Terms and Conditions

    Kawaru Tech Ltd

    Last Updated: July 25, 2026

    Welcome to kawaru. These Terms and Conditions ("Terms", "Agreement") govern your access to and use of the kawaru platform, website, and services (collectively, the "Service") operated by Kawaru Tech Ltd ("kawaru", "Company", "we", "us", or "our").

    By accessing or using our Service, you agree to be bound by these Terms. If you disagree with any part of these Terms, you may not access the Service.

    IMPORTANT: Please read these Terms carefully before using our Service. These Terms constitute a legally binding agreement between you and kawaru.

    1. Definitions

    "Account" means a unique account created for you to access our Service.

    "Customer" means the entity or individual that has agreed to these Terms and uses the Service.

    "Customer Data" means all data, content, and information that you submit, upload, or otherwise provide to the Service, including interview responses and transcripts, process descriptions, organizational information, uploaded documents, and connected third-party data.

    "Authorized Users" means employees, contractors, or agents of Customer who are authorized by Customer to use the Service under Customer's Account, including team members who participate in AI-led interviews.

    "Generated Output" means process maps, analyses, AI-fit assessments, transformation recommendations, cost and timeline estimates, and other content generated by the Service using AI processing of Customer Data.

    "Third-Party Services" means external applications and platforms that integrate with the Service, including but not limited to communication, document storage, and project management tools.

    "Subscription" means access to the Service under the applicable plan. During the Beta Period, access is provided free of charge; paid plans may be introduced later as described in Section 8.

    "Beta Period" means the period during which the Service is offered as a beta version, as described in Section 2.4.

    2. Service Description

    2.1 Overview

    kawaru is an AI-powered platform that maps how a company works into a living process map and plans its AI transformation. The Service deploys AI agents to:

    • Interview team members and capture how work is actually done
    • Build and maintain a living map of the Customer's business processes
    • Analyze where AI fits within each process step, including estimated costs and timelines
    • Generate transformation recommendations, including suggested solutions, integration approaches, and autonomy levels
    • Provide structured process context that can inform the Customer's subsequent AI initiatives

    The Service provides analysis and recommendations only. It does not execute, deploy, or operate AI agents or other automation within the Customer's systems.

    2.2 AI Processing Disclosure

    The Service uses artificial intelligence and machine learning technologies to analyze Customer Data and generate outputs. You acknowledge and agree that:

    1. AI-generated outputs, including process maps and recommendations, may require human review and validation before being relied upon
    2. The accuracy and quality of outputs depend on the quality, completeness, and clarity of input data, including the information provided by interviewed team members
    3. Cost and timeline estimates produced by the Service are indicative estimates only and do not constitute guarantees, quotes, or commitments
    4. Generated Output does not constitute professional, legal, financial, or management consulting advice
    5. We do not guarantee that AI-generated maps, analyses, or recommendations are error-free
    6. You are responsible for reviewing and approving all Generated Output before acting on it

    2.3 Service Availability

    We strive to maintain high availability of the Service but do not guarantee uninterrupted access. Scheduled maintenance will be communicated in advance when possible. We reserve the right to modify, suspend, or discontinue any aspect of the Service at any time with reasonable notice.

    2.4 Beta Version

    The Service is currently offered as a beta version and is under active development. By using the Service during the Beta Period, you acknowledge and agree that:

    1. The Service may contain errors, bugs, or inaccuracies, and may not operate as intended
    2. Features and functionality may be added, changed, or removed at any time without prior notice
    3. Availability and performance are not guaranteed, and access may be interrupted, suspended, or rate-limited at any time
    4. Data continuity is not guaranteed during the Beta Period — we recommend regularly exporting any Generated Output you wish to keep
    5. We may limit the number of users, impose usage caps, or discontinue the beta program at any time
    6. The beta Service is provided for evaluation purposes; Sections 11 (Warranties and Disclaimers) and 12 (Limitation of Liability) apply in full during the Beta Period

    Beta usage limits. During the Beta Period, the Service is offered as a limited trial: an Account is for a single user, supports mapping of up to three (3) processes, and does not include inviting colleagues or other additional users. Organization-wide process mapping and multi-user access are available on request — contact us to arrange a demo. We may change these limits at any time.

