it records in the same way. We may share responsibility with it for information we both use for specific purposes independent of each other.

Who we are and how to contact us

• Company: Ultimately Limited, registered in England and Wales, company number 17387269.
• Registered office and postal address: 34 Elmfields Gate, Buckingham, MK18 3JG, United Kingdom.
• Email for anything about your privacy: privacy@kimio.app.

If you are under 18

If you are under 18, an adult who already uses Kimio invited you and said they look after you.

• The people in your domain can see your name, your picture, and the changes you make. If we get a picture from your Google account when you sign in, that is your picture until you choose a different one on My account. If you remove your picture, we put the one from your Google account back the next time you sign in. Your changes show on the Activity page with your name.
• They can see your email address. They cannot see which things you looked at.
• We ask which year you were born and keep the year you turn 18 on your account. That year gives your year of birth exactly. We keep no month or date of birth. Only you are sent that year. Your domain's Patron and Stewards see that you are under 18. Nobody else in your domain does.
• You can change your answer from Your age on My account. In the January after the year you turn 18, we ask if you are 18 or over now. We never change your answer ourselves.
• Kimio has no adverts, and it does not track where you are. If your camera saved the place a photo was taken, the photo keeps it when you add it.
• If you are worried about anything, ask the adult who invited you, or email privacy@kimio.app.

What we collect, and why

To provide Kimio to you. We keep what you and the other members of your domains put into Kimio: the names and notes of your things, what they cost, where they are kept, who they belong to or are lent to, photos and other files attached to them, a history of every change, and which items you viewed recently. We also keep your account: your name, email address and picture from your sign-in provider, and when you last signed in.

To run your account and subscription. We keep which subscription you hold, whether it is paid up, and how many things each of your domains holds. We do not keep payment card details. The app store you subscribe through takes the payment.

To record your agreement to our Terms and Conditions. We keep which versions of the Terms and Conditions and this notice you accepted, when, which version of the app you used, and whether you said you are 18 or over.

To let you share a domain. When an Administrator invites someone, we keep the email address invited, the role offered, and whether the Administrator confirmed that the person is under 18 and that they look after them.

To let members record the people their things relate to, such as who lent them something, who an item belongs to or who it was given to. Some of these people do not use Kimio. We keep the name, and any phone number, email address, picture and relationship a member records. If this is you, see If someone else recorded you in Kimio.

To show members what changed. We record each change in a domain with who made it, when, and the values before and after. A member can then see the history and undo a change.

To keep Kimio working and secure. We record each request your app makes to our servers: what it asked for, the ids of the account, domain or item, and the name the app gives itself. We do not set out to record what you wrote, but an error message can occasionally quote text our software could not read. Our security logs record which identity read or changed Kimio's stored data, from which IP address, and when. When one of the people who run Kimio changes an account, a subscription or a domain role, we record who did it, what they did and when.

To answer you. When you email us, we keep your email address, what you wrote and anything you attached. An email to support@kimio.app, including the one the app writes for you when something cannot be saved, carries details of the fault, such as your account's user id, which we use to fix it.

To comply with the law. We keep a record of each breach of personal information and what we did about it.

To show how we answered a request. We keep a record of each request someone makes about their personal information and how we answered it.

Things we plan to do, and will tell you about first. We plan to measure how Kimio is used and to collect crash reports. These will use which screen was open, how long things took and the type of error, never what members write. A Patron will be able to switch this off. We plan to send news about Kimio by email, only to people who have agreed to receive it.

We do not ask for special category information, such as someone's health or religion, for any of these purposes. A member may still record some, for example by photographing a prescription label. We do not look for it, and we protect it as the law requires when the person it is about asks us. Our Terms and Conditions ask members to think carefully before recording such details about another person.

Our lawful bases

UK data protection law requires a lawful basis for using personal information. Ours are:

Where we get your information

• From you, when you sign in, accept the Terms and Conditions, and use Kimio.
• From Google, which gives us your name, email address and picture when you sign in with your Google account.
• From the members of a domain, who record the people their things relate to, and invite people by email address.

How long we keep it

What happens when you delete your account

As soon as you confirm, we remove everything that names or identifies you: your name, email address, picture, sign-in and devices. Other members' devices delete their copy the next time they sync. We do not delete the domains you are Patron of. What you and the other members put in them stays while the subscription paying for them runs.

In every domain you belong to or have belonged to, we replace your name with "Erased user" and a code taken from your random account identifier. Where the other members rely on your name to know who owns, borrowed, gave or received one of the domain's things, your name stays. So may the phone number, email address or picture recorded with it, unless you object and we agree. We tell you what stays. In a domain you are Patron of, a name that stays also names you on that domain's history of changes.

Copies on your devices

Kimio keeps a copy of your domains on each device you sign in on, so it works without a connection. Your device's own security protects it.

