Short summary:
CastleKeeper collects the minimal personal information we need to operate (account details, contact details, service usage, and photos you upload for visits). We use data to provide and improve our services, communicate with you, and process payments. We do not sell your personal data. You control most of your information and can request access or deletion — see the "Your Rights" section below.
1. Who we are
CastleKeeper (the “Service”, “we”, “us”, or “our”) provides property check, visit and reporting services. This Privacy Policy explains how we collect, use, share, and protect personal information when you use our website and services.
2. Information we collect
We collect information you provide directly and information collected automatically when you use the Service.
Information you provide
Account & contact data: name, email, phone, address, company and region when you register as a client or contractor.
Account credentials: hashed passwords and authentication tokens.
Visit reports and media: notes and photos you upload during a visit (we store the file names/paths and the files themselves).
Payment information: when you pay, we may collect billing information (we may use third-party payment processors; we do not store full card numbers on our servers).
Information we collect automatically
Usage data: pages visited, feature usage, timestamps, and errors.
Device & technical data: browser, IP address, and approximate location inferred from IP or supplied by device (if you allow it).
Cookies and similar tech: small files used to remember preferences or session state.
3. How we use your information
Provide and operate the Service (manage accounts, schedules, visits).
Process uploads (visit photos and notes) and keep visit history.
Communicate about appointments, contract updates, security alerts, and support.
Improve and maintain the Service, monitor usage and troubleshoot.
Comply with legal obligations and enforce our terms of service.
4. Sharing and disclosure
We do not sell personal data. We share information only as described below:
With service providers: payment processors, cloud hosting, email, and analytics providers who process data on our behalf under contract.
With contractors or clients: certain visit data (photos, notes, property) is made available to authorized users connected to the contract.
For legal reasons: to comply with laws, protect rights or safety, or respond to lawful requests.
5. Cookies & similar technologies
We use cookies and similar technologies for authentication, session management, preferences, and analytics. You can control cookies via your browser settings; blocking essential cookies may prevent the Service from working correctly.
6. Data retention
We retain account and contract data as long as needed to provide the Service and comply with legal obligations. Visit records and photos are retained for a reasonable period to allow reporting and historical records; if you want data removed, see “Your Rights” below.
7. Security
We use administrative, technical, and physical safeguards designed to protect your information. No system is 100% secure; if a breach occurs, we will follow applicable laws and notify affected users as required.
8. Your rights
Subject to local law, you may have the right to:
Access the personal information we hold about you.
Request correction of inaccurate information.
Request deletion of your personal information (subject to contractual, legal, or archival constraints).
Object to or restrict certain processing.
To exercise these rights, contact us at the contact info below. We may ask for identification to verify requests.
9. Children
The Service is not directed to children under 16. We do not knowingly collect personal information from children. If we learn we collected such data, we will delete it promptly.
10. International transfers
Your information may be processed or stored outside your country. We take steps to safeguard data transfer in accordance with applicable law.
11. Changes to this policy
We may update this Privacy Policy. We will post the updated date at the top and (where required) notify you of material changes.
12. Contact us
If you have questions or want to exercise rights, contact:
