Keppia Technologies Inc. ("Keppia," "we," "our," "us") respects your privacy. This Privacy Policy explains what personal information we collect, how we use it, who we share it with, and the rights you have over your data. By using Keppia, you agree to the practices described here.
1. Introduction & Our Role
Keppia is a booking management platform for independent service businesses. Two distinct relationships govern our handling of personal data:
For data about merchants who register with Keppia (your business account information), we act as the data controller.
For data about a merchant's own customers (the people who book appointments through a merchant's Keppia booking page), the merchant is the data controller and Keppia is the data processor, handling that data only on the merchant's instructions and as needed to provide the Service.
2. Information We Collect
We collect the following categories of information:
a. Merchant account information
Your name, email address, business name, and business address or service area
If you offer on-location services, your starting point and travel radius — including a location you choose to share from your device
Language preference and account settings
Google account identifier and profile email (if you sign in with Google)
Apple account identifier and email — which may be Apple's private relay address (if you use Sign in with Apple)
Device push notification token (if you enable notifications in our iOS app)
Hashed password (bcrypt) — we never store plaintext passwords
Communication history with our support team, including any screenshots you attach
For platform-fee invoices, the legal name and address you verified with Stripe
If you're a merchant based in Canada and receive payments through Keppia: your date of birth, country of tax residence, and tax identification number (your SIN, or your business number if you operate as a company). Stripe asks you for these in your payment account settings when they're needed for the tax report described in Section 5. We use them only for that report, and we don't keep your SIN in our database.
b. Customer data (collected by merchants)
Customer name, phone number, and email address
Notes the customer adds when booking; for on-location services, the service address, unit, postal code, buzzer code, on-site contact number, arrival notes, and the map location of that address
Appointment history, cancellations, no-show records, and the time the customer agreed to the merchant's policies
Tags, notes, and birthday (month and day only) that the merchant adds
Payment records: amounts, tips, refunds, receipt email, and card brand, type, and last four digits
Email delivery records and communication preferences (e.g. unsubscribes)
A copy of each booking email and receipt sent to the customer, exactly as it was sent, so the merchant can see what the customer received
c. Payment information
All payment card data — for your Keppia subscription and for payments merchants take from their customers (deposits, saved cards, Tap to Pay on iPhone, and QR payments) — is collected and processed by Stripe, Inc. Keppia does not see, store, or transmit full card numbers. We keep only Stripe identifiers (such as customer, subscription, and payment method IDs) and limited card details (brand, type, and last four digits). When merchants set up a payment account, Stripe collects their identity and bank details directly; we receive only the account's status and, for merchants based in Canada, the tax-reporting details described above.
d. Technical & log data
IP address, user agent, device type, operating system
Session cookies and authentication tokens
Server logs kept by our hosting providers (Railway and Cloudflare), such as IP addresses, request paths, and timestamps, under their own retention periods
Activity records of actions in your account and on your booking page (such as sign-ins and changes to bookings, payments, and settings), including the IP address and device used — kept to protect accounts, resolve disputes, and meet legal obligations. Only authorized Keppia staff can view them
Error reports collected by Sentry when something goes wrong on our website or servers — used only to fix problems, not for marketing or tracking
e. Usage data
Counts of emails sent (shown to merchants as their usage)
Aggregate statistics such as booking volume, derived from account data (used to improve the Service)
Website visits: Cloudflare Web Analytics counts visits to our website without cookies. On our marketing website only — not in the merchant dashboard, on booking or payment pages, or in our iOS app — and only if you choose "Accept" in our cookie notice, Google Analytics also records the pages you view, how you arrived (for example, from a search engine or a link), your approximate location, your device and browser type, whether you tap a button to download our iOS app, and whether you create an account
3. How We Use Information
We use personal information to:
Provide, maintain, and operate the Service
Turn addresses into map locations to show service areas and calculate travel fees
Detect your country from your IP address to show prices in your currency and set up your account
Process payments, generate invoices, and manage subscriptions
Send transactional emails and push notifications (booking confirmations and changes, reminders, payment alerts, support replies, password resets, billing notifications)
Provide customer support and respond to inquiries
Detect and prevent fraud, abuse, and security incidents
Comply with legal obligations, court orders, and regulatory requirements
Notify you about material product changes or updates to these legal documents (you may opt out of non-essential communications at any time)
Generate aggregated, de-identified analytics to improve the Service
Understand how visitors find and use our marketing website, and how many go on to create an account (Google Analytics, only if you accept analytics cookies)
4. Legal Bases for Processing (GDPR)
If you are located in the European Economic Area, the United Kingdom, or another GDPR-equivalent jurisdiction, our legal bases for processing your personal data are:
Performance of a contract — to provide the Service you signed up for.
