Privacy Policy
Last updated 26 July 2026
KasaPro is job-management software for contractors and equipment-rental businesses. This policy explains what we collect, why, and who else sees it. It describes what the software actually does — if something here is unclear, ask us rather than assume.
Which of these are you?
Two different groups of people have data in KasaPro, and your rights depend on which one you are.
You run a business that uses KasaPro
You signed up for an account. We decide how your account information is handled, and this policy governs it. Write to us about anything below.
You are a customer of a business that uses KasaPro
Your name, contact details, and any documents you signed or licence details you handed over were entered by that business. They control that information; we only store and process it on their behalf, under their instructions. If you want your details corrected or removed, ask the business you dealt with — they can do it themselves, in minutes, without involving us. If you can't reach them, contact us and we'll help you find them.
What we collect
From the business that signs up
- Name, email address, and a password (stored only as a bcrypt hash — we never see or store the password itself)
- Business name, and the business contact details you enter in Settings
- Plan, subscription status, and billing identifiers issued by our payment processors
- Which team members you add, and their names, emails, and roles
The records you create in the app
- Customers: name, email, phone, address
- Estimates, jobs, and invoices: descriptions, line items, amounts, dates, notes
- Equipment rentals: renter name, phone, email, address, and driver's licence number
- Signatures drawn by you or your customers on estimates, invoices, and rental agreements
- Photos you upload to a job
From using the AI features
- The messages you send the assistant, and what it sends back
- A usage record for each request — which model, how many tokens, what it cost, how long it took — so we can enforce your plan's monthly limit and show you your usage
- Follow-up emails the assistant drafts for you, until you send or dismiss them
Technical
- A session cookie, so you stay logged in. That is the only cookie we set.
- Server logs, which record requests and errors
What we don't do
- We don't sell your data, or your customers' data, to anyone.
- We don't run analytics or advertising trackers. There is no Google Analytics, no advertising pixel, and no third-party script watching what you click.
- We don't use your data to train AI models — ours or anyone else's.
- We don't email your customers unless you tell us to. Every message to a customer is sent because someone at your business clicked send. The nightly follow-up sweep writes drafts; it never sends them.
Photos of driver's licences and ID
The file is never saved. When you scan a licence or a business card to fill in a rental agreement — whether you photograph it, attach a picture, or upload a PDF — it is held in memory for the few seconds it takes to read, sent to our AI provider, and then discarded. It is not written to disk, not stored in the database, and not kept in any backup. We keep only the text fields it filled in — the name, licence number, and address that you then check and save.
We also ask the AI only for the fields the rental form has. A driver's licence shows a date of birth, height, and other details; we don't collect those and the software discards them if they come back.
The file does still go to our AI provider to be read — see below. If you'd rather it didn't, don't use the scan button; every field can be typed in by hand, and nothing about the rental agreement depends on it.
The AI features, specifically
When you use the assistant, ask it to draft something, or scan a document, the relevant information is sent to an AI provider to produce the result. Depending on how the app is configured, that is OpenAI or Anthropic. This can include customer names, invoice amounts, job details, and — if you use the scan button — the photograph you took or the file you attached.
The nightly follow-up sweep also reads your overdue invoices, unbilled jobs, and unanswered estimates, and sends the details of each one to the AI provider so it can write a draft. This runs on paid accounts, once a day, whether or not anyone is logged in. If you don't want that, you can leave the drafts unsent — but the way to stop the processing entirely is to tell us, and we'll switch it off for your account.
We don't use anything you send to train models. Our providers are bound by their own API terms, which you can read at OpenAI and Anthropic.
Who else your data reaches
We use these companies to run KasaPro. Each one receives only what it needs to do its job.
| Who | What for | What they receive |
|---|---|---|
| Render | Hosting the application and database | Everything stored in KasaPro, as the infrastructure it runs on |
| Stripe | Subscription billing, and card payments from your customers | Your billing details; your customer's name, email, and amount when they pay an invoice |
| Square | Card payments, if you've connected it | The same payment details, only for businesses that use it |
| Resend | Sending email | The recipient's address and the contents of the message |
| OpenAI or Anthropic | The AI assistant, drafted follow-ups, and document scanning | Whatever the request contains — see the section above |
| US Census Bureau | Turning an address into coordinates, to estimate haul distance | The street address being measured, and nothing else |
We'll also disclose information if the law requires it, and to a buyer if the business is ever sold — in which case this policy travels with it, and we'll tell you before anything changes.
How long we keep it
Your records stay in KasaPro for as long as your account is open, because that's what the software is for — last year's invoices need to still be there next year.
An admin can delete the entire business from Settings. That removes the business, its users, and every customer, estimate, job, invoice, and rental belonging to it. It happens immediately and cannot be undone. Where our hosting provider keeps backups, residual copies may persist there for a limited period before ageing out.
Scanned ID photos and documents are the exception to all of this: they are never stored in the first place, so there is nothing to delete.
How it's protected
Being specific rather than reassuring:
- Traffic is encrypted in transit (HTTPS).
- Passwords are stored as bcrypt hashes, never in a readable form.
- Every record is tied to a business, and every query is scoped to the logged-in user's business, so one customer's data is not reachable from another's account.
- Payment card numbers never touch our servers — Stripe and Square collect them directly.
- Access to the production database is limited to the people who operate the service.
No system is perfectly secure, and we won't pretend otherwise. If you find a problem, please tell us at [email protected] — we'd rather hear it from you than anyone else.
Your choices
- See or correct your data: almost all of it is visible and editable in the app. Ask us for anything that isn't.
- Delete your account: Settings, as described above. Or ask us and we'll do it.
- Get a copy: ask, and we'll send you an export of your business's data.
- Turn off the AI features: the assistant is only used if you use it. To stop the nightly follow-up sweep processing your records, tell us and we'll disable it for your account.
- Opt out of the ID scan: don't press the button. Every field can be typed.
Depending on where you live, you may have additional rights over your personal information. Write to us and we'll honour them.
Children
KasaPro is business software and isn't intended for anyone under 18. We don't knowingly collect information from children.
Changes
If we change this policy in a way that materially affects you, we'll update the date at the top and tell account holders by email before it takes effect.
Contact
Questions about any of this, or a request about your data: [email protected].