KeptHavenPrivacy Policy
Version 2026-09-14 · Last updated September 14, 2026
Last updated: September 14, 2026
This policy is reviewed and re-published at least once every twelve months.
The short version
We hold records about your home. Here is what we do with them.
- We do not sell your personal information.
- We do not use your documents, photographs, or conversations with our assistant to train AI models unless you give us separate, specific permission, and our AI providers are contractually prohibited from doing so.
- Your vault is private by default. Your brokerage and agent can see an item in it only if you share it with them, or if they placed it there themselves.
- We do not use your documents to decide which advertisements to show you, and we do not show your vault to any advertiser.
- Advertising is labeled, and advertisers pay a fixed fee for placement, not for you.
- You can export or delete everything, at any time, for free.
- Marketing emails need your separate permission, which you can withdraw with one click.
The section most people want is Your choices and rights.
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1. What we collect, why, and for how long
This section is our notice at collection.
We do not sell personal information. We do not share personal information for cross-context behavioral advertising.
| Category | Examples | Why we collect it | Retention |
|---|---|---|---|
| Identifiers | Name, email, postal address, phone number, account ID, IP address | Create and secure your account; deliver the Service; communicate with you | While your account is open, then removed from active systems within 30 days and purged from backups within 90 |
| Customer records | Property address, ownership details, transaction date | Build your home record; connect you to the right brokerage | While your account is open, then 90 days |
| Commercial information | Plan type, payment history with us | Billing and support | 7 years, for tax and audit purposes |
| Internet activity | Pages viewed, features used, device and browser type, session logs | Operate the Service; security; abuse detection | 24 months |
| IP address | The IP address a request comes from | Secure the Service; prevent abuse; enforce request limits | Held in short-lived rate-limit records for 24 hours; not otherwise retained |
| Images | Photographs you add of your home and its contents | Build your inventory; identify items, appliances, and condition | While your account is open, then 90 days |
| Professional information | For agents and brokerage staff only: license number, brokerage, role | Operate the brokerage side of the Service | While the account is open, then 90 days |
| Inferences | Home Health Score (shown in the product as your home readiness score), maintenance schedule, condition estimates | Generate the features you use | While your account is open, then 90 days |
| Sensitive information | See Section 2 | See Section 2 | See Section 2 |
Sensitive information reaches us only because it appears inside documents you choose to add. We use it to provide the Service you asked for, to secure it, and to maintain its quality. We do not use sensitive information to draw conclusions about you. Because our use stays within those purposes, we do not offer a separate "limit the use of my sensitive information" control. If that ever changes, we will add one and tell you.
2. Sensitive information, specifically
Closing documents, insurance policies, and warranty paperwork often contain Social Security numbers, driver's license numbers, financial account numbers, and sometimes health-related information.
| What we do | Detail |
|---|---|
| Encryption | Documents are encrypted in transit and at rest. Each brokerage's documents and photographs are encrypted with their own key before they reach storage, and that key is itself protected by a master key KeptHaven holds separately from the database. A copy of the database alone cannot unlock your files. |
| Access control | Access to document contents is limited to you, the people you authorize, the small number of KeptHaven staff who need it to answer a request you opened, and your brokerage's staff (your assigned agent or a brokerage administrator) for the items you or they have made visible to them. Every such access is logged. |
| Never disclosed for marketing | Document contents are never disclosed to advertisers, and are never used to select or target advertisements for you. What your brokerage and agent can see is described in Section 5. |
| Never used for training | Document contents are not used to train, fine-tune, or improve any AI model unless you give us separate, specific permission. |
| Photographs | Since September 2026 we remove embedded location data on upload. Our image analysis identifies household items and their condition. It performs no facial detection or recognition and draws no conclusions about the people in your home. |
| Minimization | We ask you not to add documents containing this information unless you need to keep them. |
3. Where information comes from
| Source | What we receive |
|---|---|
| You | Everything you enter or add |
| Your brokerage or agent | Your name, property address, contact details, transaction date, and documents they place in your vault |
| Public records providers | County property records, tax and assessment data, permit history for your address |
| Your device | IP address, browser and device type, usage events |
| Service providers | Delivery and engagement data from our email and messaging providers; error and performance data |
We obtain county records, tax data, and permit history from commercial data providers. We do not create that information and cannot guarantee it is accurate or current.
