Pilot Privacy Notice

About this pilot

Kolinko is an invite-only workplace pilot that helps colleagues discover people with complementary knowledge, learning goals, and shared interests. This notice explains how personal information is handled during the pilot.

Kolinko operates your personal account and work-community service. The pilot is developed and operated by Stéphane Kofman in an individual capacity. Where your employer deploys Kolinko, its designated administrator manages the organisation’s participation and its employee privacy information also applies. In an employee-led community, your account remains personal and is not owned by an employer.

Information we process

• Account information: private account email, work email address used for community verification, authentication identifier, email-verification status, organisation membership, and account status.
• Profile information: name, role, office location, profile photograph, connection preferences, knowledge, learning interests, shared interests, topics, subtopics, and selected priorities.
• Connection activity: colleague recommendations shown to you, connection requests, selected topics, request status, and relevant timestamps.
• Operational information: technical records needed to authenticate users, maintain security, diagnose faults, and administer the pilot.

How we use this information

• To provide and secure access to the pilot.
• To create your workplace profile and make completed profiles visible to eligible colleagues in the same organisation.
• To generate explainable colleague recommendations based on the profile information participants provide.
• To support connection requests and show their status to the participants involved.
• To operate, troubleshoot, evaluate, and improve the pilot.

Matching is performed within the application. Kolinko does not use participant information for advertising and does not sell personal information.

Who can access information

Eligible participants in your organisation can view completed colleague profiles. Personal account emails and work emails are private and are not included in shared profiles, including after connection acceptance. Work email is stored privately to verify community membership, deliver invitations and request renewal at least every 60 days. Community access expires if verification is not renewed. Connection requests and meeting proposals are limited to the people involved. Authorised pilot administrators may access information when necessary to operate, secure, or support the pilot.

Kolinko uses Google Firebase services for authentication, database storage, file storage, cloud functions, and hosting. Google processes information as a technology service provider subject to its applicable security and data-protection terms.

Delete your account and data

In your own Profile, choose Delete my account. Confirm your account password, type delete my account, and approve the final confirmation. You do not need administrator approval. If you no longer have community access, use Delete my account on the sign-in screen after authenticating your personal account.

This permanently removes your personal login, profile, photos from current and former work communities, work memberships and administrator access, invitations, verification and renewal requests, connection requests, accepted connections, and meeting proposals. Shared connection and meeting records are removed for both participants. Other people’s accounts and unrelated connections are retained. Deactivation, removing the app, or leaving an organisation is different from deletion.

Once accepted, your request blocks your account and hides your profile. Cleanup normally finishes during the request; interruptions retry automatically every 15 minutes. Kolinko reports pending or completed status. This device retains a deletion receipt so you can check progress after sign-out. Local profile caches and account-specific settings are cleared.

Retention after deletion

Administrative records have direct account and work-email identifiers removed where no longer needed. A minimal account-identifier tombstone, deletion receipt and timestamps remain to prevent old sessions restoring erased data and to confirm the request. Managed backups, already-delivered emails and provider security records may remain under their separate retention policies and are not ordinary active-service data. Contact support@steklabs.ai for applicable retention details or a rights request about those records. We explain any legal exception requiring retention. Copies independently saved by other people are outside Kolinko’s direct control.

Other pilot information is retained only while needed to provide the service, meet security or legal obligations, and resolve support issues. We handle rights requests without undue delay and normally respond within one month, explaining any lawful extension or exception. You may request access, correction, erasure, restriction, objection or portability where applicable, and complain to the relevant data protection authority.

Security and organisation separation

Account access uses a personal login; work-community participation additionally requires approved, verified work membership. Kolinko applies organisation-based access controls so participants can discover eligible colleagues only within their own organisation. No internet transmission or storage system can be guaranteed to be completely secure, but reasonable technical and organisational safeguards are used for the pilot.

Your choices

Participation in the pilot is voluntary unless your organisation tells you otherwise. You can choose whether to add a profile photograph and can update your profile information in the application. You can permanently delete your own account in the application as described above, or contact us about your privacy rights.

Contact

For questions or requests concerning this notice or your personal information, contact your organisation’s pilot administrator or email support@steklabs.ai.