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Privacy

Privacy Policy

This policy explains how KeystonePro handles personal information on our website, in our application, and when we provide sales, support, analytics, and marketing services.

Last updated October 19, 2026

Scope and roles

This Privacy Policy applies to KeystonePro websites, applications, communications, and related services that link to it, together called the Services.

When we collect information about website visitors, prospects, account administrators, and our own customers, KeystonePro acts as the business or controller responsible for that information. When a KeystonePro customer enters or connects information about its leads, customers, workers, vendors, or other people, the customer generally controls that information and KeystonePro processes it to provide the Services. Requests about information controlled by a KeystonePro customer should first be directed to that customer.

Information we collect

Depending on how you use the Services, we may collect the following categories of information:

  • Account and business information. Name, email address, telephone number, login information, company name, role, service categories, service areas, business goals, and account preferences.
  • Sales and customer records. Lead details, communications, estimates, proposals, approvals, contracts, project records, schedules, job notes, photos, punch lists, time records, warranties, and related documents.
  • Recorded audio and transcripts. Voice notes and other work recordings, generated transcripts, quality assessments, and related notes or work context saved with estimates or jobs.
  • Room scans and spatial information. Room measurements, geometry, 3D models, camera images and color frames, depth information, and camera position and orientation data included in saved room scans. Room names and notes may also be stored with this information.
  • Work location. Precise or approximate location evidence associated with field work, including location observations and information about location permission and accuracy, when enabled by your business and allowed on your device. This is separate from approximate location derived from a website visitor’s IP address.
  • Marketing information. Campaign information, lead sources, website and search performance, social media content, blog content, site audit findings, competitor information, and marketing goals.
  • Subscription and transaction information. Plan, billing status, invoices, and transaction identifiers. Payment card details are handled by our payment processor and are not intended to be stored in full by KeystonePro.
  • Device and usage information. IP address, browser type, device type, operating system, referring pages, pages and features used, dates and times, approximate location derived from IP address, diagnostics, and security logs.
  • Support and communications. Messages, call notes, feedback, survey responses, and other information you provide when contacting us.

We collect information directly from you, from your organization and authorized users, from connected services you choose to enable, automatically through the Services, and from lawful public or commercial sources used for business and competitor research.

Field features and permissions

When you save work evidence, KeystonePro stores photos, recordings, transcripts, room scans, names, and notes with your workspace’s estimates or jobs using Amazon Web Services. We use saved scan information to store and reopen room scans and derive measured layouts. These records are associated with your account, workspace, or work record and are available to authorized users according to permissions.

Your workspace administrator controls optional features such as voice notes, transcription, photo analysis, and location collection. Acknowledging the app privacy notice does not enable a business setting or grant device permission. Apple’s camera, microphone, photo, and location permissions remain separate and under your control in device settings.

Location evidence supports work verification and does not automatically change your recorded time. Work-site addresses may be sent to Google Maps to locate a site; site-address lookup is separate from collecting a worker’s location evidence.

How we use information

We use personal information to:

  • Provide, secure, maintain, and improve the Services.
  • Create and administer accounts, subscriptions, trials, and support requests.
  • Connect leads, estimates, scheduling, projects, field activity, revenue outcomes, and marketing performance.
  • Generate reports, recommendations, forecasts, content drafts, and workflow suggestions.
  • Operate blog, social media, organic search, site auditing, and competitor analysis features requested by customers.
  • Monitor reliability, prevent fraud and abuse, troubleshoot problems, and protect users and the Services.
  • Communicate about the Services, including administrative notices, product updates, and marketing where permitted by law.
  • Comply with law, enforce agreements, and establish or defend legal claims.

Where applicable law requires a legal basis, we rely on performance of a contract, legitimate interests, compliance with legal obligations, and consent. You may withdraw consent where processing relies on consent, without affecting earlier processing.

Cookies and analytics

We and our service providers may use cookies, local storage, pixels, tags, and similar technologies for security, account functionality, preferences, performance measurement, and analytics.

We may use Google Analytics 4 to understand how visitors use our website. Google Analytics may collect page activity, approximate location, device and browser information, IP-derived information, and identifiers through cookies or similar technologies. Google explains how it uses information from sites and apps that use its services at Google’s partner sites notice. You can also learn about the Google Analytics opt-out browser add-on.

