// legal

Privacy Policy

Inherent Automation, LLC
Effective date: October 26, 2026

This policy explains how Inherent Automation ("we", "us") handles information in the Grid, in our iOS app "Inherent Automation" (the "app"), and when our clients connect business software such as QuickBooks Online.

Who we serve

We build and run private workspaces for business clients under a written service agreement. Each client company gets its own Grid "cell": its own server, used only by that company. The company's staff sign in to it with passkeys.

The app is a native client for your company's Grid. It lets you sign in, use Grid Chat (direct messages and calls with colleagues, and conversations with your company's AI agent, Kenji, by text or voice), and get notifications. It is not offered to the public. You can only use it if your company is our client and has given you an account.

Our apps, including our QuickBooks Online connection, are not offered to the public. Only clients we have onboarded can connect to them.

Your company is in charge of its data

Your employer decides what its Grid is used for and who can use it. For the information in its Grid, your company is the controller. We run the Grid for your company as its service provider (a "processor"), and we handle that information only on your company's instructions and under our agreement with it.

This means some requests, such as removing records your company must keep, are your company's decision. We will help you reach the right person.

What the app handles

  • Your name and work email. These come from your company's roster and identify you to colleagues.
  • Your messages and attachments. What you send and receive in Grid Chat, including messages to Kenji. Attachments can be photos, videos or any other file, up to 25 MB each.
  • Voice and calls. When you speak to Kenji, your voice is turned into text on your company's Grid cell and the recording is deleted. The text stays in the conversation. Calls are end-to-end encrypted. Call recording is off unless your company turns it on (see Service providers).
  • A session token. This keeps you signed in. It is stored in the iOS Keychain on your device.
  • A push token and device label. Apple's push token lets your company's Grid send notifications to your device. The device label helps you tell your devices apart in your account. It is your device's model name (for example "iPhone (Inherent Automation app)"), never the name you gave your device. Both go only to your company's own Grid cell.

All of this lives in your company's Grid cell, with one exception. To measure how much the service is used, we record how much each person uses Kenji (the amount of AI processing and its cost, never the content of messages) in Inherent Automation's own control system, outside your company's cell.

What the app does not do

  • No analytics.
  • No advertising.
  • No tracking across apps or websites.
  • No analytics, crash-reporting or advertising SDKs. The only outside code in the app is LiveKit's calling library, which carries calls.

We do not sell personal information. We do not share it for targeted advertising. We do not use your company's data to train AI models offered to anyone else.

Push notifications

Notifications are delivered through Apple Push Notification service. The notification that passes through Apple carries no message text, only a neutral alert ("New message") and the references the app needs to find the message. When it arrives, the app fetches a short preview (at most 140 characters) directly from your company's Grid cell over an authenticated, encrypted connection, and shows it only in the notification. You can turn notifications off at any time in iOS Settings.

Service providers

We use a small number of providers, only to provide the service:

  • Hosting. Each Grid cell is its own server on Amazon Web Services in the United States (Northern Virginia). Its backups are kept in that company's own storage at Amazon Web Services, in the same region.
  • AI. What you say or send to Kenji, including files he reads for you and the text of your voice messages, is processed by AI model providers (Anthropic, and OpenAI, which also helps Kenji sort and index what he remembers), under your company's Grid settings. Direct messages between people are not sent to any AI model.
  • Web search. When Kenji searches the web for you, the search words go to Brave Search.
  • Voice. Turning your speech into text happens on your company's Grid cell; your voice does not go to an outside provider. When Kenji answers out loud, the text of his reply (and nothing else) is sent to DeepInfra, which turns it into speech.
  • Calls. Calls use LiveKit Cloud to carry real-time audio and video. Calls are end-to-end encrypted, so LiveKit passes along only encrypted data it cannot read. Call recording is off by default. If your company turns it on, a call is recorded only when everyone in it has agreed in the app, the recording is made on your company's Grid cell (so a recorded call is readable there), and recordings are kept for 120 days. The transcript is made on your company's Grid cell, kept with the conversation, and copied into each participant's own Calls folder.
  • Messaging. If your company uses Kenji on Telegram, those chats, and copies of your Grid conversations with Kenji when your company turns that on, pass through Telegram. Telegram does not end-to-end encrypt chats with bots.
  • Connected accounts. When your company connects business accounts such as Google Workspace (email, calendar, files), QuickBooks Online or its property or practice software, Kenji reads them and, when a user asks, acts in them (for example sends an email from that user's address or sets up a meeting) through that provider's own service. Our access to QuickBooks Online is read-only.

