Privacy Policy

1. Two roles, and which one applies to you

Keln handles two different kinds of information, and the difference decides who is answerable for what.

• Your account. When you sign up, use the dashboard, or talk to Vega, Keln Holdings LLC decides how that information is used. We are the controller, and the rest of this policy describes what we do.
• Your clients. When someone books through your client portal, that information is collected for you. You decide what is asked and why; we store and process it on your instructions. For that data you are the controller and Keln Holdings LLC is a processor.

This matters in practice: if one of your clients wants their booking information corrected or deleted, that request belongs with you, and we will help you act on it. We do not use your clients' information for our own purposes, we do not market to them, and we do not sell it to anyone.

2. Information we collect

• Account data: name, email address, password hash, account role/plan, verification state, and session-related account identifiers.
• Product data: prospects, pipeline stage history, notes, goals, saved wins, reminders, appearance settings, and product progress/activity records you create.
• Vega data: Vega conversation messages, conversation metadata, and derived pattern summaries generated from your own logged activity.
• Support data: support requests you submit, including subject, message content, and account context when signed in.
• Billing data: Stripe customer/subscription metadata needed to manage access and billing status. We do not store full card numbers on our servers.
• Operational analytics: first-party product events (for example signup, activation, usage funnel events) and abuse-prevention signals such as IP/day counters.

3. Information collected through a client portal

When you switch on a client portal, we store what your booking form asks for. You choose the fields; name and email are always required because a booking cannot be created or confirmed without them.

• The name, email address and any other fields your form requests.
• The appointment: what was booked, when, its length and price, and its status.
• Whether it was moved or cancelled, and when.
• A private link, stored only as a cryptographic hash, that lets your client see their own appointments without an account.

We use it to run the booking, to send confirmations, reminders and change notices, and to place the booking in your pipeline. Nothing else.

Your client sees only their own appointments, through a projection that is built field by field. They never see your pipeline stage for them, any value you have recorded, or any note you have written.

4. How we use information

We use your information to provide and secure the service, authenticate accounts, run core product features, process billing, provide support, detect abuse, maintain service quality, and improve product reliability and user experience.

5. The public directory

If you ask to be listed and we approve it, your business name, tagline, category and the names of your bookable services appear on a public page and may be indexed by search engines. Your email address, your account, your pipeline and your clients are never part of a listing.

Listing is optional and off by default. Unticking it removes you, and you can also ask us to remove a listing at any time.

6. Cookies and similar technologies

Keln uses essential cookies and similar mechanisms for sessions, authentication continuity, and security. We may also use first-party measurement needed to understand product behavior. We do not sell personal data.

7. Third-party processors

We use service providers that process data on our behalf to operate Keln, including:

• Stripe for payments and billing operations.
• Anthropic for AI features powering Vega responses and drafts.
• Email and infrastructure providers needed to deliver transactional email and host the service.

We share only the data reasonably necessary for those services to function.

8. Data retention

• Account and product data are retained while your account is active and as needed to operate the service.
• Vega conversation logs are retained for up to 90 days, with derived pattern summaries recomputed from your own product history.
• If you delete your account, core account/product records are removed, and active subscriptions are canceled before deletion when applicable.
• Minimal transaction records may be retained where required by tax, accounting, fraud-prevention, or legal obligations.

9. Your rights and choices

• Access/export: you can export your account data from settings.
• Deletion: you can request permanent account deletion from settings.
• Digest opt-out: you can unsubscribe from weekly digest emails while still receiving account/security messages.

Depending on your jurisdiction (including the EEA/UK/California), you may have additional rights under applicable privacy laws.

10. Security

We use reasonable administrative, technical, and organizational safeguards to protect data, but no internet system is completely secure. You are responsible for selecting a strong password and protecting your account access.

11. International use

If you access Keln from outside the country where our systems operate, your data may be transferred and processed in other jurisdictions.

12. Children

Keln is not directed to children under 13 (or under 16 where required by local law). If you believe a child has provided personal data, contact us and we will investigate and address it.

13. Changes to this policy

We may update this Privacy Policy periodically. Continued use after updates means the revised policy applies.

14. Contact

Privacy questions: support@getkeln.com.