Where required, nonessential analytics and advertising technologies will be controlled through a consent tool. You can also adjust browser settings to block or delete cookies. Blocking some technologies may affect features of the Services. We honor legally required browser-based opt-out signals, such as Global Privacy Control, where they apply.

We do not sell personal information for money. We do not use personal information for cross-context behavioral advertising unless we provide the notices and choices required by applicable law.

AI-assisted features

When your business enables transcription or photo analysis, KeystonePro sends the relevant recording or photo, and relevant work context where applicable, to OpenAI to produce a transcript, quality assessment, or review suggestion. These results are stored with the work for authorized users to review. Saving a room scan does not by itself send its retained color frames through the photo-analysis feature.

KeystonePro may use automated systems and artificial intelligence to organize lead information, suggest priorities, summarize records, draft content, identify trends, and recommend operational or marketing actions. These features may process customer-provided data and connected business data to produce results.

AI-generated results can be incomplete or inaccurate and should be reviewed by an authorized user. KeystonePro does not intend to make decisions that produce legal or similarly significant effects about individuals without appropriate human involvement. Customers are responsible for deciding how to use recommendations and generated content.

How we share information

We may disclose personal information to:

  • Service providers. Hosting, security, analytics, communications, customer support, AI processing, payment processing, and other vendors that help operate the Services.
  • Connected services. Third-party products and accounts that a customer chooses to connect or directs us to use.
  • Your organization. Administrators and authorized users of the same customer account, according to account permissions.
  • Professional advisers and authorities. Auditors, insurers, lawyers, regulators, courts, or law enforcement when reasonably necessary or legally required.
  • Business transaction participants. Parties involved in a financing, merger, acquisition, reorganization, or sale of all or part of the business, subject to appropriate protections.

We may use and disclose aggregated or de-identified information that cannot reasonably identify an individual, subject to applicable law.

Retention and security

Saved audio is retained until authorized deletion and does not expire automatically. Retention and authorized-deletion rules also apply to original media and generated results. Workspace retention settings apply to detailed location records, subject to applicable holds and recordkeeping requirements.

Deletion of an active media record does not necessarily immediately remove recoverable storage versions, backups, derived records, or audit records. We review deletion requests for identity, workspace authority, linked evidence, and applicable retention obligations.

We retain personal information for as long as reasonably necessary to provide the Services, maintain business and transaction records, comply with law, resolve disputes, and enforce agreements. Retention depends on the type of information, customer instructions, account status, legal requirements, and security needs. Google Analytics retention is controlled through the applicable analytics property settings.

We use administrative, technical, and physical safeguards designed to protect personal information. No method of transmission or storage is completely secure, so we cannot guarantee absolute security. Customers are responsible for account permissions, user access, secure credentials, and the lawfulness of information they place in the Services.

Your privacy rights

For user-data deletion requests, contact support@keystonepro.com.

Depending on where you live, you may have rights to request access, correction, deletion, restriction, objection, or portability of personal information. You may also have the right to withdraw consent, opt out of certain targeted advertising or data sharing, appeal a denied request, and receive equal service without discrimination for exercising a privacy right.

To submit a request, contact privacy@keystonepro.com. We may need to verify your identity and authority. Authorized agents may submit requests where permitted by law. If KeystonePro processes the information for one of our customers, we may direct the request to that customer.

California residents may request the categories and specific pieces of personal information collected, sources, purposes, categories of recipients, correction, or deletion, subject to exceptions. KeystonePro does not sell personal information for money and does not knowingly sell or share the personal information of consumers under 16.

International transfers

KeystonePro and its providers may process information in the United States and other countries where privacy laws may differ. Where required, we use recognized safeguards for international transfers, such as contractual protections or an applicable adequacy framework.

Children

The Services are designed for businesses and are not directed to children under 16. We do not knowingly collect personal information directly from children under 16 through the Services. Contact us if you believe a child has provided personal information without appropriate authorization.

Changes and contact

We may update this Privacy Policy as the Services, vendors, or legal requirements change. We will post the updated version and change the date above. We will provide additional notice when required.

Questions or privacy requests can be sent to privacy@keystonepro.com. You may also use the support channel in your KeystonePro account.