These providers receive only what they need to do their job. We use the hosting, AI, voice, calling and search providers under their business terms: they are bound by confidentiality and security terms, and they may not use your data for their own purposes or train their models on it. Some keep it for a short time for security and abuse monitoring.

Connected business software (QuickBooks Online)

When a client connects QuickBooks Online, they choose to give our app access to their company's accounting data. That can include the chart of accounts, transactions, invoices, bills, customers, vendors and reports. We also receive the basic company and user details Intuit provides during sign-in.

We use this data only to provide the services the client has asked for: reporting, bookkeeping help, reconciliation, document preparation and answering the client's questions about their own business. We do not:

  • sell, rent or trade client data;
  • use client data for advertising;
  • combine one client's data with another client's;
  • use client data to train AI models offered to anyone else.

Our access to QuickBooks Online is read-only. We do not create, change or delete anything in QuickBooks, pay bills or post transactions.

Access tokens from Intuit are stored encrypted and are never shown to users or written to logs. A client can disconnect QuickBooks at any time, either from QuickBooks or by asking us. When they disconnect, we revoke our access token. When a client asks, or when our engagement ends, we delete their QuickBooks data from their environment within 30 days, unless the law requires us to keep it.

How we protect data

  • Separate cells. Each company's Grid is isolated. It is not shared with any other client.
  • Encryption. Data is encrypted in transit (TLS). Stored data and backups on every Grid cell are also encrypted at rest.
  • Passkeys. You sign in with a passkey. There are no shared passwords.
  • Limited access. Only your company's authorized users, and named Inherent Automation staff working on your company's account, can access your company's Grid.
  • On your device. Your session token is kept in the iOS Keychain.

How long we keep data

We keep your company's data while your company uses the Grid, or as long as its agreement with us requires. When the engagement ends, we delete it within 30 days, unless the law requires us to keep it.

Backups: each Grid cell keeps its seven most recent backup copies of Grid Chat, and backups in the cell's cloud storage are kept until the cell is retired. Backups of our own control system are kept for 90 days. This means something deleted from the Grid can stay in a backup until that backup is replaced or deleted.

Signing out ends your session on that device and removes that device's push token from your account, so it stops getting notifications. Deleting your account removes all your devices.

Deleting your account

You can delete your account in the app (Settings → Delete account) or by emailing us at the address below. When you ask:

  1. Right away, we remove your sign-in passkeys and devices and sign you out everywhere.
  2. Within 30 days, we remove you from your company's roster and erase your personal data.

Two things may remain:

  • Records your company must keep. If your company is legally required to hold certain records, those stay as long as the law requires.
  • Messages you already sent to others. Messages you sent are also part of the other person's conversation, so they stay there after your account is deleted. If you want them removed too, email us and tell us which conversations. We will pass your request to your company and remove them unless your company has to keep them.

Records of how much you used Kenji (the amount of AI processing and its cost, never message content) are kept as billing records for 2 years, then deleted. Once your account is deleted, they are no longer tied to you.

Information about other people

Your company's Grid can hold information about people outside your company, for example people who email or meet with your staff, customers and vendors in your accounting software, and contacts in your company's records. We handle it the same way: for your company, on its instructions, and only to provide the service.

Our website

Our website sets no cookies and runs no analytics or advertising code; its fonts are served from our own site. Like any web server, ours keeps standard request logs (IP address, page, time). If you email us, we keep your message to answer it.

Your rights and choices

You can ask us what personal data we hold about you, ask us to correct it, or ask us to delete it. Email us at the address below. Because your company controls its Grid, we may need to confirm the request with your company or pass it to them. Either way, we will tell you what happens.

Clients can also disconnect any connected software, such as QuickBooks Online, at any time.

Children

The Grid and the app are workplace tools. They are not meant for anyone under 16, and we do not knowingly collect data from children under 16. If you think a child's data is in a Grid, contact us and we will delete it.

Security incidents

If we learn of unauthorized access to a client's data, we will notify the affected client promptly and work with them, and with Intuit where required, to contain and resolve it.

Changes to this policy

If we change this policy, we will post the new version here and update the effective date. If the change is material, we will tell our clients directly.

Contact

Inherent Automation, LLC
The Woodlands, Texas
Email: [email protected]

QuickBooks is a trademark of Intuit Inc.