Decisive MachinesDecisive Machines

Privacy Policy

Effective date: September 27, 2026
Last updated: October 15, 2026

Decisive Machines is operated by Kite Labs, Inc. (“Kite Labs,” “we,” “us,” or “our”). This policy covers the Decisive Machines website, workspace, and related expert-data and workflow services. It does not cover the separate Kite health assistant or Miri product, which have their own policies.

We provide expert-data services and workflow agents. Agent environments are in development. A signed project agreement may provide more specific terms for the information and processing it covers, subject to applicable law and commitments already made to the affected individuals.

1. Information we handle

Depending on how you work with us, we may handle:

  • Account and profile information: your name, contact details, organization or workspace membership, professional background, skills, availability, and information supplied to support credentials.
  • Project material: briefs, instructions, examples, answers, demonstrations, reviews, rubrics, workflow steps, tool descriptions, evidence links, submissions, and revisions.
  • Delivery and activity records: task status, feedback, approvals, processing results, exports, agreement acknowledgments, and relevant workspace activity.
  • Business communications and records: booking details, inquiries, support correspondence, contracts, and records used to administer project fees or contributor compensation.
  • Payment and tax records: tax forms you give us (such as US Form W-8BEN, which includes your name, address and country of tax residence), invoices, and the payment details our payment partner Wise collects to pay you.
  • Credential checks: the specialist qualification, register and registration number you give us, and any proof you submit (a link or an uploaded certificate), which only our staff see.
  • Technical information: authentication and session information and technical records used to operate, troubleshoot, and protect the service. Browser storage may support sign-in and workspace preferences.

Information may come from you, other authorized project participants, organizational administrators, or sources used to assess professional credentials. Please provide only information you are authorized to share and avoid unnecessary information about other people.

2. How we use information

We use information as reasonably necessary to:

  • provide access to the website and workspace;
  • organize projects, assess contributors, collect and review submissions, and deliver authorized outputs;
  • communicate about bookings, projects, support, security, and our agreements;
  • administer contracts, project fees, and contributor compensation records; and
  • protect the service, investigate misuse, comply with law, and resolve disputes.

If AI-assisted functions are enabled for a project, relevant project content may be sent to a model provider for processing and returned as a proposed structure or output. AI-generated results may be inaccurate and require review.

Expert pool onboarding

If you join the expert pool, we save the professional information you choose to provide, including specialties, interests, languages, experience, the kind of place you work (not its name), whether your employer must approve outside work, availability, your preferred contact method and contact details, and your contact preference. We use this information to consider relevant future opportunities. When you finish onboarding, your profile becomes active and we may contact you at your account email (or another contact method you add) about relevant opportunities, as agreed when you created your account. Pool profiles and contact details are not included in buyer workspace views. Joining does not guarantee work or verify your credentials.

Where AI-assisted intake is available, you may choose it or continue with guided intake. If you choose AI, your professional answers and conversation are sent to OpenAI to suggest follow-up questions and a draft profile. Your contact details are not included in that request. You may optionally attach a CV; it is sent to OpenAI once to extract professional details and is not stored by us. If you share a LinkedIn link, we save the link with your profile for our team to review. Do not include patient information, confidential project material, or private contact details in the conversation. The assistant may also answer general questions about Decisive Machines using public information we provide. While you complete onboarding, the draft profile is saved automatically so you can resume, and it becomes active when you finish; you can review or edit it from the workspace at any time. The model does not make eligibility or hiring decisions. The conversation is kept only in your browser so you can resume it, is cleared when you finish, and is not saved as a transcript in our expert-pool database. Voice input is optional and uses your browser’s built-in speech recognition: your browser provider converts speech to text (for example, Chrome and Edge send the audio to Google, and Safari uses Apple’s speech service, which may process it on your device), and we receive only the resulting text in the message box, never the audio. Model processing is subject to the provider’s applicable data-handling terms.

