Privacy policy

This notice covers the KUBO marketing website and its enquiry forms, MyKUBO, the KUBO Educator Portal and KUBO Play. Read the section for the service you use, together with the shared sections below. Separate products, including the KUBO Coding AI application, need their own service information; Portal sign-in and billing for them are covered here.

Who is responsible

KUBO is the controller for website enquiries, MyKUBO service operations, educator account administration, billing and our own security and legal records. For school-managed classroom and learning records, the school or district normally decides the purposes of processing and KUBO acts on its documented instructions as a processor. The school data-processing agreement describes that arrangement. For privacy questions or to exercise your rights, contact:

Privacy and support telephone: +1 838 250 1509 — answered by an AI assistant. See telephone enquiries below.

What we collect and why

• Enquiries: the name, email, school or company, phone number, country, purchase interests and message you provide. We use these to answer you, prepare quotes, provide support and discuss partnerships. Our GDPR basis is our legitimate interest in handling business enquiries (Article 6(1)(f)), or taking steps you request towards a contract with you and performing that contract (Article 6(1)(b)).
• Website delivery and security: connection information such as IP address, request time, requested page and browser information may be processed by our hosting infrastructure. Form security uses a spam-check response and temporary submission records. Our basis is our legitimate interest in operating and protecting the website (Article 6(1)(f)).
• Legal obligations: where records must be kept or disclosed by law, we process the necessary information on that basis (Article 6(1)(c)).

Information comes from you and your browser. Name and email are required on all forms, a company name on partner applications, and a message on support enquiries. We need these to handle your request; other fields are optional. Sending an enquiry does not subscribe you to marketing.

Your browser’s time zone and language can suggest a relevant market or partner locally on your device. We do not request precise location or create a visitor profile from these settings. We do not make automated decisions that have legal or similarly significant effects on you.

Telephone privacy and support enquiries

Our telephone line uses an AI assistant for adult parents, educators and other adult callers. Twilio connects the call, and ElevenLabs and its speech and language processing providers process audio and conversation text to understand and answer you. Call information can include your incoming phone number, call time, duration and technical status. Please do not provide children’s names, login codes, student records or other sensitive information. You can use email or post instead.

If you want the KUBO team to follow up by email, the assistant asks for your own email address, reads it back and asks you to confirm it and agree to email contact about your enquiry. It then sends our team your confirmed email, enquiry category, agreement and a call reference. This does not subscribe you to marketing. The follow-up message does not include a recording or full transcript. We verify identity and authority separately before disclosing or changing personal information.

We use this information to answer your enquiry and arrange the follow-up you request, on the enquiry-handling and legal-obligation bases described above. The phone service uses processing in the United States; the international-transfer provisions below apply.

We have enabled ElevenLabs’ Zero Retention Mode for the telephone agent and switched off its call-audio storage. This setting concerns conversation content; it does not remove Twilio or carrier call records, service usage or security metadata, or follow-up emails held by KUBO. Providers may retain records needed for service operation, billing, security and legal obligations. Twilio’s standard call-log retrieval window is 13 months; older call records may remain available through its archive service until deleted. This retrieval window is not an automatic deletion deadline. Follow-up emails follow the correspondence retention rules below. Temporary delivery fingerprints and status contain no email address or transcript; they expire after 24 hours and are cleared on subsequent requests or a server restart. See ElevenLabs’ retention information and Twilio’s privacy notice for provider information.

MyKUBO for iOS and Android

MyKUBO is a maintenance utility for teachers and parents who manage KUBO robots, not a student learning service. It connects to your robot to install firmware updates, display robot information and change supported settings. It does not require an account and has no advertising, purchases or subscriptions.

Device permissions. When you choose “Connect to KUBO”, MyKUBO requests permission to discover and connect wirelessly to your KUBO robot through your device’s permission system. On Android, this may be called Nearby devices; older Android versions may require location permission to discover nearby robots. You choose whether to grant the requested permission and can decline or revoke it in your device settings. Without this access, features that communicate with the robot will not work. We use scanning to find robots, not to determine or track your location.

Information handled locally. The app reads the robot’s wireless device identifier, name, hardware and firmware versions, and supported usage counters such as starts, runtime, battery information and TagTile counts. This information is handled on your device and is not uploaded to KUBO. A chosen nameplate name and supported settings are saved on the robot and can remain there after you close or uninstall the app. Robot names can be visible to nearby devices scanning for wireless connections; use the supplied nameplates rather than personal names.

Diagnostics and retention. Connection and update logs are held in the running app and may also appear in your device’s developer console. The app does not automatically send them to KUBO. Ending the app’s running session clears its in-memory records; uninstalling it does not erase information stored on the robot. If you send us logs for support, we handle them as enquiry correspondence under this notice.

Internet connections. The app downloads the firmware list and update files from KUBO’s firmware hosting service at kuboplay.app, hosted by Hetzner. The hosting service receives connection information, such as your IP address, request time and requested file, to deliver downloads and protect the service. The downloaded file can indicate the robot model or firmware being requested. We rely on our legitimate interest in delivering and securing updates (GDPR Article 6(1)(f)); related logs are retained only as needed for delivery, fault investigation and security. The provider and international-transfer provisions below also apply to this hosting.

