Privacy Policy

Last updated: February 2026

1. Information We Collect

We collect information you provide directly: account details (name, email, phone), business information (company name, address), and content you create (appointments, customer records, messages, photos). We also collect usage data (page views, feature usage) and device/location data when GPS features are active.

2. How We Use Your Information

We use your information to: provide and maintain the Service, process payments, send notifications (SMS and email) on your behalf, calculate ETAs and display maps, generate reports, and improve our product. We do not sell your personal data.

3. Location Data

When GPS tracking is active, we collect real-time location data from technician devices. This data is used to calculate ETAs, update customer-facing live maps, detect geofence arrivals, and provide dispatch visibility. Location data is retained for 30 days by default and can be configured per tenant.

4. Third-Party Services

We share data with third-party providers as necessary to deliver the Service: Stripe for payment processing, Twilio for SMS messaging, SendGrid for email delivery, and Google Maps for geocoding and directions. Each provider has their own privacy policy governing their use of your data.

5. Data Storage and Security

Data is stored on secure cloud infrastructure with encryption at rest (AES-256) and in transit (TLS 1.2+). Files and photos are stored on S3-compatible cloud storage with access-controlled buckets. Database access is restricted and secured with SSL.

6. Data Retention

We retain your data for as long as your account is active or as needed to provide the Service. Upon account deletion, we will delete or anonymize your data within 90 days, except where retention is required by law or for legitimate business purposes.

7. Your Rights

You have the right to access, correct, or delete your personal data. You can export your data or request deletion by contacting us. If you are in the EU, you have additional rights under GDPR including data portability and the right to object to processing.

8. Cookies

We use essential cookies for authentication and session management. We may use analytics cookies to understand usage patterns. You can control cookie preferences through your browser settings.

9. Children's Privacy

The Service is not directed to children under 18. We do not knowingly collect personal information from children.

10. Changes to This Policy

We may update this Privacy Policy periodically. We will notify you of material changes via email or in-app notification.

11. Contact

For privacy-related inquiries, contact us at contact@thekeybot.com.