Ptmind Inc. (the “Company,” “we,” “us,” or “our”) operates Kocoro Desktop (“Kocoro,” the “Service”) and related websites and services. We recognize that protecting personal information of our customers, business partners, and other related parties is a significant responsibility. This policy describes what data we handle, how we use it, and the rights you have.

1. Local-First Storage

Your chats, uploaded files, and other content created in Kocoro Desktop are stored locally on your Mac by default. They are not sent to our servers as a matter of normal operation.

2. AI Inference and Third-Party Providers

When you send a message to an AI agent, the content travels over an encrypted connection to Kocoro Cloud (Shannon Cloud), which routes it to a managed third-party AI model provider for processing. Kocoro is not locked to a single AI provider; the Service may route Content to different providers selected by the Company over time. Users may request the current list of subprocessors at any time by contacting contact@kocoro.ai.

Under the commercial API terms in place with these providers, the third-party AI model providers do not use your data to train their models. By default, Kocoro also does not train any AI model on your data; see Section 3 for the exception when you enable Episodic Memory.

3. Optional Cloud Features

Two features are off by default and only involve the cloud once you enable them:

Episodic Memory — when enabled, selected conversation context is stored in Kocoro Cloud and used to train a personalized memory model that is unique to you. The personalized model is used only for your sessions and is not incorporated into any shared or foundation model. The third-party LLM provider does not receive Episodic Memory data for its training.
Session Share — generates a sharable link for a conversation, hosted on Kocoro Cloud.

You can disable these at any time in Kocoro Desktop settings. Connecting external channels (Slack, WeCom, etc.) or using cloud orchestration tasks routes the relevant content through Kocoro Cloud while those features are active.

4. Information We Collect

When you register or use Kocoro Desktop, we may collect:

Account information you provide (full name, email address, phone number, company name, payment information, and other information entered in registration forms).
Technical information automatically collected when you use the Service, including device type, browser, operating system version, IP address (automatically processed to prevent identification of individuals), display resolution, language settings, page-view history, referrer, time of access, and geographic region (prefecture or city level only).
Operation history: date and time of access, functions used, frequency of use, and other history of your operations.
User Content: data, files, materials, and inputs (text, voice, images, documents, knowledge bases, data source connection information) you transmit, save, create, or generate through the Service. User Content is stored locally by default; cloud processing occurs only as described in Sections 2 and 3.

5. Purpose of Use

We use personal information for the following purposes, and will not process it beyond these purposes without your consent:

User registration, identity verification, and system operations necessary to provide, maintain, improve, and implement the Service.
Billing of usage fees, late charges, and related items.
Verifying credit card validity for payment settlements.
Customizing information and notifications within the Service tailored to you.
Providing information regarding the Service.
Notifying you of suspension, discontinuation, or termination of the Service.
Responding to acts that violate the terms of use of the Service.
Notifying you of changes to our terms of use, this Policy, or related documents.
Responding to disputes and litigation.
Creating anonymized aggregate statistical data that cannot identify individuals, used to improve product features.
Improving quality, developing functions, and enhancing the Service.
Purposes incidental to the preceding items.

By default, we do not use your message content or User Content as training data for AI models. If you enable Episodic Memory, the data you opt to remember is used to train a personalized memory model that is used only for you and is not incorporated into any shared or foundation model (see Section 3). Anonymized aggregated telemetry (which does not contain message content) may be used to improve product features.

6. Cookies and Analytics

Our websites may use cookies and similar technologies to understand site usage and improve the Service. You can change your browser settings to display a warning before accepting cookies or to refuse them. We use Ptengine, an analytics product operated by an affiliated company, for anonymized web analytics on kocoro.ai. Note that refusing cookies may affect some site functionality.

7. Security Management

We take necessary and appropriate measures, including anonymization, to prevent the leakage, loss, or damage of User Information.

In connection with the AI assistant features of Kocoro Desktop, we may provide User Information to third-party AI model providers located outside of Japan as part of outsourcing the handling of such information. The current list of subprocessors is available on request from contact@kocoro.ai.

Where we entrust all or part of the handling of User Information to a third party, we will enter into a confidentiality agreement compliant with this Policy in advance and conduct necessary supervision to ensure security.

8. Disclosure and Sharing

We may disclose or share personal information with third parties only in the following circumstances:

Where we entrust handling of personal information to a third party to the extent necessary to fulfill a purpose of use (e.g., payment processors, billing services, AI model providers as described in Section 2).
Where a user engages in actions that harm others or violate public order and morals within the Service, and a response is necessary.
In connection with a business succession due to merger, acquisition, or similar event.
Where there is an imminent danger to life, property, or other vital interests and an urgent response is required.
Where disclosure is requested by a court, police, or other public institution based on laws and regulations.
Where we are otherwise legally obligated to disclose.

We do not sell personal data.

9. Your Rights

You have the following rights:

Access to your personal information we hold.
Correction or erasure of your personal information.
Restriction of processing.
Objection to processing.
Right to data portability.

To exercise these rights, please contact us at contact@kocoro.ai. After verifying your identity, we will respond within a reasonable period. You also have the right to lodge a complaint with the competent data protection authority.

10. Retention Period

When personal information we hold is no longer necessary for the purposes in Section 5, we will promptly erase or anonymize it. We may retain information beyond that period where retention is required by law, necessary for scientific or statistical research, or necessary to resolve disputes, enforce agreements, or maintain security of the Service.

11. Changes to this Policy

We may update this Policy to reflect changes in our practices or applicable law. Material changes will be communicated in-app, by email, or by prominent notice on our website. If changes require your consent under applicable law, we will obtain it.

12. Contact Information

For questions, complaints, or to exercise rights under this Policy, contact us at:

Ptmind Co., Ltd.
Personal Information Inquiry Desk
Frontier Gran Nishi-Shinjuku 10F, 3-7-30 Nishi-Shinjuku, Shinjuku-ku, Tokyo 160-0023, Japan
Email: contact@kocoro.ai · Corporate: cs@ptmind.co.jp

Representative: Yuan Zheng, Representative Director and CEO
Personal Information Protection Manager: WeiQiang Wang