Legitimate interests — security, fraud prevention, product improvement (where these interests are not overridden by your rights).
Consent — for any optional communications or processing where consent is required, such as Google Analytics cookies on our marketing website. You may withdraw consent at any time.
Legal obligation — to comply with tax, financial, and regulatory record-keeping.
5. Sharing & Third-Party Sub-Processors
We do not sell your personal information. We share data only with the sub-processors below, who are contractually bound to protect it and use it only to provide their service to Keppia:
Stripe, Inc. — payment processing for subscriptions and for the payments merchants take from their customers, payment-account identity verification, and Tap to Pay on iPhone. Stripe's payment forms on our booking and payment pages, and its components in our iOS app, also collect device and usage data for fraud prevention and diagnostics. stripe.com/privacy ↗
Cloudflare, Inc. — frontend hosting (Cloudflare Pages), CDN, R2 object storage for uploaded images, DNS, network protection, cookieless visit statistics for our website (Cloudflare Web Analytics), and country detection from your IP address (used to show prices in your currency and pre-fill your country). cloudflare.com/privacypolicy ↗
Railway Corporation — backend application hosting and managed PostgreSQL database, in the United States. railway.com/legal/privacy ↗
Apple Inc. — push notification delivery (Apple Push Notification service), Sign in with Apple, and the map on the service-area settings page (MapKit). Notification text, which can include your customers' names and appointment details, passes through Apple to reach your device. apple.com/legal/privacy ↗
Google LLC — Google OAuth authentication (only for merchants who choose "Sign in with Google"); Google Fonts: our website loads its fonts from Google, so your browser connects to Google, which receives your IP address; and Google Analytics: visit statistics for our marketing website, only if you accept analytics cookies (its advertising features and Google signals are turned off). policies.google.com/privacy ↗
Functional Software, Inc. (Sentry) — error and performance monitoring for our website and servers (no session replay; we don't send IP addresses or cookies). sentry.io/privacy ↗
OpenStreetMap Foundation (Nominatim) and komoot GmbH (Photon) — turning addresses into map locations (and back) for service areas and travel fees. They receive the address being looked up, such as a merchant's business address or a customer's on-location service address. osmfoundation.org/wiki/Privacy_Policy ↗ · komoot.com/privacy ↗
ipapi.co — approximate location from a merchant's IP address, used only to center the map when setting up a service area. ipapi.co/privacy ↗
CARTO — map tiles for the service-area map on our website. carto.com/privacy ↗
We may also disclose information when required by law, valid legal process, or to protect the rights, property, or safety of Keppia, our users, or the public.
Canada Revenue Agency (CRA). This applies only to merchants based in Canada; merchants in the United States aren't included. Part XX of Canada's Income Tax Act requires us, as a digital platform operator, to report information about Canadian merchants who receive payments through Keppia to the CRA once a year. This includes your name and address, date of birth (for individuals), country of tax residence, tax identification number (SIN or business number), and, where available, the bank account your payouts go to. For each quarter, it also includes the total paid to you through Keppia, the number of those payments, and the fees we charged. Stripe prepares this report on our behalf. The CRA may share this information with the tax authority of another country where you're also a tax resident, under international agreements.
If a merchant subscribes to their booking calendar feed, appointment details — including customer names, contact details, notes, and service addresses — are sent to the calendar app the merchant chooses.
6. International Data Transfers
Keppia operates from Canada. Your data may be stored in or transferred to data centers in Canada and the United States (our backend and database run in the United States), and some sub-processors — such as our address-lookup providers — operate in the European Union. For users in the European Economic Area or the United Kingdom, transfers outside those regions are protected by Standard Contractual Clauses ↗ and equivalent safeguards.