    We welcome feedback on the beta Service; any feedback you provide is subject to Section 9.2.

    3. Account Registration and Security

    3.1 Account Creation

    To use the Service, you must create an Account. When registering, you agree to:

    1. Provide accurate, current, and complete registration information
    2. Maintain and update your information to keep it accurate and current
    3. Maintain the security and confidentiality of your login credentials
    4. Notify us immediately of any unauthorized use of your Account

    3.2 Account Responsibility

    You are responsible for all activities that occur under your Account. If you are registering on behalf of an organization, you represent that you have the authority to bind that organization to these Terms. You must be at least 18 years old to create an Account.

    4. Acceptable Use

    4.1 Permitted Use

    Subject to these Terms, we grant you a limited, non-exclusive, non-transferable, revocable license to access and use the Service for your internal business purposes during the term of your access to the Service. If you are a consulting firm or agency, you may use the Service in the course of providing services to your own clients, provided you have obtained all necessary rights and consents from those clients.

    4.2 Prohibited Use

    You agree NOT to:

    1. Use the Service for any unlawful purpose or in violation of any applicable laws
    2. Upload or transmit viruses, malware, or other malicious code
    3. Attempt to gain unauthorized access to any portion of the Service or its systems
    4. Reverse engineer, decompile, or disassemble the Service
    5. Resell, sublicense, or provide the Service to third parties without authorization
    6. Use the Service to infringe on intellectual property rights of others
    7. Interfere with or disrupt the integrity or performance of the Service
    8. Use automated systems to access the Service without our express permission
    9. Upload content that is defamatory, obscene, or violates third-party rights

    5. Third-Party Integrations

    5.1 Connected Services

    The Service may integrate with Third-Party Services, including but not limited to:

    • Communication tools: Slack, Microsoft Teams, Google Chat
    • Meeting platforms: Zoom, Google Meet, Microsoft Teams
    • Knowledge bases and document storage: Confluence, Notion, Google Drive, SharePoint
    • Project management: Jira, Linear, Asana, Azure DevOps

    The list of available integrations may change over time and is described in the Service documentation.

    5.2 Authorization and Responsibility

    When you connect Third-Party Services, you:

    1. Authorize us to access and retrieve data from those services on your behalf
    2. Represent that you have the necessary rights and permissions to share that data
    3. Acknowledge that those services are governed by their own terms and policies
    4. Accept responsibility for ensuring compliance with those third-party terms

    6. Customer Data and Ownership

    6.1 Data Ownership

    You retain all ownership rights to your Customer Data. We do not claim any ownership interest in your Customer Data. Nothing in these Terms transfers ownership of Customer Data to kawaru.

    6.2 License to Customer Data

    You grant us a limited, non-exclusive, worldwide license to access, use, process, and display Customer Data solely to:

    1. Provide and operate the Service
    2. Generate process maps, analyses, and recommendations as part of the Service
    3. Improve and develop the Service (using aggregated, anonymized data only)
    4. Comply with legal obligations

    6.3 Generated Output Ownership

    You own all Generated Output created by the Service using your Customer Data. We retain no ownership rights to Generated Output specific to your data. For clarity, our underlying recommendation methodologies, knowledge bases, templates, and models remain our intellectual property, and nothing in this Section transfers them to you.

    6.4 AI Training

    We do not use your Customer Data to train our AI models. Our AI subprocessors are contractually prohibited from using Customer Data to train their models. Your data is processed solely to provide the Service to you.

    6.5 Data Retention and Deletion

    We retain Customer Data for the duration of your access to the Service. Upon termination of your Account or a voluntary deletion request, we retain your Customer Data for a further 30 days, during which you may export your data or restore your Account. After this 30-day period, your Customer Data is permanently deleted, except where retention is required by law or for legitimate business purposes (such as maintaining transaction records).

    7. Customer Responsibilities

    You are responsible for:

    1. Ensuring you have all necessary rights and permissions to share business process information, documents, and connected data with the Service
    2. Informing team members who participate in AI-led interviews and obtaining any consent required from them for the processing of their responses
    3. If you use the Service on behalf of your own clients, obtaining all necessary rights and consents from those clients
    4. Reviewing and validating all AI-generated outputs before acting on them, including before making hiring, procurement, restructuring, or investment decisions based on them
    5. Maintaining the confidentiality of your Account credentials
    6. Complying with all applicable laws and regulations in your use of the Service
    7. Ensuring Authorized Users comply with these Terms
    8. Backing up your own data as appropriate for your business needs

    8. Fees and Payment

    8.1 Free Access During the Beta Period

    During the Beta Period, access to the Service is provided free of charge. You will not be charged any fees for using the beta Service.

