Privacy Policy

Effective date: October 25, 2026

This Privacy Policy explains how Keepsail ("Keepsail", "we", "us") collects, uses and protects personal data when you use keepsail.com and app.keepsail.com (the "Service"). We are the controller of your personal data. For privacy questions or requests, contact privacy@keepsail.com.

The short version: you own your financial data; we use it only to run Keepsail for you. We do not sell it, we do not show ads, and we do not use third-party analytics or tracking. Uploaded receipts and bank statements are processed and then discarded — we keep only the transactions you choose to import.

1. Data we collect

Account data. Your name, email address, password (stored only as a secure hash by our authentication provider) or, if you sign in with Google, your Google account email and name. Settings such as time zone, base currency, country, theme and notification preferences.

Financial data you enter or import. Accounts and balances, credit cards (name, limit, balance, statement and due dates — never full card numbers), budget categories, transactions (date, amount, merchant, description, notes, tags), recurring payments, income sources, goals, loans, card instalments, investments, physical assets (for example property location at city/district level, size and age, or vehicle make, model, year and mileage), reminders and net-worth history.

Uploaded documents. Photos or PDFs of receipts and bank statements that you upload to import transactions. These files are processed in memory to extract transactions and are not stored by Keepsail after processing. We keep only a short summary of each statement import (file name, period and number of transactions imported).

Household data. If you create or join a shared household budget: the household name, members, and the email addresses of people you invite.

Referral program data. If you join through a friend's invite link, we record which account invited you and a one-way hashed form of your email address to prevent abuse of the referral program; the inviter only sees anonymous counts.

Support data. Messages you send us through the app or by email.

Usage and technical data. For each AI feature use, we record the feature, model, token counts, cost and success status — not the content of your prompts or of the AI's answers. Our hosting provider processes your IP address, browser type and request logs to deliver and secure the Service.

In-app section usage duration. When you use Keepsail, we record your user identifier, the date, the application section accessed (e.g. Overview, Transactions, Budget, Accounts, Cashflow, Calendar, Reports, Assistant, Settings, Subscription, Import), accumulated active duration (counted only while the browser tab is visible AND user activity such as mouse, keyboard, touch, or scroll occurred within the last 60 seconds; capped at 8 hours per day/section), and section view counts. We do not record screen contents, your financial data, account balances, individual clicks, or typed text. You can turn this off at any time from Settings → Preferences.

Website visitor and campaign attribution. When visitors access keepsail.com, we record country code (from Cloudflare headers) and campaign parameters (UTM source, medium, campaign, click identifier type, and referring domain) in aggregated daily counters. We do not use cookies, local storage, or session storage for this purpose, and visitor IP addresses are never stored (they are only temporarily hashed in volatile memory for a 1-minute rate limit and discarded).

Waitlist data. If you join the pre-launch waitlist, we collect your email address, language preference, country (detected from connection headers), and consent timestamp. Purpose: strictly for launch notifications and product announcements. Retention: waitlist entries from users who do not register an account within 12 months after public launch are permanently deleted. Opt-out: you can unsubscribe at any time using the link included in every waitlist email or by contacting support@keepsail.com.

Payment data. Your card details never reach Keepsail. Payments are processed by Paddle as the Merchant of Record. The name Paddle appears on your bank statement. No card number is requested for card tracking. We receive from Paddle your subscription status, plan, billing period and customer/subscription IDs.

2. How we use your data and our legal bases

We do not use your data for advertising, we do not sell or rent it, and we do not use it to train AI models.

3. How AI features use your data

When you use an AI feature, we send only the minimal data required for that specific task:

• Receipt reading: When you upload or photograph a receipt, the image is processed in temporary memory along with your budget category names, account names and types, and merchant rules. The AI extracts the transaction date, total amount, merchant name, line items, and a suggested category.
• Bank and credit card statement reading: When you upload an account statement (PDF, image, or text), the entire uploaded statement document is sent to the AI provider for reading and parsing. Statement documents may contain personal information such as your name, address, IBAN, or bank account number; because these details are printed on the document, they may be visible to the AI model during processing. These details are processed solely to read the document and extract transaction rows (dates, descriptions, amounts, and card suffix digits); Keepsail does not record, save, or store these personal details in its database.
• Financial assistant: When you ask the Keepsail Assistant a question, we send your prompt, recent chat history, and a high-level read-only financial summary (net worth, account and card names and balances, loan balances, budget category spending, and recent transaction summaries). Specifically for the Assistant feature, bank account numbers, IBANs, credentials, passwords, or full credit card numbers are never sent (unlike document OCR where printed text on the uploaded document is scanned, the Assistant runs solely on sanitized, high-level summary metrics).
• Physical asset valuation: When you request an estimated market value for a physical asset, we send only high-level characteristics: city, district, size, rooms, and building age for properties; or make, model, year, and mileage for vehicles. Exact street addresses, license plates, and identification numbers are not collected or sent.
• Support messages: The text of support messages you send may be processed by our AI provider to classify the request and prepare a draft response for our team; every response is reviewed and sent by a human; your data is not used to train AI models.
• Insights and rules: Category suggestions via merchant rules and Smart Insights are calculated locally by our own deterministic rules engine; no data is sent to an external AI provider for these calculations.