7. Data Retention
Active accounts: we keep your data — including payment, notification, and activity records — for as long as your account is open and as needed to provide the Service.
Account deletion: when you delete your account, we first pause it for thirty (30) days: you're signed out on every device, your booking page and payment links stop working, we send no emails from your store, and your Keppia subscription bought on our website stops renewing (the current period stays active). If you sign in during those 30 days, you can restore your account and everything is as you left it. After 30 days we permanently delete your bookings, customer records, services, settings, notifications, and support tickets from our database, remove your logo and service images, and remove the card saved for your Keppia subscription. If you subscribed through the App Store, cancel that subscription in your iPhone settings — we can't cancel it for you.
What remains after deletion: platform-fee invoices we issued you (including the name and address on them), kept for at least six (6) years as Canadian tax law requires; a record of each payment in your account (amounts, dates, taxes, tips, refunds, payment method, card brand and last four digits, and Stripe reference numbers) together with your store's name, province or state, and country — without your customers' names or contact details — kept for at least six (6) years as the law requires; if you used a Keppia free trial, a one-way fingerprint of your email address and sign-in accounts (it can't be turned back into your email) so that a new account with the same email can't start another free trial; the list of email addresses that unsubscribed from marketing emails, so those people keep not receiving them; and your Stripe payment account with its records (payments, refunds, and the customer and card details used for them), which Stripe keeps under its own policies — deleting your Keppia account doesn't close it. Images attached to support tickets or booking-page notices aren't removed automatically yet — contact us and we'll delete them.
Website analytics: visit data in Google Analytics is deleted automatically within 14 months.
Backups and provider logs: deleted data may remain for a limited time in backups and logs kept by our hosting providers until they're overwritten or expire.
8. Your Rights
Depending on your jurisdiction, you have the right to:
Access — request a copy of the personal information we hold about you.
Rectify — correct inaccurate or incomplete information.
Erase — request deletion of your account and associated data, subject to our legal retention obligations. Merchants can delete their account directly in our iOS app (Me → Store profile → Delete account) or by contacting us. The account is paused for 30 days — signing in during that time restores it — and is then permanently deleted (see Section 7 for what's kept afterwards).
Portability — receive your data in a structured, machine-readable format (JSON or CSV).
Object or restrict — object to certain processing activities or request restriction.
Withdraw consent — where processing is based on consent, withdraw it at any time without affecting the lawfulness of prior processing.
Lodge a complaint — file a complaint with your local data protection authority (e.g., the Office of the Privacy Commissioner of Canada, or your EU Data Protection Authority).
To exercise any of these rights, merchants can open a support ticket from the in-app Help desk; anyone else can reach us through the form at keppia.com/contact. We will respond within thirty (30) days. We may need to verify your identity before fulfilling certain requests.
For end customers (people who booked an appointment through a Keppia-powered booking page): the merchant who collected your data is the data controller. Please direct requests to that merchant. Keppia will support the merchant in responding to verified requests, including by deleting a customer's records at the merchant's request.
9. Cookies & Tracking Technologies
Keppia uses these essential cookies to operate the Service:
Authentication cookie — keeps you signed in for up to 30 days. Set as HttpOnly, Secure, SameSite=Lax.
Google sign-in cookies — two short-lived cookies (10 minutes) that protect the "Sign in with Google" step.
Stripe cookies — on booking and payment pages, Stripe's payment form may set its own cookies to prevent fraud. See stripe.com/privacy ↗.
We also store small amounts of non-tracking data in your browser's local storage:
Language preference — your chosen interface language (English or Chinese).
Cookie choice — whether you accepted or declined analytics cookies on our website, so we don't ask again.
Link source tag — if you arrive through a link with a source tag (such as utm_source=instagram), we keep that tag for your browsing session so Google Analytics can credit the right source if you accept. It's discarded when you close the tab or decline, and isn't sent anywhere otherwise.
Business data cache — a copy of recent dashboard data (which can include your customers' contact details) kept for up to seven days so pages load faster; cleared when you sign out.
Payment confirmation marker — stops a customer from being asked to pay twice if they reload the payment page; removed once the payment completes.