Your name stays private. Clients never see your name, employer or contact details. In a project, a client sees you only as a reviewer code with your specialty, experience range, country and credential status. If a client ever asks for the names of the experts on its project, we will ask you first, for that client, every time, and share nothing unless you agree. You can choose never to be named at any time in your profile, and we will then not ask. You can change this choice whenever you like.

Experts can share a personal invite link with colleagues. The link carries a short random code; if a colleague signs up through it, we record that code on the new account so we know who referred them. Colleagues sign up themselves; we do not send invitations or receive the colleague’s contact details from you.

You can edit your saved pool profile, pause opportunity contact, or withdraw the pool profile from the workspace. Withdrawal clears its saved answers and contact details; we retain a minimal revision and consent-event record for security and preference history. It does not delete your account, project records, or earlier correspondence. Contact consent is separate from choosing AI-assisted intake.

Experts outside the United States

Our expert network includes doctors in South Korea, the United Kingdom, Canada, Australia, Singapore and Hong Kong. This section explains how the privacy laws of those places apply to you. It adds to the rest of this policy.

Who is responsible. Kite Labs, Inc. (trading as Decisive Machines), Texas, USA, is responsible for the personal information collected through the Decisive Machines expert network. Our privacy lead answers privacy questions at privacy@heykite.app (please mention Decisive Machines).

Why we use your information. We use your account and profile details to set up your account and offer you work, which is necessary for our agreement with you. We use your professional details to match you to suitable projects and to check your credentials, which is our legitimate interest in running a reliable expert network; you can object. We use the AI assistant and any CV you attach only if you choose to, based on your consent, which you can withdraw at any time by using the guided form instead. We keep payment and tax records to pay you and to meet legal obligations. Where the law of your country requires consent for a use, we ask for it first.

Who receives it and where. We store your information in the United States. Our service providers are Supabase (database, United States), Amazon Web Services (file storage, United States), Resend (email, United States), OpenAI (the onboarding assistant, United States) and Wise (payments). They process your information only on our instructions, under their data processing terms, which include standard contractual clauses for international transfers. Information held in the United States may be accessed by US courts and authorities under US law. You can ask us for a copy of the transfer safeguards. Clients never receive your name or contact details: they see only a reviewer code, your specialty, experience range, country and whether your credentials are verified.

How long we keep it. Your pool profile and contact details are kept while you are in the network; when you withdraw your profile in the workspace, its answers and contact details are cleared at once. Payment, tax and invoice records are kept for at least six years after the last payment, or longer where the law of your country requires. Credential evidence is kept while you are in the network and deleted within 90 days after you leave or ask us to delete it. CV files and the onboarding chat are not stored by us.

Your rights. You can ask to see, correct or delete your information, to object to or restrict a use, to withdraw consent, or to receive a portable copy, by emailing privacy@heykite.app. We reply within 30 days (one month in the United Kingdom, 40 days in Hong Kong) and will tell you if we need more time. You can also complain to your regulator: the UK Information Commissioner’s Office, the Office of the Privacy Commissioner of Canada or your provincial authority (in Quebec, the Commission d’accès à l’information), the Office of the Australian Information Commissioner, the Personal Data Protection Commission of Singapore, the Privacy Commissioner for Personal Data in Hong Kong, or the Personal Information Protection Commission in Korea.

AI and automated decisions. The onboarding assistant uses an AI model to ask follow-up questions and draft your profile. People on our team review profiles and check credentials; the model does not decide whether you join, receive work or are paid. If that ever changes, we will tell you first and offer human review.

Cookies. We set one cookie, dm_landing_locale, to remember your language (English or Korean) for one year on decisivemachines.com. On your first visit to the workspace we choose it from your browser’s language and the country your connection comes from; we do not store your location. It holds no other information and is not used for tracking or advertising, and we do not use analytics or advertising cookies. You can change it with the language switch or clear it in your browser.