4. How we use information
To create, secure, and operate your account; to build and maintain your home record, vault, inventory, maintenance schedule, and Home Health Score; to run the assistant; to send you the service communications described in Section 10 of the Terms of Service; to send marketing email only where you gave separate permission; to display advertising as described in Section 6; to provide support you request; to detect and prevent fraud, abuse, and security incidents; to measure and improve the Service using aggregate and de-identified information; and to comply with law.
We do not use your information to make decisions about your access to housing, credit, insurance, or employment, and we do not permit anyone else to use information from the Service to do so.
5. Who we disclose information to
We do not sell personal information, and have not in the preceding twelve months. We do not share personal information for cross-context behavioral advertising, and have not in the preceding twelve months.
| Recipient | What they receive | Purpose |
|---|---|---|
| Cloud hosting and database providers | All categories, encrypted | Operate the Service |
| AI service providers | The specific text or image you submit to an AI feature | Generate the response. Prohibited from training on it, and from retaining it beyond what is needed to process the request and any short abuse-monitoring period their enterprise terms define. |
| Email and messaging providers | Identifiers and message content | Deliver communications you asked for |
| Payment processor (Stripe and its Link service) | Name, email, billing address and payment details you enter at checkout | Sell and bill paid plans. Link is the merchant of record for them, calculates sales tax, and handles payment support, so Link's own privacy policy also applies to that information. |
| Property data providers | Property address only | Retrieve public records for your home |
| Analytics and error monitoring | Internet activity, device information | Diagnose problems and measure performance |
| Email hosting (Google Workspace) | Name, email, and the contents of any message you send to our support, privacy or legal inboxes | Answer your requests |
| Mapping provider | Property address and coordinates | Render maps and imagery |
| Your brokerage and agent | The limited information in Section 4.2 of the Terms; any item you share with them; and any item they placed in your vault themselves | Operate the branded portal you were invited to |
| Advertisers | Nothing about you. See Section 6. | — |
| Professional advisors in a corporate transaction | As required, under confidentiality | Diligence and transfer |
| Law enforcement or courts | As legally required | Respond to valid legal process |
Current providers are listed at /privacy#subprocessors.
We have no actual knowledge that we sell or share the personal information of consumers under 16. The Service is not offered to anyone under 18.
When we receive legal process we require it to be valid, interpret requests narrowly, and — unless prohibited — notify you before disclosing so you can object.
6. Advertising
How advertising works here. Advertisers pay a fixed fee to appear in the Service. Placements are chosen by geography and by the general category of the page you are on. We do not use the contents of your documents, your photographs, your inventory, or your conversations with the assistant to select or target advertisements for you.
What advertisers receive from us: nothing about you. They do not receive your name, contact details, address, documents, or any figure drawn from them. They are not told which homeowners saw their advertisement. If you choose to contact an advertiser, you decide what to send them, and your dealings from that point are with them.
7. Your choices and rights
We honor these requests from everyone, wherever you live.
| Right | What it means |
|---|---|
| Know and access | The categories and specific pieces of information we hold about you, its sources, why we collected it, and who received it |
| Correct | Fix information that is wrong |
| Delete | Delete your information, subject to the narrow exceptions in Section 8 |
| Export | Receive your records in a common machine-readable format |
| Opt out of sale or sharing | We do not sell or share. If that ever changes, this control will be live before it does. |
| Withdraw permission | Turn off any marketing communication or optional use, individually |
| No retaliation | We will not deny you service, charge you differently, or reduce your service quality for exercising any of these |
How to make a request
| Request | How | Verification | Our deadline |
|---|---|---|---|
| Know, correct, delete, export | Account → Privacy & Communications, or /account, or privacy@kepthaven.com | Yes — sign in, or if you have no account, we match information you provide | Acknowledge within 10 business days; respond within 45 calendar days, extendable once by 45 days with notice and a reason |
| Opt out of marketing, withdraw permission | Account → Privacy & Communications, use an unsubscribe link, or call 931-614-5094 | None. We will never ask you to prove who you are in order to stop contacting you. | 10 business days, generally immediate |
| Opt out of sale or sharing | Not applicable. We do not sell or share personal information, so there is nothing to opt out of. If your browser sends a Global Privacy Control signal, we record that signal automatically; see Account → Privacy & Communications for the receipt. | None | Not applicable |
Someone can act for you. For access, correction, and deletion we may ask for written permission signed by you and may ask you to confirm your identity directly. For opt-out requests we will not ask for proof of authorization.