None of the above is used to track you across sites or for advertising purposes.
Analytics cookies — only if you accept. On our marketing website (the home, features, pricing, Tap to Pay on iPhone, company, help, sign-up, sign-in, terms and privacy pages), we ask before using Google Analytics. If you choose "Accept," Google Analytics sets two cookies (_ga, and _ga_ followed by an ID) that last up to 13 months and help us count visits, see which pages are useful, and see how many visitors go on to download our app or create an account. If you choose "Decline," Google Analytics isn't loaded. It never runs in the merchant dashboard, on booking or payment pages, or in our iOS app, and we've turned off its advertising features and Google signals. You can change your choice at any time with "Cookie settings" at the bottom of our website.
We do not use advertising cookies or cross-site tracking technologies. We also use Cloudflare Web Analytics to see how many people visit our website: it counts page views, referring sites, browser and device type, and country in aggregate — it sets no cookies, doesn't fingerprint your device, and doesn't follow you across sites. We use Sentry to record errors on our website and servers (no session replay; we don't send IP addresses or cookies). Disabling essential cookies will prevent you from signing in or using the Service.
10. iOS App Permissions & Data
Our iOS app requests the following device capabilities. Each is optional unless noted, and none are used for advertising or tracking:
Notifications — if you enable them, we store your device push token to send you alerts about bookings (new, cancelled, or rescheduled appointments), payments, support replies, and emails that couldn't be delivered. Alert text can include customer names, services, times, and amounts, and is delivered through Apple's push service. You can turn notifications off at any time in iOS Settings; tokens are removed when you sign out or delete your account.
Location (while using the app) — Tap to Pay on iPhone requires it; Apple and Stripe use it for fraud prevention and regulatory compliance, and Keppia doesn't receive or store it. Separately, if you tap "Use my location" while setting up an on-location service area, we save that point as your starting location.
Camera — used only inside Stripe's identity verification when you set up your payment account, to photograph your ID; the images go to Stripe.
Photo library (add-only) — used solely to save your booking-page QR code image when you tap "Save QR code". The app cannot read or browse your photos; when you add a logo, service photo, or screenshot, you choose it in the system photo picker and only that image is shared with the app.
Face ID — optional app lock. Face ID is handled entirely by iOS; the app never receives your face data.
Bluetooth — listed only because our payment SDK also supports external card readers. Keppia doesn't use Bluetooth.
Payment card data read via Tap to Pay is encrypted by iOS and processed directly by Stripe; it never touches Keppia servers.
11. Security
We implement industry-standard technical and organizational measures to protect personal information, including:
HTTPS (TLS) encryption for all data in transit
Bcrypt hashing for passwords; we never store plaintext
HttpOnly, Secure session cookies
Payment card data handled by Stripe, never by our servers
Limits on repeated sign-in and account-deletion attempts
Cloudflare network protection, including DDoS mitigation, in front of our website and API
Access to production systems limited to our team
No system is 100% secure. We cannot guarantee absolute security but we commit to making reasonable efforts to protect your data and to notify you in the event of a breach.
12. Data Breach Notification
In the unlikely event of a data breach that creates a real risk of significant harm to affected individuals, we will notify those individuals and the relevant authorities without undue delay and, where feasible, within seventy-two (72) hours of becoming aware of the breach — in line with PIPEDA and GDPR requirements.
13. Children's Privacy
Keppia is not directed to individuals under the age of thirteen (13), and we do not knowingly collect personal information from children. If we become aware that we have collected information from a child without verified parental consent, we will delete it promptly. If you believe a child has provided us with personal information, please contact us through the form at keppia.com/contact.
14. Changes to This Policy
We may update this Privacy Policy from time to time. Material changes will be communicated by email to the address associated with your account at least thirty (30) days before the changes take effect, and the "Last updated" date below will be revised. Continued use of the Service after the effective date constitutes acceptance of the revised Policy.
15. Contact Us
For privacy-related questions, requests, or complaints, contact our Data Protection lead:
Keppia Technologies Inc.
Vancouver, British Columbia, Canada
Merchants: open a support ticket from the in-app Help desk.
Everyone else: use the contact form at keppia.com/contact.