• Signing out from My account removes the copy, unless changes have not finished syncing and you choose to keep it until you next sign in.
• Signing out from the Welcome screen or the screen that asks you to accept the Terms and Conditions and this notice, or switching to another account, keeps the copy.
• When someone's access to a domain is removed, we remove that domain's copy from their device, unless it was the last domain they belonged to.

Who we share it with

Who processes your data for us. These companies run parts of Kimio for us under their data protection terms:

• Microsoft runs Kimio's servers and stores what is put into Kimio, on its Azure cloud in the Netherlands, with a second copy of photos and attached files in Ireland.
• Microsoft also runs the mailboxes behind privacy@kimio.app, support@kimio.app and legal@kimio.app, and the lists where we record requests about personal information and breaches, all in the United Kingdom.
• GitHub keeps the code Kimio is built from, in the United States. The only personal information in it is the email address of Kimio's own administrator, and nothing about you.

We last changed this list on 18 October 2026.

Others who see your information:

• The other members of each domain you belong to see your name, email address and picture, the changes you make, and what you record in that domain.
• Google receives your sign-in request when you sign in with your Google account. Google is the controller of your Google account.
• The Administrators of a domain receive a request, objection or complaint from a person recorded in it, with the details needed to answer it, where that person does not know who recorded them.
• Regulators and courts, where the law requires us to share information with them.

We never sell personal information, and we never share it for advertising.

Sending information outside the UK

• Microsoft stores Kimio's data in the Netherlands and Ireland. The UK's adequacy regulations cover this. They recognise that the European Economic Area protects personal information to the UK's standard.
• Microsoft's staff and contract staff have no standing access to the data, but may reach it remotely from outside the UK and the European Economic Area when a task needs it and cannot be automated. Microsoft's security operations may also send limited information outside those places to protect its services from attack. In rare situations that includes limited data from Kimio. Microsoft's data protection terms commit it to the UK's rules on transfers.

How we protect it

Everything is encrypted while it travels between your device and our servers, using TLS 1.2 or better, and TLS 1.3 wherever your device supports it. Everything is encrypted while it is stored on our servers.

The people who run Kimio can see each account's name, email address, picture, sign-in devices and when it last signed in, each domain's name, its members and their roles, and the email address of anyone invited. They read what you add in a domain only to answer a request about personal information, to fix a fault the app or our service logs report, to act on content reported or detected as breaking our Terms and Conditions or the law, to tell people about a personal data breach, or when the law requires it. Our engineers can technically reach everything stored, and they keep to these occasions.

Your rights

You can ask us, at no cost:

• for a copy of the personal information we hold about you, and where it came from and who we share it with;
• to correct information that is wrong or incomplete; you can change most of it yourself in Kimio;
• to delete it, which deleting your account does, as What happens when you delete your account says;
• to limit how we use it, for example while you dispute it;
• to object to our using it where we rely on legitimate interests;
• for a copy you can take elsewhere: you can download what Kimio holds about you, and the content of every domain you are the Patron of, from My account;
• to withdraw your consent, where we rely on it, at any time.

Not every right applies to every use. The right to object does not apply where we rely on contract. The right to a copy you can take elsewhere does not apply where we rely on legitimate interests or legal obligation.

To ask, email privacy@kimio.app. We answer without undue delay and within one month. If we need longer for a complex request, we tell you within that month, and why.

If someone else recorded you in Kimio

Members of a Kimio domain can record the people their things relate to. For example, a member may record that you lent them a drill, or that a bike belongs to you. A domain is a household, family or business sharing one list. This section is for you if you have never used Kimio yourself.

What we hold about you. Only what the member chose to type in: your name, and perhaps a picture, phone number, email address and how you relate to them, such as "Neighbour". We also hold which of their things you are linked to, such as something you lent, sold, gave or own, and a history of changes to those details.

Why we hold it. So the members of that domain can keep track of who their things came from, belong to or went to. We rely on legitimate interests, under UK GDPR Article 6(1)(f): the members' interest in organising their things, and ours in providing Kimio to them.

Who can see it. The members of that domain. Microsoft stores it for us in the Netherlands and Ireland. We never sell it or use it for advertising.

How long we keep it. For as long as the domain is kept, as "How long we keep it" above says. We can remove it sooner if you ask and we agree.

Why we did not tell you ourselves. A member often records only your name, so we cannot reach you. Contacting you by a phone number or email address they recorded would itself tell you about a member's private list. So we publish this notice instead.

What you can ask us. You can ask what is held about you and for a copy of it. You can ask for it to be corrected or removed, or for it not to be used while you dispute it. "Who answers" below says whom to ask first, and when we consider a request ourselves. To send us a request, email privacy@kimio.app. It costs nothing. When we consider a request ourselves, we answer within one month. If we need longer, we tell you within that month, and why. You cannot ask for your details to be moved to another service, because that right applies only to details held with your consent or under a contract with you.

