AI & data privacy

The short version

• Kepler processes workspace data to provide the AI feature you asked for — parsing structures your database; matching ranks your candidates against your jobs; the Assistant answers from your records.
• No training on your data. Kepler does not use your data to train AI models, and its agreements with AI providers prohibit them from using it to train theirs.
• Access controls apply — AI never becomes a side-channel around your sharing settings.
• Where it is processed. Your workspace is hosted in Germany (EU). AI features send the content they need to third-party AI providers that process it in the US, and text recognition for scanned CVs runs in Singapore. The Privacy Policy lists every subprocessor and its location.

How processing works

When an AI feature runs, the relevant content (a CV, an email, a transcript) is sent to an AI provider to produce its output — structured fields, a match verdict, minutes, a proposal — and the output is stored in your workspace like any other data you created. AI results are built from your own workspace's records, plus public web pages when web research is on; your content is not used to produce results for other workspaces.

• Assistant conversations are kept in your workspace until their owner deletes them. A chat is visible to teammates only when its owner shares it.
• Dictation audio is used only to make the transcript and is not kept.

Visibility is respected

AI features inherit your access rules. Insights derived from restricted mail (see Email privacy & sharing) are only shown to people allowed to see that mail; AI never becomes a side-channel around sharing settings. The Assistant answers only from records you could open yourself.

Control and audit

• AI-suggested changes are shown in Notifications before they are applied, except where your workspace lets AI fill blank fields or apply assistant actions on its own (see AI suggestions).
• Under Suggestions on records on Settings → AI, administrators choose which kinds of communication AI may read for suggestions. Turning a source off stops new suggestions from it for every field.
• Mark a custom field Sensitive when you create or edit it to hide it from AI, the Assistant and automations.
• Administrators can turn Web research off for the workspace on Settings → AI.
• Users with permission to delete activities can permanently remove a meeting's recording, transcript and minutes using Delete meeting data.
• Candidate data handling — access, export and erasure — is covered in Security & compliance.