Privacy Policy

1. The short version

We collect what the service needs to work: who you are, who you work with, what you agreed, what was said, and what was charged.

We do not sell your information, we do not use your messages or files to advertise to you, and we never share your mobile number or texting consent for marketing.

2. Information you give us

Account details such as your name, email address, mobile number, and password, plus anything you choose to add — a profile picture, a business name, a logo, or the wording you use with your clients.

The content you create in the service: relationships, jobs, agreements, proposals, messages, appointments, and the files you upload.

A freelancer may add a client's name and mobile number to set up their relationship before the client has joined. They should do so only with that client’s agreement.

3. Information we collect automatically

Basic technical information needed to run and support the app: device and app version, and error reports when something breaks.

Usage records tied to billing — for example when a conversation started, and the start and end times of calls made through the app.

4. Payment information

Payments between a professional and a client are handled by Stripe. Card numbers and bank details go to Stripe directly and are not stored on our servers.

We keep the record of the transaction itself — amounts, dates, what was charged for, and a reference to the payment — because both sides of a relationship need that history and we are required to keep financial records.

A professional's own Pro or Business plan subscription is purchased through Apple's in-app purchase system; Apple, not us, handles that payment and shares with us only what we need to know which plan is active.

An invoice is generated and emailed to the client automatically — when a job payment is charged, and once a month for a support plan.

5. Messages, files, and calendar

Messages and files are stored so the people in a relationship keep a shared record. They are visible to the other people in that relationship, and to us only where it is genuinely needed to operate, secure, or support the service, or where the law requires it. Files are stored with our storage provider, Cloudflare.

Calendar sync is off until you turn it on, and works on your device. When it is on, we write appointments created in the app to the calendar you choose and only change events we created. Your calendar id and preference stay on the device.

6. Text messages (SMS)

If a freelancer you work with has added your mobile number to roster, they can message you by text. Those texts come from a roster number assigned to your relationship with that freelancer — never the freelancer's own number — and your replies to that number reach them. The same number stays with that relationship for as long as it lasts.

Texts sent and received this way are stored in the relationship, shown to both sides the same as a message sent inside the app. If you later join the app, you can keep receiving the relationship’s texts on that number as well as in the app.

Message frequency varies. These are conversation texts: you get one when the freelancer sends you a message, and occasionally a payment request or a link to pay them on keeproster.com. roster does not send marketing texts. Message and data rates may apply.

Reply STOP at any time to stop texts from that number; you will get one text confirming it and no more after that. Reply START to resume. Reply HELP for help, or email support@keeproster.com. The freelancer is told that you opted out.

We do not sell, rent, or share your mobile number, or your consent to receive texts, with third parties or affiliates for their marketing or promotional purposes. Text-messaging opt-in data and consent are excluded from every kind of sharing described in this policy and will not be shared with any third party, except the texting provider (Twilio) that delivers the messages for us and may use your number only to do that.

The full texting terms are at keeproster.com/sms.

7. Calls and recording

On plans where call recording is available, a live call in the app may be recorded (audio only) so that an AI-generated summary of the call can be produced. Both people on the call can see the summary, and it is kept as part of the call history.

The audio recording itself is deleted once the summary has been produced — we keep the summary text, not the recording or a transcript.

8. Notifications

If you allow push notifications, we store a device token so we can deliver them. You can turn notifications off in the app, or in your phone settings, at any time.

9. How we use information

To provide the service, to calculate and take payments, to notify you about things that need your attention, to support you when you contact us, to keep the service secure, and to meet our legal obligations.

10. Who we share information with

With the other people in your relationships — that is the point of the service, and the app shows you what they can see.

With the providers that run parts of the service for us: our payment processor (Stripe), our hosting and database provider (Railway), our file storage and website host (Cloudflare), our texting provider (Twilio), our transactional-email sender (Resend), and our error-monitoring tool (Sentry). They may only use it to provide their service to us.

Where the law requires it, or to protect the rights and safety of users and the public. We do not sell personal information.

None of the sharing above includes text-messaging opt-in data or consent for anyone’s marketing: see "Text messages (SMS)".

11. Where information is stored, and for how long

Information is stored on servers operated by our hosting providers and may be processed in countries other than your own.

We keep it for as long as your account is open, and afterwards only for as long as we need it for legal, accounting, or dispute-resolution reasons. Specific retention periods for each kind of information are [to be set with counsel].

12. Your choices and rights

You can view and edit your profile in the app, change your notification preferences, turn calendar sync off, stop texts by replying STOP, and request deletion of your account from Settings.

Depending on where you live, you may also have the right to a copy of your information, to correct it, or to object to some uses of it. Contact us and we will help.

Deleting your account does not remove records the other side of a relationship is entitled to keep, such as the history of an agreement and what was paid.

13. Security

We use reasonable technical and organisational measures to protect your information, including encryption in transit and access controls. No service can promise perfect security, so please use a strong, unique password.

14. Children's privacy

The service is not intended for anyone under 18, and we do not knowingly collect information from children. If you believe a child has given us information, contact us and we will remove it.

15. Changes to this policy

We may update this policy as the service changes. The "last updated" date above always reflects the current version, and we will tell you in the app where a change is significant.

16. Contact

Questions, requests, or privacy concerns can be sent to support@keeproster.com.