Firmware requests use HTTPS and do not include account cookies or a referring-page address. Robot identifiers, names and usage counters are not included in firmware requests.

Deletion and controls. There is no MyKUBO account to delete. Close the app to end its session and revoke wireless permissions in your device settings to stop future robot access. To change a stored robot name, connect and select another supplied nameplate. Uninstalling MyKUBO does not reset the robot’s usage counters or settings. For deletion of any support correspondence or server records that can be associated with you, contact us using the details above; the privacy rights and lawful retention exceptions below apply.

MyKUBO includes its fonts locally and has no advertising or analytics trackers. It does not ask for a child’s name or create student profiles. Permission to connect wirelessly controls access to the robot; it does not authorise unrelated uses of information. The contact details and privacy rights in this notice also apply to MyKUBO.

KUBO Educator Portal

Accounts and schools. We process educators’ email addresses, display names, password hashes or school sign-in identifiers, language preferences, school membership and roles. School administrators can invite staff and manage classrooms and access. We also store lesson and training progress, saved maps and other content you choose to save. These records provide your account, resources and school workspace. For our controller activities, we rely on performing a contract with you where applicable (GDPR Article 6(1)(b)), our legitimate interest in providing services to your organisation and securing accounts (Article 6(1)(f)), and applicable legal obligations (Article 6(1)(c)).

Student access. Schools create student profiles containing a name or nickname, classroom membership, sign-in codes and service identifiers. Use a nickname rather than a full name where possible. Authorised educators can retrieve student codes; keep these and class codes private. Where a school enables ClassLink or Clever, we receive the identity and school/class information supplied by that provider to sign users in and associate them with the school. Students do not need to provide a personal email address for code-based access.

Billing and sharing. Subscription records contain school access, plan, seat count, payment status and billing references. Where Paddle checkout is used, Paddle handles payment details as the merchant of record under its own privacy notice. Where a school buys through a partner, that partner handles the sale and authorised partner staff can manage the linked school’s subscription. Maps may be private, shared with a school or made public according to the sharing option you select. Do not include student information in public content.

Teacher AI assistance. If you use an enabled AI assistance feature, your question, relevant lesson or page content and recent conversation context are sent to the configured AI providers, OpenAI and/or Google Gemini, to produce the answer. School rosters and account identity are not deliberately added to prompts. Automated filtering removes some contact details and identifier patterns but cannot reliably remove personal names or all personal information. Do not enter student records, sensitive information or identifiable examples. Provider processing may take place outside the EEA and is subject to the transfer safeguards below.

KUBO Play

Learning records. When you launch Play through the Portal, we pass the access information needed to link your game session to the authorised account or classroom. Play processes a player identifier, name or nickname, school/class associations, access entitlements and session information. It records gameplay events, timestamps, levels attempted and completed, saved solutions, progress, awards and customisation choices. These records let the game work, save progress and let authorised educators assign activities and view learning progress. Where competition features are used, participating users’ display names, scores and rankings may be shown to other participants.

Class sessions without individual sign-in. A school-provided session code can create a temporary player record without selecting a named student profile. The session still has a technical identifier and gameplay records; it is not a promise that no personal information is processed. Session, gameplay and connection records are subject to the retention and deletion rules below. Ending a session does not itself erase stored activity or backup copies.

School instructions. For school-managed profiles and learning records, the school determines the educational purpose, applicable lawful basis and authorised users. KUBO processes those records to provide and support the service on the school’s instructions. We do not use school-managed student records to sell personal information, target advertising or build unrelated commercial profiles. Internet delivery also involves IP addresses, request details and service-security logs.

Information for students, parents and schools

For students: KUBO Play remembers your activities and progress so you can continue learning and your teacher can help you. Your school controls your classroom account. Keep your sign-in code private and ask your teacher or parent if you want to see, correct or remove your information. Please do not put your full name or private information in shared maps or messages.

School-authorised use by children is limited to the educational purposes agreed with the school. Where US COPPA applies, KUBO must provide the required direct notice and obtain valid school authorisation for that educational use, or verifiable parental consent where school authorisation is not available or sufficient, before the relevant collection. A child signing in, accepting terms or closing a cookie notice does not provide that authorisation. KUBO remains responsible for its own obligations; they are not transferred to teachers or parents.

Parents and schools can request review, correction, export or deletion of student information, or ask that further collection stop, using the contact details above. For school-controlled records, we verify the request and work with the school; you may also contact the school directly. We may need to end access to features that cannot operate without the necessary records. Applicable US education-record and state student-privacy protections are addressed in the school agreement.

Who receives information

Enquiries are delivered to our team by email. Hosting, email delivery and mailbox providers process information needed to run those services. We require providers handling personal information on our behalf to protect it under applicable data-protection obligations and our instructions. We use encrypted connections for app downloads and website submissions, and restrict access to personal information to those who need it for the stated purposes. Our website forms use self-hosted spam protection, so no external CAPTCHA provider receives your form details.