    8.2 Introduction of Paid Plans

    We may introduce paid Subscription plans in the future. We will provide reasonable advance notice before any paid plans take effect, and you will not be charged unless you expressly agree to a paid plan. If you do not select a paid plan when they are introduced, your access may be limited to a free tier or discontinued.

    8.3 Future Payment Terms

    Once paid plans are introduced: fees will be specified in your selected pricing plan and charged in advance on a monthly or annual basis, depending on your plan; fees are non-refundable except as expressly stated in these Terms; payment is due upon invoice or automatically charged to your designated payment method; and all fees are exclusive of applicable taxes, which you are responsible for paying. We may modify Subscription fees with at least 30 days' notice before your next renewal period.

    8.4 Pilot and Design-Partner Programs

    We may offer pilot engagements or design-partner programs on separately agreed terms. Where such terms are agreed in writing, they take precedence over this Section 8.

    9. Intellectual Property Rights

    9.1 Our Intellectual Property

    The Service, including its software, algorithms, AI models, recommendation knowledge bases and methodologies, user interface, design, documentation, and all related intellectual property, is owned by kawaru and protected by copyright, trademark, and other intellectual property laws. These Terms do not grant you any ownership rights in the Service.

    9.2 Feedback

    If you provide suggestions, ideas, or feedback about the Service ("Feedback"), you grant us a perpetual, irrevocable, worldwide, royalty-free license to use, modify, and incorporate such Feedback into the Service without any obligation to you.

    10. Confidentiality

    Both parties agree to maintain the confidentiality of any non-public information disclosed during the course of the business relationship. This includes, but is not limited to, Customer Data, business processes and strategies, technical information, and pricing details.

    Confidential information may be disclosed if required by law, provided the disclosing party gives reasonable notice to allow the other party to seek protective measures.

    11. Warranties and Disclaimers

    11.1 Service Warranty

    During any paid Subscription term, we warrant that the Service will perform substantially in accordance with its documentation. Your sole remedy for breach of this warranty is for us to use commercially reasonable efforts to correct the non-conformity. During the Beta Period, the Service is provided without this warranty and is offered strictly "as is" and "as available," as described in Sections 2.4 and 11.2.

    11.2 Disclaimer

    EXCEPT AS EXPRESSLY PROVIDED HEREIN, THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, WHETHER EXPRESS, IMPLIED, STATUTORY, OR OTHERWISE. WE DISCLAIM ALL IMPLIED WARRANTIES, INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.

    11.3 AI Output Disclaimer

    We do not warrant that AI-generated outputs — including process maps, analyses, recommendations, and cost or timeline estimates — will be accurate, complete, or suitable for any particular purpose. Generated Output is informational and advisory in nature and does not constitute professional consulting, legal, or financial advice. You acknowledge that AI technology has inherent limitations and that human review and validation of all outputs is essential before acting on them. Business decisions made on the basis of Generated Output are made at your own risk.

    12. Limitation of Liability

    12.1 Exclusion of Damages

    TO THE MAXIMUM EXTENT PERMITTED BY LAW, KAWARU SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING LOSS OF PROFITS, DATA, USE, OR GOODWILL, ARISING OUT OF OR RELATED TO THESE TERMS OR THE SERVICE, INCLUDING ANY BUSINESS DECISIONS MADE IN RELIANCE ON GENERATED OUTPUT.

    12.2 Liability Cap

    OUR TOTAL LIABILITY UNDER THESE TERMS SHALL NOT EXCEED THE TOTAL FEES PAID BY YOU TO US DURING THE TWELVE (12) MONTHS IMMEDIATELY PRECEDING THE EVENT GIVING RISE TO THE CLAIM, OR, IF NO FEES HAVE BEEN PAID (INCLUDING FREE BETA ACCESS), ONE HUNDRED POUNDS STERLING (£100).