Cost. We do not charge for privacy requests. If a request is manifestly unfounded or excessive we may decline it or charge a reasonable fee, and we will tell you why. We never charge for an opt-out or withdrawal.
If we deny a request, you can appeal. We will tell you why and how. To appeal, reply to our denial or write to privacy@kepthaven.com with the subject "Appeal." Someone not involved in the original decision will review it and respond within 45 days with our decision and reasons. If we deny the appeal, we will give you contact information for your state Attorney General.
8. Retention and deletion
We keep information for the periods in Section 1. Identifiers held in our internal usage and engagement logs are anonymised after 24 months, even while your account stays open. Records held only to support your data export are deleted 7 days after the export is built. Rate-limit records used to stop abuse are deleted after 24 hours.
When you delete your account, we remove your sign-in, your personal details, and your files immediately. Deleted rows can persist in our database provider's backups until those backups roll off on their own schedule; we keep no separate archive of deleted data.
What we keep afterward. This list is complete:
| What | Why | How long |
|---|---|---|
| Permission records — the type, timestamp, the exact text you agreed to, and any withdrawal | To show we had your permission and honored your withdrawal | 6 years from the last message sent in reliance on it, or if no message was ever sent, 6 years from the date of the record |
| Privacy request records — date, type, how it was made, our response | Required by law, and our proof that we answered you | 24 months |
| Which versions of our Terms and this Policy you accepted | To show what agreement applied and when | 6 years after your account closes |
| Transaction and tax records | Legal obligation | 7 years |
| Security and abuse records | Detect and prevent recurrence | 24 months |
| De-identified home history: the vendor companies, service kinds, dates, and warranty and association facts about the home, with no cost, contact, or owner information | So the next owner's file, and your brokerage, keep the home's service history without any of yours | Kept with the home for as long as a brokerage on KeptHaven serves it |
| Operational measurements — usage counts, feature-level engagement, performance data, stripped of identifiers and not reasonably linkable to you | Understand and improve the Service | Indefinitely, in non-identifiable form only |
| The published text of our legal documents — contains nothing about you | So we can always show what was published when | Indefinitely |
| Anything covered by a legal hold or court order | Legal obligation | As required |
We do not use any of these for marketing or for any purpose other than the one stated.
9. Security
We protect your information with encryption in transit and at rest, a distinct encryption key per brokerage for document and photograph storage, least-privilege access controls, logging of every staff and staff-of-your-brokerage access to document contents, multi-factor authentication for administrative access, and regular review of our providers.
No system is perfectly secure. If a breach affects your personal information we will notify you as required by law and as promptly as we can, and tell you what happened, what was involved, and what we are doing about it.
Security questions or vulnerability reports: legal@kepthaven.com.
10. Children
The Service is not offered to anyone under 18 and we do not knowingly collect information from anyone under 18. If you believe a minor has given us information, write to privacy@kepthaven.com and we will delete it.
11. Where we operate
KeptHaven is offered to residents of the United States. We do not offer the Service to individuals in the European Union, the United Kingdom, or Canada, and we do not market there. We do not direct the Service to, or offer it in, those territories, and we do not intend to be subject to the EU General Data Protection Regulation.
We have adopted several practices modeled on it as internal design standards, because they are the right way to run a service holding records about someone's home:
- Data minimization — we collect only fields with a named product use
- Purpose limitation — every category is tagged at intake with the purposes it may be used for, and using it otherwise requires a documented change
- Storage limitation — a published retention schedule, which you can read in Section 8
- A single rights process — access, correction, deletion, and export handled the same way for everyone regardless of where they live
- Assessment before launch — we assess the privacy impact of a new use of information before we ship it
We describe these as our practices. We do not claim certification or compliant status under any privacy framework.
12. Changes
We review and re-publish this policy at least once every twelve months. For any material change we will give you at least 30 days' notice by email and in the Service before it takes effect, and summarize what changed at the top. We will not apply a materially different use to information we already hold without that notice and, where required, your permission.
13. Contact
Privacy questions and requests: privacy@kepthaven.com
Mail: KeptHaven LLC, Attn: Privacy, KeptHaven LLC, 28 Solano Ave, Saint Augustine, FL 32080
Phone: 931-614-5094
Privacy contact: Steven Bell, Authorized Member
If you need this policy in an alternative accessible format, write to privacy@kepthaven.com.