If your request needs a local sales or support partner, we may share the contact and enquiry details needed to help you. That partner handles its own customer relationship under its privacy notice. Information may also be disclosed to professional advisers or authorities when necessary for a legal obligation or legal claim.

If personal information is transferred outside the EEA, applicable GDPR transfer requirements must be met, such as an adequacy decision or the European Commission’s standard contractual clauses with any necessary additional safeguards. Contact us for information about the safeguards relevant to your data or a copy of them.

For the Portal and Play, access is limited by school, classroom and staff permissions. Hetzner Online GmbH provides hosting, database storage, backups and outbound transactional email for the Portal and Play. The school’s service schedule identifies its hosting and backup locations; contact us for the locations applying to your school. The new Educator Portal and legacy Play deployments are separate systems and may use different locations. Google Workspace supports KUBO staff sign-in and correspondence; it is not used as the student-record database, although information you send in support correspondence may pass through it. Enabled school sign-in, payment and AI integrations receive the information described above; their role depends on the service and contract. The hosting region does not mean that every external integration processes information only in that country. Contact us for the current providers, processing locations and the school’s agreed subprocessor schedule.

How long information is kept

Enquiry correspondence is kept for as long as needed to resolve the request and manage the resulting customer or partner relationship. Any longer retention must be needed for a legal recordkeeping duty or to establish, exercise or defend a legal claim. Security logs are kept only as needed to investigate faults or abuse.

Temporary form records expire after one hour for email rate limits and 24 hours for duplicate-submission protection; expired records are cleared on subsequent requests or when the server restarts. Our email delivery system is configured to retain raw message content for up to seven days and delivery records for 30 days. These limits do not delete the correspondence from the receiving mailbox.

Portal and Play records. School-managed profiles, saved work and learning activity support student access, continuity of learning and authorised school reporting. Their retention depends on the school’s educational need, the service agreement and applicable law. They must not be kept indefinitely for possible future use. Deletion is required when the information is no longer needed for the purpose for which it was collected, or earlier where a valid request, school instruction or applicable law requires it. A temporary subscription lapse does not itself end the school’s agreement or erase learning records.

Deletion requests. Cross-service deletion and export requests are handled manually. Contact us using the details above; we verify the request and coordinate with the school where it controls the records. Educators can remove Portal students and classrooms, but those actions do not automatically remove matching Play records. Ask us to coordinate the request across both services. The privacy rights and statutory response periods below continue to apply.

Backups. Removing a live record does not immediately remove earlier backup copies. The new Educator Portal’s current backup schedule keeps twelve monthly recovery points as well as shorter-term backups; it does not enforce a fixed maximum age for every copy. Play uses separate deployments whose backup retention must be checked for the relevant school. Contact us for the backup period and deletion arrangements applying to your records. A request to remove data must address those copies as well as live records; it is not complete merely because a Portal profile was removed. Any legally required retention must be limited to the relevant records and purpose.

Educator account records are kept while needed to provide the account and manage the school relationship, subject to applicable legal retention requirements. Account deletion can also remove schools where you are the only administrator; the Portal shows a warning before that action. Contact us for coordinated handling of any linked Play records.

Cookies and online tracking

This website has no advertising or analytics trackers. Fonts and videos are served by us. A local browser setting remembers when you dismiss our cookie notice for 180 days. The Portal uses sign-in storage, school sign-in cookies and preferences, and Play may cache game assets. See Cookies and storage for the separate service inventories.

We do not sell personal information or share it for cross-context behavioural advertising, and do not use it for targeted advertising. We do not permit third-party trackers to collect your activity across websites here. This applies whether or not your browser sends Global Privacy Control or Do Not Track signals; these signals do not change the necessary processing described above.

Your privacy rights

Under the GDPR, subject to its conditions, you can request access, correction, deletion, restriction or a portable copy of your data, and object to processing based on legitimate interests. Where processing relies on consent, you can withdraw it without affecting earlier lawful processing.

Email yourfriends@kubo-robot.com, call +1 838 250 1509 or write to the postal address above with your request. We may need information to verify your identity. We respond within one month under the GDPR; if a permitted extension is needed, we explain why within that month. You may complain to Denmark’s Data Protection Agency (Datatilsynet) or your local supervisory authority.

US residents may also have rights to know about, access, correct or delete personal information, obtain a copy, and opt out of sale, sharing or targeted advertising where applicable state law covers the processing. Use the contact details above to make a request or, where allowed, appeal a refusal. An authorised agent may act for you subject to verification. We will respond within the applicable statutory period and will not discriminate against you for exercising a protected right.

Children’s information

Our enquiry forms are for educators, parents and business contacts. Please do not send student records or sensitive personal information. We do not knowingly collect personal information from children under 13 through these forms. If you believe a child has submitted information, contact us so we can address it and delete it as required. The on-page robot simulator runs locally and does not send us children’s code or activity.

Other websites and changes

External partners and services outside the scope of this notice provide their own privacy information. We update this notice when our practices change and show the revision date above. Where the law requires further notice or consent, we provide it before the relevant change takes effect.