Security incidents. If a breach of your information is likely to affect you, we will tell you and the relevant regulator as the law requires.

3. Expert data, training, and reuse

Some Decisive Machines projects produce data for AI development, evaluation, or model training. Cross-customer reuse, licensing, or training is permitted only when an applicable written agreement expressly permits that use for the specific material. That agreement may also set limits on recipients, confidentiality, exclusivity, purpose, or duration.

This policy does not transfer ownership or grant a license to customer inputs or expert contributions. Confidential customer inputs and sensitive records are not automatically available for unrelated projects, cross-customer distribution, or general training.

Publishing this policy does not retroactively expand rights over information or material collected under an earlier policy or agreement. If a new use requires additional notice, permission, or consent, that step must occur before the new use begins.

4. Sensitive projects

Real health, financial, or other sensitive personal information may be submitted only for a separately contracted project that Kite Labs has expressly approved for that information and that has appropriate handling arrangements. Do not place sensitive records in ordinary signup, demonstration, support, booking, or unrestricted submission fields.

The project agreement must address the permitted purpose and recipients, authority to disclose the information, access, provider requirements, security, and retention. Additional agreements or authorizations may be required. Account access or a project invitation alone is not approval to submit regulated information.

5. When information is disclosed

Information may be disclosed to:

  • project owners, assigned contributors or reviewers, buyers, and other authorized participants who need it for their role;
  • service providers supporting infrastructure, authentication, storage, communications, scheduling, or other service operations;
  • model providers when AI-assisted functions are enabled and authorized for the project, or when you choose AI-assisted expert-pool intake;
  • authorities or other parties when reasonably necessary to comply with law, address misuse, or protect rights and safety; and
  • a successor in a merger, financing, acquisition, reorganization, or sale, subject to applicable protections.

External scheduling and linked services have their own privacy terms. A project agreement may further limit which providers, participants, or processing locations may be used.

6. Retention

Retention depends on the type of information, the project purpose, the relevant contract, operational needs, dispute and accounting requirements, and applicable law. Raw project material, outputs, delivery records, account information, and contract or payment records may therefore have different retention periods. Legal holds or another lawful exception may require us to preserve particular records.

Our prior Decisive Machines privacy policy, effective January 4, 2026, promised deletion or anonymization of personal information within 90 days after account deletion, subject to the exceptions stated in that policy. We will honor that earlier promise for information collected while it applied. This updated policy does not extend that deadline or broaden the permitted use of those records.

Deleting an account does not by itself remove authorized customer copies, reverse completed model training, or cancel an independently granted content license. Any such issue will be assessed under the applicable agreement, earlier commitments, privacy rights, and law.

7. Privacy requests

To request access, correction, or deletion, or to ask about portability, consent withdrawal, restrictions, or another right available under applicable law, email privacy@heykite.app and identify Decisive Machines. This request process is handled by email and is not automated. We may request information reasonably needed to verify your identity or authority.

If a customer controls the relevant records, we may direct you to that customer and assist as required. We will respond within the period required by applicable law. You may also contact us if you have a concern about how a request was handled.

8. Security and processing locations

We use authentication and project access controls to help protect the service. No transmission or storage system is completely secure. This policy does not claim a security certification or state that every workspace is suitable for regulated records.

Our main systems are in the United States (see “Experts outside the United States” above). Service providers and authorized project participants may process information in more than one location. Project-specific location or transfer requirements must be addressed in the applicable agreement where required.

9. Age

Workspace accounts are intended for adults age 18 or older. This does not authorize users to submit information about children. A project involving that information requires specific review and lawful authorization.

10. Changes to this policy

We may update this policy as our services change. We will provide notice appropriate to a material change and obtain consent when required. A new effective date alone does not authorize a new use of information collected under an earlier commitment.

11. Contact

Kite Labs, Inc.
Texas, USA
Privacy: privacy@heykite.app
Legal: legal@heykite.app

Please identify Decisive Machines in your message.