Your information.Handled clearly.

This Privacy Policy explains how Kadova Media, LLC (“Kadova,” “we,” “us,” or “our”) handles personal information through kadovamedia.com, our booking experience, private calculator and planner, client content plans, estimates, and related communications.

Kadova is generally the controller of information used for our website and business operations. When we handle personal information solely on a client’s instructions while providing contracted services, Kadova may instead act as that client’s processor or service provider. In that situation, the client’s privacy notice and agreement may also apply.

Depending on how you interact with Kadova, we may collect:

• Contact and booking information: name, email, company, meeting details, time zone, and information included in a booking request or message.
• Client and planning information: client or company name, public links, business description, offer, audience, goals, expertise, platforms, notes, content ideas, preferences, and planner feedback.
• Private-access information: authentication status, client login email, password hashes or encrypted client passwords, password-reset requests and token status, access dates, and visit counts. We do not display or store administrator passwords in ordinary database records.
• Estimate information: client name, proposed scope, price options, views, selected preference, and expiration time.
• Technical information: IP address, browser and device information, request time, security events, and hosting logs that may be generated when the website is delivered.
• Referral information: UTM parameters and referring page, stored in your browser for the current session.

We receive information directly from you, from a client or authorized representative acting for you, automatically through the website and hosting infrastructure, and from providers you choose to interact with, such as Cal.com.

Planner research may also use publicly available business information and public webpages relevant to a client’s industry. Clients must have authority to provide information about another person.

We use personal information to:

• Respond to inquiries and arrange consultations.
• Prepare proposals, estimates, and requested service scopes.
• Create, publish, and maintain client content plans.
• Conduct AI-assisted research, ideation, and organization.
• Save client feedback and improve future planning batches.
• Authenticate users and protect private tools and records.
• Send requested account-recovery and password-reset emails.
• Operate, troubleshoot, secure, and improve the website.
• Manage our client relationships and enforce agreements.
• Comply with law and protect people, rights, and property.

We do not use website or booking information to send newsletters or promotional messages. We do not sell personal information or use it for cross-context behavioral or targeted advertising.

Where a law requires a legal basis, we process information as needed to take requested pre-contract steps or perform a contract; for our legitimate interests in operating, securing, and improving Kadova; with consent where requested; and to comply with legal obligations.

Our legitimate interests include responding to potential clients, delivering private tools, maintaining business records, preventing misuse, and improving workflows. We balance those interests against the rights of the people involved.

Information in a planner brief, including business details and public links, may be sent to OpenAI’s API to generate research and content ideas. Kadova reviews and manages the resulting plans; the system does not make legal or similarly significant decisions about people.

Do not submit passwords, financial account details, health records, government identifiers, precise location data, or other sensitive personal information. OpenAI states that API business data is not used to train its models by default. You can review OpenAI’s business-data commitments.

We share information only as reasonably needed with personnel and contractors supporting the relevant client work, with service providers operating the website and tools, at your direction or with your permission, in connection with a business transfer, or where required to comply with law or protect rights and safety.

Key providers currently include:

• Cloudflare and ChatGPT Sites for website hosting, infrastructure, security, and data storage. Review the Cloudflare Privacy Policy and ChatGPT Sites Data Processing Addendum.
• OpenAI for AI-assisted research and content-plan generation.
• Cal.com for consultation scheduling. Review the Cal.com Privacy Policy.
• Resend for transactional account-recovery emails. Review the Resend Privacy Policy.
• Google and YouTube for privacy-enhanced embedded video playback. Review the Google Privacy Policy.

These providers may independently process technical or account data under their own policies when you interact with their services.

Kadova uses strictly functional cookies to keep authorized calculator and planner sessions open. Administrator sessions last up to 12 hours, and client-plan sessions last up to 30 days. The public homepage also stores referral parameters in session storage until the browser session ends.

The homepage loads an embedded Cal.com booking calendar. YouTube players use privacy-enhanced embed URLs and are activated when you choose to play a video. These providers may receive device, network, and interaction information and may use cookies or similar technology under their own policies.

You can restrict cookies through your browser, but private tools and embedded features may stop working. Kadova does not currently respond differently to legacy “Do Not Track” signals. Because we do not sell personal information or use it for targeted advertising, we do not currently offer a sale or targeted-advertising opt-out link.

Our intended retention periods are:

• Calculator and planner administrator sessions: up to 12 hours.
• Client-plan login sessions: up to 30 days.
• Password-reset links: 60 minutes; expired reset records are removed shortly afterward.
• Private estimates and recorded estimate activity: 72 hours.
• Ideas placed in the Pass folder: 60 days.
• Client-plan visit records: 180 days.
• Client profiles, plans, preferences, and notes: up to two years after the client relationship ends.

Contracts, invoices, transaction records, dispute records, and other information may be kept longer where reasonably needed or required by law. Information may remain temporarily in secure backups until the applicable backup cycle completes.

Kadova is a Delaware company operating with service providers and personnel in multiple locations. Information may be processed in the United States and other countries where Kadova or its providers operate. Those countries may have different privacy laws. Where required, Kadova relies on appropriate contractual protections or other lawful transfer mechanisms.

Kadova uses reasonable administrative and technical safeguards, including restricted private pages, hashed authentication credentials, encrypted stored client passwords, secure transport, and access controls. No internet transmission or storage system is completely secure, and we cannot guarantee absolute security.

Protect passwords and private links, and contact us promptly if you suspect unauthorized access.

Depending on where you live and subject to legal exceptions, you may have the right to request access, correction, deletion, restriction, objection, or portability; withdraw consent; opt out of certain uses; appeal a denied request; and complain to a privacy regulator. You will not receive discriminatory treatment for exercising a privacy right.

To make a request, email gabriel@kadovamedia.com with “Privacy Request” in the subject line and describe your request. We may ask for information reasonably needed to verify identity and authority. Authorized agents may submit requests where applicable, subject to verification.

If an appeal is available and we deny your request, reply to our decision with “Privacy Appeal.” EEA and UK residents may also complain to their local data-protection authority.

The website and services are intended for people 18 and older. Kadova does not knowingly collect personal information from children. If you believe a child has provided information, contact us so we can review and delete it where appropriate.

We may update this Policy as our services or legal obligations change. The effective date at the top shows when the current version took effect. Material changes may also be communicated through a prominent website or portal notice.

For privacy questions or requests, contact: