Privacy Policy

1Who This Covers

This policy explains how Kelbra Business Solutions LLC (“Kelbra,” “we,” “us”) handles personal information. It applies to our marketing site, the Kelbra application, and the public pages Kelbra generates on behalf of businesses that subscribe — booking pages, estimate-request forms, and support chat widgets.

It covers three different groups of people, and the difference matters: subscribers, who run a business on Kelbra; visitors, who use a subscriber’s public page — to book, ask for an estimate, pay an invoice, or sign a document — without ever having a Kelbra account; and the people who work for a subscriber, whose schedule and hours that business keeps in Kelbra. If you are a visitor, Section 11 is written for you. If you work for a business that uses Kelbra, Section 4 is written for you.

2Two Kinds of Data

Account data is information about the subscriber’s own relationship with us — who they are, that they pay us, how they use the product. We decide what to do with this, and this policy governs it.

Business Data is everything a subscriber puts into Kelbra to run their business: their customer lists, bookings, invoices, inventory, leads, payroll records. It also includes information collected from their own visitors, and the records they keep about the people who work for them. We hold this on the subscriber’s behalf, not our own. We do not sell it, mine it, or use it to train AI models. The subscriber decides what goes in, what it’s used for, and when it’s deleted — and the subscriber is responsible for having their own privacy notice covering it.

3What We Collect

From subscribers

• Account identity — name, email address, and phone number, collected and held by our sign-in provider. We store only an internal reference to your account, not your password, which we never see.
• Billing details — handled entirely by Stripe. Card numbers never reach Kelbra’s servers. We store only Stripe’s customer and subscription identifiers, your subscription status, and whether your free trial has been used. So that your record is identifiable in Stripe’s own dashboard, we give Stripe your sign-in email address and your business name.
• Business profile — your business name, and any logo, colors, theme, light or dark setting, and dashboard layout you choose.
• Business contact details — the email address, phone number, and postal address you enter on your dashboard, which your tools use on the paperwork and public pages they produce.
• Your own time zone — taken from your browser the first time you sign in, so “today” means your today.
• Your Stripe account reference — if you connect a Stripe account to take card payments, we store the identifier Stripe gives that account and whether it is currently able to accept cards. We never see or store your customers’ card numbers.
• Your Google business listing — if you connect one in Review Manager, we store its Google place identifier and, refreshed about once a day, the rating, review count, and the reviews Google returns for it.
• Usage counters — a per-day count of AI requests per business, used to enforce the daily limits described in Section 6. This is a number, not a record of what you asked.
• Notification subscriptions — if you turn on phone notifications, the browser-issued address and keys needed to deliver them, plus a plain label for the device (for example “Windows PC · Chrome”) so you can tell one from another.
• Your Square account — if you connect Square, the access tokens Square issues (stored encrypted) and your Square location identifier. We never see or store your customers’ card numbers.
• Your PayPal app — if you connect PayPal, the Client ID and Secret you paste (stored encrypted) and, if you give it, the email of the PayPal account.
• Your card reader — the identifier of a card reader you pair, and the Stripe location created for it from your business address.
• Your event’s sponsors — if you use the sponsor wall, the names, logos, web addresses and any wording you enter about the businesses or people sponsoring your event. What you choose to show is published on a public page at your own address.
• Payments you take — for each payment through Stripe, Square or PayPal: the amount, the time, the processor’s reference, which way it was taken (online, at the counter, bank transfer, Square, PayPal), and any refund or dispute the processor reports to us. For cash, check and other payments you record by hand: what you typed.
• Texting registration — when you switch texting on: your business’s legal name, EIN, address, contact email and phone, and website, which we send to the mobile carriers’ registry so they can approve your business for texting. We keep only the last four digits of the EIN, the registration’s progress, and the phone number assigned to you.
• Your OK-to-text list — the mobile numbers you add for text reminders, with the name, when consent was recorded and where it came from (typed in, imported, or texted their card); every text sent with its outcome; replies; and STOP and START requests, which we keep so that a number that opted out stays out.
• Packs, memberships and check-ins — what each customer has bought, sessions used, the bed and length of each session and who started it, each bed cleaning and who recorded it, and any birthday, skin type, longest-session limit or note you enter for a customer.
• Photographs you upload — pictures of receipts, pictures of stock items, and your logo are stored as images on the record they belong to.
• Suggestions — if you send us a suggestion, the message, and your sign-in email address when you ask us to reply.
• Server logs — ordinary web-server records including IP address, request time, and error details, kept for security and debugging.

From visitors to a subscriber’s public pages

• Booking — name, contact details, and appointment details you submit, together with your answers to any questions the business itself has added to the service you book. The business writes those questions; Kelbra stores the answers on the booking for them.
• Lead Dashboard — name, phone, email, and whatever you write in the request form.
• Support Bot — the messages you type into the chat widget.
• Photos — any pictures you attach to an estimate request.
• Paying an invoice or a deposit — Stripe collects and holds your card details; Kelbra receives back the amount, the time, Stripe’s reference for the payment, and the email address you gave Stripe, and records them against the invoice or appointment.
• Signing a document — the name you type, your email address if you give one, the date and time, your IP address and the browser you used, and an exact copy of the document as it was shown to you. This is the record that makes an electronic signature meaningful, and it is kept with the signed copy.
• Your card — if a business makes you a card, it is a page at a secret address showing your first name, what you hold with that business, your visits, and a code the business scans to check you in. Anything else on it — a birthday, a skin type, a note — the business entered, and is its record about you.
• Texts you receive — if a business texts you through Kelbra, the message, its delivery result, and any reply you send, including STOP.
• Emails you send back — if you reply to an email a business sent you through Kelbra, your reply comes to Kelbra: your name and email address, the subject, the words you wrote (without the quoted history), and the names and sizes of any attachments. It is kept with that business’s record of you, and a copy is passed on to the business’s own email address. An automatic reply, such as an out-of-office, is kept but not passed on.
• Voting at a show — a random key kept in your phone so a vote can be changed but not doubled. No name.
• Scanning a postcard — if a business (or Kelbra itself) mailed you a postcard through Kelbra, its QR code carries a short code of its own. Scanning it tells that business that your card was scanned, how many times and when, so it knows to get in touch, and then takes you to the page the card pointed at. Nothing about you or your phone is recorded: not your internet address, your browser or your location.
• Anti-spam and rate limiting — the public forms carry a hidden field that automated submissions tend to fill in, and we count requests per address for a short period to stop flooding.

This information goes into that business’s Kelbra account. We hold it for them.

4People Who Work For a Subscriber

Kelbra’s Crew tool holds records about the people who work for a subscribing business. Those people are not Kelbra customers and do not have a Kelbra account. The business decides what to enter; we hold it for them.

• Their details — name, and where the business enters them, phone number and email address.
• A secret link — a long random address that opens that person’s own schedule and time clock. There is no password and no account. Anyone holding the link can open the page, and the business can switch a link off and issue a new one at any time.
• A PIN — four digits, when the business uses a shared device in the workplace. It is stored hashed, so it cannot be read back — not even by us or by the business. It is a convenience rather than a security control, and should not be a number used for anything else.
• Their name on what they did — when they tap their name on a shared tablet (the desk, the stock counter), it is recorded against each session, sale, stock movement or bed cleaning they make.
• Their schedule and hours — shifts, the jobs they are assigned to, and clock-in and clock-out times. Somebody left clocked in past the limit the business sets is closed off at that limit and marked, and an entry the business corrects is marked as corrected.

A worker’s page is built to show only their own schedule, their own hours, and the job details the business has given them. It does not show pay rates, other people’s contact details, or anything about what the business charges.

If you work for a business that uses Kelbra and want to know what it holds about you, or want it changed or removed, ask that business — it controls the record, not us. We will help them act on your request.

5How We Use It

We use account data to provide the Service, authenticate you, take payment, enforce subscription status and usage limits, send service-related messages, keep the system secure, and diagnose problems. We use Business Data only to operate the Service for the subscriber it belongs to.

Text messages we send for a subscriber. Text Reminders and the card link send texts from the business’s own phone number, with the business’s name at the front of each one. We send only to numbers the business has put on its OK-to-text list, and no more than a set number per business per month. Reply STOP to any of them and we stop that business texting you; reply START to allow it again. We keep the opt-out so it holds.

Getting-started email during a free trial. While a new subscriber is on the 14-day trial, Kelbra sends up to four emails to the address they signed in with: a welcome, two short tips that each point at one thing worth setting up, and a notice three days before the trial ends saying when it ends and what will be charged. A tip is not sent once the thing it suggests has been done. Every tip ends with a link that stops the tips; the notice about the trial ending is still sent, because it is about the subscriber’s own money.

Email we send for a subscriber. Kelbra sends messages on a subscriber’s behalf to the people in their account: booking confirmations and cancellations, replies and follow-ups to leads, invoices, quotes and contracts, copies of signed documents, and a request for a review after a job or an appointment. The subscriber decides what those messages say and who gets them. We record whether each one was sent, and the outcome, so the subscriber can see what happened. A review request is asked for at most once per job or appointment, and the same email address is not asked again for 90 days.

Email that comes back. Those messages carry a reply address at Kelbra’s own domain, so when someone replies, the reply arrives at Kelbra. We keep it as plain text with the subscriber’s record of that person, show it to the subscriber in Kelbra, and pass a copy on to the subscriber’s own email address. Attachments are passed on and recorded by name and size only. Mail sent to Kelbra’s own addresses (such as hello@) is handled the same way and passed on to our mailbox; a message that looks like spam is held rather than passed on. Kelbra never reads the content of anyone’s reply for any purpose other than showing it to the business it was written to.

Marketing email a subscriber sends from Ad Creator. A subscriber can email a design they made to the customers in their own list. Each message goes to one person at a time, carries the subscriber’s postal address, and ends with an Unsubscribe link. Clicking it marks that email address as opted out for that business, and Kelbra will not send that business’s marketing email to it again — even if the same address is added to their list a second time. Booking confirmations, invoices and other messages about something you asked for are not affected by that choice. There is a daily limit on how many of these a business can send.

We do not sell personal information, and we do not share it for cross-context behavioral advertising.

6Who We Share It With

Kelbra runs on a small number of service providers. Each receives only what it needs to do its job:

• Clerk — account sign-in and identity.
• Stripe — our own subscription billing, and the card payments a subscriber takes from their customers through the subscriber’s own Stripe account.
• Google — when a subscriber connects a business listing, we ask Google’s Places service for that listing’s rating and reviews. We send Google the listing identifier, not your data.
• Anthropic — the AI features described in Section 6.
• Render — application hosting and the managed database where Kelbra’s data is stored.
• Our email provider — delivery of every message Kelbra sends, whether to a subscriber or, on a subscriber’s behalf, to their customers.
• Telnyx — sending and receiving the text messages described in Section 5, and providing each business’s phone number. It receives the phone number and the message, and tells us whether the message was delivered.
• The mobile carriers and their registry (The Campaign Registry) — approving a business for texting. They receive the business details listed under “Texting registration” and a description of the texts the business sends, with sample messages.
• Lob — printing and mailing Kelbra’s own postcards to businesses. It receives the business name and mailing address on the card, and nothing else.
• Square — the payments a subscriber chooses to take through their own Square account. We send Square the amount and a reference; Square holds the card details.
• PayPal — the payments a subscriber chooses to take through their own PayPal account. We send PayPal the amount and a reference; PayPal holds the buyer’s details and tells us the buyer’s email address with the payment.
• GitHub — used only by the owner-only Security page to check for software updates. No business data is sent to it.
• Browser push services — operated by your browser or device maker, used only to deliver notifications you asked for.

We may also disclose information if required by law, to enforce our Terms of Service, to protect someone’s safety, or in connection with a merger or sale of the business — in which case this policy continues to apply until it is replaced with notice to you.

7AI Features

Review Manager, Lead Dashboard, Price Scout, Ad Creator, Support Bot, Expense Tracker’s receipt scanner, and the in-app Help Bot use AI. These run on an API key Kelbra provides and pays for — subscribers do not connect their own AI account.

When one of these features is used, the content needed for that request is sent to Anthropic: the review being replied to, the item or photo being priced, the post being generated, the photograph of a receipt being read, or a visitor’s chat message together with a small set of business details such as the business name and, where filled in, its services and hours. Only what that request needs is sent — not your whole account.

Each AI feature has a daily request limit per business. We record how many requests a business has made each day to enforce that limit; we do not keep a copy of the prompts themselves as a separate log. Neither we nor Anthropic use this content to train AI models.

8Cookies & Local Storage

Kelbra does not use advertising or third-party tracking cookies. What it does use:

• A session cookie from our sign-in provider, so you stay signed in. Without it the application cannot work.
• Local storage on your device, for interface preferences and offline behavior when you install Kelbra as an app. This stays in your browser.
• A service worker cache, so the installed app opens and works with an unreliable connection.

9How Long We Keep It

• While you’re a subscriber — for as long as your account is open.
• After you cancel — Business Data stays exactly as you left it, so you can come back at any time or take a copy with Download everything. It is deleted when you delete your account or ask us to; we may also delete it after a long period with no subscription and no sign-in, after emailing you first.
• If you delete your account — your business record and all Business Data are deleted immediately, and your sign-in account is removed.
• Billing records — invoices and payment history are retained by Stripe and by us as financial records, as tax and accounting law requires, even after an account is deleted.
• Text-message opt-outs — a number that replied STOP stays on that business’s stop list for as long as the business’s account exists, so the request keeps being honoured.
• Email opt-outs — an address that clicked Unsubscribe on a business’s marketing email stays opted out of that business’s marketing email for as long as its account exists, for the same reason.
• Server logs — kept on a short rolling window for security and debugging. Browser security reports (a record that a page tried to load something our security policy blocked, with the page and blocked address) are kept in memory for seven days and are lost when the server restarts.
• Archived records — archiving finished paperwork in Ledgerline moves it out of the working list. It is not deleted, stays part of the subscriber’s data, and can be put back.
• Signed documents — the signed copy and its signature record are kept with the subscriber’s account for as long as the account is open, because they are the evidence of what was agreed.

10Your Choices & Deletion

Subscribers can, at any time:

• See and change account and business details from within Kelbra.
• Export data — most tools export to Excel, and Download everything on the Business info card gives you one file with every record Kelbra holds for you. It works whether or not your subscription is running.
• Manage billing — update a card, download invoices, or cancel, through Stripe’s billing portal from your dashboard.
• Turn off notifications — in Kelbra or in your browser’s settings.
• Delete the account entirely — Delete this account on the Business info card cancels the subscription, deletes all Business Data, and removes the sign-in account. It cannot be undone, which is why the download button sits beside it.

Depending on where you live, you may have additional rights — to access, correct, delete, or obtain a copy of your personal information, and to not be discriminated against for exercising them. Email us at the address in Section 14 and we’ll respond.

11If You’re a Visitor, Not a Customer

If you booked an appointment, submitted a request, or used a chat widget on a page powered by Kelbra, that information belongs to the business you were contacting, not to us. We store it for them.

That means requests to see, correct, or delete it should go to that business directly — they control it and they can act on it. If you can’t reach them, contact us and we’ll do what we reasonably can to help, including passing your request along.

12Security

Data is encrypted in transit, held in a managed database that is not publicly reachable, and separated by business so one subscriber’s account cannot read another’s. Passwords and card numbers are handled by our sign-in and payment providers and never stored on Kelbra’s servers.

No system is perfectly secure, and we won’t claim otherwise. If a breach affects your information, we’ll notify you as required by law.

13Children

Kelbra is a business tool and isn’t directed to children. We don’t knowingly collect personal information from anyone under 13. If you believe a child’s information has been submitted, contact us and we’ll delete it.

14Changes

We may update this policy. When a change is material, we’ll notify subscribers by email or an in-app notice before it takes effect, and we’ll always update the date at the top of this page.

15Contact

Questions, or a request about your information: hello@kelbrasolutions.net

Kelbra Business Solutions LLC
117 S Lexington Street, Suite 100, Harrisonville, MO 64701
(636) 243-8029