Your right to object. You can object at any time to our holding your details, on grounds relating to your situation. An objection is a request, so "Who answers" below applies to it. Where we consider it, we stop unless we can show compelling legitimate grounds that override your interests, rights and freedoms, or we need the details to make or defend a legal claim. To send us an objection, email privacy@kimio.app.

How we find you. To pass your request on, or to consider it ourselves, we search by email address and phone number, because many people share a name. We send a one-off code to each address or number you give us, and search only by those you confirm by sending the code back. We never ask for a passport or other document, and never ask the member to confirm who you are. If you give us only your name, we cannot tell which records are about you, and we will say so. Give us an email address or phone number the member may have used.

What you will receive. From the member or an Administrator, what they hold about you. When we consider a request ourselves, you receive what the member recorded about you, and the fact that a member of a Kimio domain recorded it. We leave out the domain's name, its other members, and anything about their things that does not concern you. We may not tell you who recorded you, where telling you would unfairly affect them.

What is decided, and what the member may keep. The member or an Administrator decides each request first, on its own facts, and so do we when we consider it. A member may rely on what they recorded, for example the phone number they use to reach you about something you lent them. Where their need outweighs yours, whoever decides may keep some or all of it. Whoever decides tells you why if they keep anything you asked them to correct or remove. Where they agree to remove your details, they remove them from what the member recorded about you. Earlier copies in the history of changes to that record, and on members' own devices, may remain. The answer tells you what remains.

If you are unhappy with how we hold your details. You can complain to us at privacy@kimio.app about how we have handled something, or to the Information Commissioner's Office or a court, at any time and without asking us first. A complaint about what a member recorded is answered as "Who answers" below says.

Who answers. The member who recorded you, or an Administrator of the domain, answers first. This is the same whether the domain belongs to a household or to a business. If you do not know who recorded you, email privacy@kimio.app. We pass your request, objection or complaint, with the details needed to answer it, to the Administrators of the domain that holds your details, and they answer you. If the member or an Administrator ignores or refuses it, whether you asked them directly or we passed it on, email privacy@kimio.app. Ultimately Limited, which runs Kimio, then considers it itself, but only where what was recorded clearly infringes your privacy or goes against our Terms and Conditions. A complaint about how we ourselves handled something goes straight to us.

How to complain

If you are unhappy with how we have used your personal information, please tell us first, at privacy@kimio.app or by post to Ultimately Limited, 34 Elmfields Gate, Buckingham, MK18 3JG, United Kingdom. You can also complain to the Information Commissioner's Office at any time:

• Address: Information Commissioner's Office, 4th Floor, No. 3 Circle Square, 5 Hawkshaw Street, Manchester, M1 7BL.
• Helpline: 0303 123 1113.
• Website: ico.org.uk/make-a-complaint.

What changed since the last privacy notice

On 7 November 2026, the section "If you are under 18" gained two points: we ask which year you were born, and you can change your answer from Your age on My account.

On 8 November 2026, the list under "Who we are and how to contact us" stopped carrying a line about the company's registration with the Information Commissioner's Office, because the company has not registered yet.

On 10 November 2026, we rewrote this notice in plain English and added "The short version" at the top, which sums up who we are, what we hold, why, who sees it, how long we keep it, your rights and how to contact us. The opening no longer says that we are the data controller for the content stored in Kimio. It now says that we are the data controller for your account and for what we collect to run Kimio and keep it secure, and for Natural Entry when we offer it, and that the members of a domain are responsible for what they put in it, as a household keeps its own records. We also changed what happens when a person recorded in a domain asks about, objects to or complains of what a member recorded about them. The member who recorded them, or an Administrator of the domain, answers first. If the person does not know who recorded them, they email privacy@kimio.app and we pass the request, objection or complaint, with the details needed to answer it, to the Administrators of the domain, who are now listed under "Who we share it with". If a member or an Administrator ignores or refuses it, the person emails privacy@kimio.app and we consider it ourselves, but only where what was recorded clearly infringes the person's privacy or goes against our Terms and Conditions. A complaint about how we ourselves handled something goes straight to us.

On 11 November 2026, "The short version" and the table under "How long we keep it" stopped saying that an account nobody has used for 24 months is deleted, because nothing deletes an unused account yet.

On 12 November 2026, the section "If you are under 18" stopped saying that the people in your domain cannot see your email address, and that we remove the place a photo was taken before we keep it, because neither is done yet. The "Backups" row under "How long we keep it" stopped saying that a deleted attached file leaves our backups within 30 days, because it stays in our file storage with no end date.

On 14 November 2026, the section "If you are under 18" stopped saying that the people in your domain see a picture of you only if you add one, because they see the picture we get from your Google account until you choose a different one, and a picture you remove comes back the next time you sign in.

Before those dates, this was the first published version of this privacy notice.