Uploaded documents are not stored

Photos and PDFs of receipts and bank statements that you upload to import transactions are not stored by Keepsail. They are processed in memory solely to extract transaction information and are deleted immediately after reading. If a statement requires temporary transfer to the Google File API for processing, it is deleted immediately via API call upon completion of parsing. We keep only the transactions that you review, confirm, and choose to import.

AI providers, models, and data governance

AI processing is performed by Google (Gemini API) (models: gemini-3.6-flash, gemini-3.5-flash-lite, gemini-3.8-flash) and, only if Google's service is temporarily unavailable, by OpenAI (model: gpt-5-mini) as a backup:

• No model training on your data: We access Google (Gemini API) and OpenAI strictly through their commercial, paid developer APIs. Under both providers' official terms (Google Gemini API Terms and OpenAI Enterprise Privacy), customer prompts, uploaded documents, images, and model outputs are not used to train or improve their foundation models.
• Data retention: Providers retain temporary request logs for a limited period (up to 30 days) solely for abuse detection, safety monitoring, and legal compliance under data processing agreements, after which the data is deleted.
• Provider locations: Google LLC processes data in the USA and global infrastructure. OpenAI, LLC is headquartered in the USA.

4. Who we share data with

We share personal data only with service providers that help us run Keepsail, under contracts that require them to protect it and use it only on our instructions:

Paddle is an independent controller for the payment data it collects; its own privacy notice applies to that data.

Household members see only the accounts, cards, budget categories and transactions you mark as shared.

We may also disclose data to professional advisers (such as lawyers and accountants) under confidentiality, to a buyer or successor if our business is sold or merged (we will tell you first), or to authorities where the law requires it.

To show market prices and exchange rates we query public data services (Frankfurter, Gold-API, CoinGecko); no personal data is sent to them.

5. International transfers

Your main database is hosted in the European Union. Some providers (for example Google, OpenAI and Resend) process data in the United States or other countries. Where data is transferred outside the UK or the EEA, we rely on adequacy decisions or the European Commission's Standard Contractual Clauses (and the UK Addendum or IDTA), together with additional safeguards where needed.

6. How long we keep data

• While you have an account: we keep your data so you can use the Service.
• Deleted transactions stay in the in-app trash for 30 days, then are permanently deleted.
• After your subscription ends: your account is read-only for 90 days. We email you on day 60 and day 85. On day 90 we permanently delete your financial data. We keep a minimal account record (name, email, subscription history) so you can sign in and resubscribe, until you delete your account.
• Sign-ups that never start a subscription are deleted after 30 days.
• When you delete your account, we delete your account and all associated data immediately.
• Backups: encrypted backups are kept for up to 8 weeks, so deleted data may remain in backups for up to 8 weeks before it is overwritten.
• Billing records are kept by Paddle as required by tax and accounting laws.
• Section usage statistics are kept for 13 months, after which they are permanently deleted by automated daily maintenance.
• Security logs of administrative actions are kept for as long as necessary for security and legal purposes.
• Waitlist entries: retained until launch; entries not converted to an active registered account within 12 months following public launch are permanently deleted. You can unsubscribe at any time via the link in every email or by contacting support@keepsail.com.

7. Security

We protect your data with encryption in transit (HTTPS), encryption at rest, row-level access controls that keep each user's data separate, secure HttpOnly session cookies, two-factor authentication for administrator access and logging of administrative actions. Our team accesses your account data only when needed to answer a support request you make, to investigate a security or abuse issue, or to comply with the law; every such access is logged. No system is perfectly secure; if a breach affects your personal data, we will notify you and the authorities as the law requires.

8. Your rights

Depending on where you live, you may have the right to:

• access your personal data and receive a copy (you can export your data at any time from Settings);
• correct inaccurate data (most data can be edited directly in the app);
• delete your data (you can delete your account at any time from Settings);
• restrict or object to certain processing;
• data portability (our export includes JSON and CSV files);
• withdraw consent where processing is based on consent;
• complain to your data protection authority.

EEA and UK: you can complain to your local supervisory authority, or in the UK to the Information Commissioner's Office (ico.org.uk).

California: you have the right to know, delete and correct personal information and not to be discriminated against for exercising these rights. We do not sell or share personal information for cross-context behavioural advertising.

Canada: you may access and correct your personal information and withdraw consent, subject to legal limits, and you can complain to the Office of the Privacy Commissioner of Canada.

Türkiye: you have the rights listed in Article 11 of the Personal Data Protection Law (KVKK) No. 6698.

To make a request, email privacy@keepsail.com from the email address on your account. We respond within one month (or sooner where the law requires). We may need to verify your identity first.

9. Cookies and local storage

We use only strictly necessary cookies:

• `fns-session` — keeps you signed in (up to 30 days);
• `fns-demo-mode` — marks a demo session.

We also store a few preferences in your browser's local storage (theme, hide-amounts mode, last-used account in quick add, whether you dismissed the install prompt, and a safeguard against duplicate transfers). We do not use advertising or analytics cookies, so we do not show a cookie banner. Website visitor attribution and application usage duration tracking are entirely cookieless.

10. Children

Keepsail is not intended for anyone under 18, and we do not knowingly collect data from children. If you believe a child has created an account, contact us and we will delete it.

11. Changes to this policy

We may update this Privacy Policy. If we make material changes, we will notify you by email or in the Service before they take effect. The effective date at the top shows when it was last updated.

12. Contact

Keepsail

Privacy: privacy@keepsail.com

Support: support@keepsail.com