    12.3 Exceptions

    The limitations in this Section do not apply to: (a) either party's indemnification obligations; (b) either party's breach of confidentiality obligations; (c) your payment obligations; or (d) liability that cannot be limited by applicable law.

    13. Indemnification

    You agree to indemnify, defend, and hold harmless kawaru and its officers, directors, employees, and agents from any claims, damages, losses, liabilities, and expenses (including reasonable legal fees) arising from:

    1. Your use of the Service in violation of these Terms
    2. Your Customer Data or your use of Generated Output, including business decisions based on it
    3. Your violation of any third-party rights, including intellectual property rights
    4. Your failure to obtain necessary consents from interviewed team members or, where applicable, from your own clients

    14. Term and Termination

    14.1 Term

    These Terms commence when you create an Account and continue until terminated. Once paid plans are introduced, paid Subscriptions automatically renew for successive periods unless cancelled before the renewal date.

    14.2 Termination for Convenience

    You may terminate your Account at any time through your account settings or by contacting us. During the Beta Period, termination takes effect immediately; under a paid Subscription, termination takes effect at the end of the current billing period.

    If you voluntarily terminate your Account or request deletion of your data, we will retain your Customer Data for 30 days following your request. During this period you may export your data or restore your Account. After the 30-day period expires, your Customer Data will be permanently deleted, except where retention is required by law or for legitimate business purposes (such as maintaining transaction records).

    14.3 Termination for Cause

    Either party may terminate immediately upon written notice if the other party materially breaches these Terms and fails to cure within 30 days of notice. We may suspend or terminate your access immediately if you violate the Acceptable Use provisions.

    14.4 Effect of Termination

    Upon termination:

    1. Your access to the Service will cease
    2. You may export your Customer Data, including your process maps and Generated Output, during the 30-day retention period
    3. Your Customer Data will be permanently deleted after the 30-day retention period, unless we are required to retain it by law
    4. Accrued rights and obligations survive, including payment obligations
    5. Sections on Intellectual Property, Confidentiality, Disclaimers, Limitation of Liability, Indemnification, and General Provisions survive

    15. Privacy and Data Protection

    Our collection, use, and protection of personal data is governed by our Privacy Policy, which is incorporated into these Terms by reference. For enterprise customers, we offer a Data Processing Agreement (DPA) that addresses GDPR and other data protection requirements.

    We implement appropriate technical and organizational measures to protect Customer Data, including encryption in transit and at rest, access controls, and regular security assessments.

    16. Changes to These Terms

    We may modify these Terms at any time. We will provide at least 30 days' notice of material changes via email or through the Service. Your continued use of the Service after such notice constitutes acceptance of the modified Terms. If you do not agree to the modified Terms, you must stop using the Service.

    17. General Provisions

    17.1 Governing Law

    These Terms are governed by the laws of England and Wales, without regard to conflict of law principles.

    17.2 Dispute Resolution

    Any disputes arising from these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales. The parties agree to attempt to resolve disputes through good-faith negotiation before initiating legal proceedings.

    17.3 Entire Agreement

    These Terms, together with the Privacy Policy and any applicable Order Form or DPA, constitute the entire agreement between you and kawaru regarding the Service and supersede all prior agreements and understandings.

    17.4 Severability

    If any provision of these Terms is found to be unenforceable, the remaining provisions will continue in full force and effect.

    17.5 Waiver

    Failure to enforce any right or provision of these Terms does not constitute a waiver of such right or provision.

    17.6 Assignment

    You may not assign or transfer these Terms without our prior written consent. We may assign these Terms in connection with a merger, acquisition, or sale of all or substantially all of our assets.

    17.7 Force Majeure

    Neither party shall be liable for any failure or delay in performance due to circumstances beyond its reasonable control, including natural disasters, acts of government, pandemic, or failure of third-party services.

    18. Contact Information

    If you have any questions about these Terms, please contact us at:

    Kawaru Tech Ltd

    Registered in England & Wales, company no. 17413506

    Navigation Point, 2 Hale Wharf, London, United Kingdom

    Email: legal@kawaru.ai

    Website: www.kawaru.ai

    By creating an Account or using the Service, you acknowledge that you have read, understood, and agree to be bound by these Terms and Conditions.