Draft pending legal review. This text describes how Kipbee works today. It has not yet been reviewed by a lawyer and may change before it is final. Details we have not filled in yet are marked [to be provided].
Kipbee Privacy Policy
Last updated: [to be provided: date] · Applies to: the Kipbee website and app ("Kipbee", "the service")
Who we are: [to be provided: legal entity name], [to be provided: registered address] ("we", "us"). We decide why and how your personal data is used, so we are the data fiduciary / controller.
Contact and grievance officer: [to be provided: grievance officer name], [to be provided: grievance officer email], [to be provided: postal address].
1. What Kipbee does, in one paragraph
Kipbee helps you keep track of things you own and owe: assets and their warranties, service contracts (AMC) and maintenance, loans and EMIs, and the documents behind them, with reminders before dates that matter. You enter the details yourself, or you scan a document and check what was read before anything is saved. Your original document files are stored in your own Google Drive, not on our servers. Kipbee does not move money, does not connect to your bank, and does not mark an EMI as paid unless you record the payment.
2. What we collect
| What | Examples | Where it comes from |
|---|---|---|
| Account details | Your email address, your name, a password (stored only as a one-way hash, never in readable form), your time zone | You, when you register |
| Records you create | Asset names, brands, serial and invoice numbers, purchase dates and prices, warranties, service contracts, maintenance entries, loan details (lender, amount, rate, dates, payments, prepayments, rate changes), notes | You |
| Document details | The type, name, size and date of each document you save, the values you confirmed from it, and a reference to where the file is in your Google Drive | You, and the on-device reader (you check every value before it is saved) |
| Google Drive connection | The email address of the Google account you connect, and a permission token that lets Kipbee save and open files it created in an "Kipbee" folder (the limited drive.file permission). The token is stored encrypted. | Google, when you connect |
| Reminders and notifications | What reminders were planned for you, whether they were shown or emailed, whether you read them, your reminder preferences | Generated by the service from your records |
| Activity log | A record that you created, changed, exported or deleted something (what and when, not the contents) | Generated by the service |
| Technical and security data | Your IP address and email address in a short-lived counter used to limit repeated sign-in or sign-up attempts; a sign-in cookie; error and request logs that are designed not to contain document text, passwords, tokens or personal details | Your device and our servers |
We do not collect: your bank or card details, your contacts, your location, or the contents of your Google Drive other than the files Kipbee itself saved there. We do not use advertising or analytics trackers, and the app does not load scripts, fonts or images from other websites.
3. Why we use it (purposes)
- To provide the service you asked for: store your records, calculate loan schedules and estimates, show your assets and documents, and send reminders.
- To keep the service secure: sign-in, limiting repeated attempts, preventing abuse, keeping an activity log, fixing errors.
- To send you service emails: verify your email address, reset your password, and (if you leave email reminders on) remind you before a warranty, contract, service or EMI date.
- To meet legal obligations.
We do not sell your personal data, and we do not use your records or documents for advertising or to train AI systems.
4. Scanning a document: what happens to the photo
- Reading happens on your own device, in your browser. The photo or PDF is not sent to us, or to any AI service, in order to be read.
- You check and correct the values. Nothing is saved until you press Confirm.
- When you confirm, the file travels through our server only for as long as it takes to upload it to your Google Drive, where it is stored. We do not keep a copy of the file in our database; we keep the values you confirmed and a reference to the Drive file.
- Documents that look like medical records are not supported and are not saved.
- An optional cloud-reading feature (sending a document to a third-party AI service) exists in the code but is switched off and is not part of the service.
A scan that is uploaded for reading by the service (not the on-device path) is held encrypted for at most 24 hours and then wiped if you have not confirmed it.
5. Who else handles your data (processors and recipients)
These are the services we plan to use. None of them is live yet.
| Service | What for | What it receives |
|---|---|---|
| Google (Drive and sign-in permission) | Storing your document files in your own Drive | The files you confirm, and your Drive connection |
| [to be provided: hosting provider], region [to be provided: hosting region] | Running the app and its PostgreSQL database | Everything we store (section 2) |
| [to be provided: email provider] | Sending verification, password-reset and reminder emails | Your email address and the email text. Reminder emails contain the name of the item (for example "Kitchen Fridge: warranty expires") and a link to the app |
| [to be provided: error-monitoring provider] | Finding bugs | Error reports without personal details. |
We may disclose data if required by law or a court order.
6. How long we keep it
In short:
- Your account and records stay until you delete them or your account.
- Deleting your account removes your account and everything in your workspace in one step. Files already saved in your Google Drive are not deleted by us: they are yours. Delete them in Google Drive if you want them gone.
- Short-lived items: the attempt counter described in section 2 is kept for 24 hours; a scan waiting for your confirmation is wiped after 24 hours.
- Backups: [to be provided]
- Logs: [to be provided]
7. Your rights and choices
- See and take your data: Settings → Your data → "Download my data" gives you a file with everything we hold about you (except your password, sign-in tokens and your document files, which are in your Drive). It can be requested up to 5 times an hour.
- Correct it: you can edit your assets, warranties, contracts, service entries and loans in the app.
- Delete it: Settings → Your data → "Delete my account". You must type your email address and your password. 5 attempts an hour are allowed. If you own a workspace that other people belong to, you must remove them first.
- Disconnect Google Drive at any time in Settings → Document storage. Kipbee then loses access to your Drive; your files stay where they are.
- Turn off email reminders in Settings → Notifications. In-app reminders always remain on.
- Withdraw consent, complain, nominate someone: Contact: [to be provided: grievance officer email].
8. How we protect it
Passwords are stored as salted one-way hashes (bcrypt, cost 12) and must be at least 10 characters. Your Google permission token is encrypted at rest (AES-256-GCM). Connections use HTTPS and the app sends strict security headers. Repeated sign-in, sign-up and password-reset attempts are limited. Every record is tied to your workspace and other accounts cannot read it; this is tested automatically. Signed-in sessions last 14 days and end everywhere when you reset your password. File uploads are limited to 10 MB and to PDF, JPEG, PNG and WebP. No system is perfectly secure.
If something goes wrong: [to be provided]
9. Cookies
We set one sign-in cookie (it keeps you signed in) and a small security cookie used to protect sign-in forms. We do not use advertising, analytics or other tracking cookies.
10. Children
Kipbee is meant for adults.
11. Changes to this policy
We will tell you in the app [and by email] before a material change takes effect.
12. Contact
[to be provided: legal entity name], [to be provided: registered address], [to be provided: contact email].