Subprocessors
This page is public, at /privacy#subprocessors, and is referenced by the Privacy Policy and the Terms of Service.
Last updated: September 14, 2026
About this page
We use the companies below to help operate KeptHaven. Each is contractually required to protect your information at least as well as we do, to use it only to perform the service we engaged them for, and — where they touch content you upload — not to train any AI model on it or retain it beyond what the request requires.
Stripe's Link service, as the merchant of record for paid plans, also handles the payment details you give it under its own privacy policy.
Some rows below are federal and state government data services (county and state property records, weather alerts, disaster declarations). They are not contracted vendors, we send them nothing about your account beyond a property address or coordinates, and they never receive your name, contact details, or documents. We list them here anyway, for completeness.
We give brokerage customers at least 30 days' notice before adding a subprocessor that will process their data.
Current subprocessors
| Company | What they do | Data they process | Location |
|---|---|---|---|
| Supabase | Database, authentication, file storage | All categories, encrypted at rest | United States |
| Railway | Runs the application | Data in transit through the application | United States |
| Anthropic | AI model provider for the KeptHaven assistant, document extraction, and image analysis | For extraction, the document or photo you submit. For the assistant, your message and the parts of your home file that relate to it. Kept for the request and any short abuse-monitoring period their enterprise terms define | United States |
| Resend | Delivers email, and receives email forwarded to a home's ingest address | Name, email address, message content, attachments you forward, delivery and engagement events | United States |
| Stripe | Processes agent subscription payments. Its Link service is the merchant of record for paid plans and calculates sales tax | Name, email, billing address, payment token. We do not store full card numbers. | United States |
| ATTOM | Supplies county records, valuation, tax, and permit history | Property address only | United States |
| PermitStack | Supplies building-permit history | Property address only | United States |
| RentCast | Supplies property records and valuation estimates | Property address only | United States |
| US Census Bureau Geocoder | Turns a street address into coordinates and county | Property address only | United States (federal) |
| Florida Department of Revenue, Statewide Cadastral (ArcGIS) | Supplies the parcel record for Florida homes: parcel id, owner of record, situs address, year built, living area, assessed and sale values | Street number and street name of the property; coordinates | United States |
| Tennessee Comptroller statewide parcels; Metro Nashville GIS; Montgomery County TN GIS | Supplies the parcel record for Tennessee homes | Street number and street name; coordinates | United States |
| Boone County / City of Columbia, Missouri GIS | Supplies the parcel record for Boone County, Missouri homes | Street number and street name; coordinates | United States |
| National Weather Service (api.weather.gov) | Supplies active weather alerts for the home's location | Coordinates rounded to four decimal places (about 10 meters); no name or account identifiers | United States (federal) |
| FEMA (OpenFEMA and the National Flood Hazard Layer) | Supplies federal disaster declarations for the home's county and the flood zone for the home's coordinates | State and county only; coordinates | United States (federal) |
| Google Maps Platform (Street View Static API) | Supplies a Street View photograph of the home's exterior | Coordinates of the home only | United States |
| Mapbox | Address typeahead suggestions during signup, and satellite imagery | The address fragment you type during signup; coordinates | United States |
| Sentry | Diagnoses application errors | Technical logs, device and browser information, user ID; request bodies and cookies are stripped before sending | United States |
| Firebase Cloud Messaging (Google) | Delivers push notifications to the installed Android app | Device push token, notification content | United States |
| Apple Push Notification service (Apple) | Delivers push notifications to the installed iPhone app. Effective 2026-10-14 (notice posted 2026-09-14, below) | Device push token, notification content | United States |
| Google Workspace | Hosts our support, privacy and legal inboxes | Your name, email address, and the contents of any message you send us | United States |
AI providers, specifically
Because this is the question people actually ask:
We use third-party AI providers to run the KeptHaven assistant, extract information from documents you upload, and identify items in photos you upload.
Our agreements with these providers require that:
- your content is used only to generate the response to your request;
- your content is not used to train, fine-tune, or improve their models;
- your content is not retained beyond what is necessary to process the request and any short abuse-monitoring window their enterprise terms define; and
- your content is not disclosed to anyone else.
We do not use your documents, photographs, or conversations to train any AI model, ours or anyone else's.
What is deliberately not on this list
No advertising networks. No advertising pixels. No data brokers. No third-party marketing or retargeting tags. We do not sell personal information and we do not share it for cross-context behavioral advertising. This list is part of how you can check that.
Advertisers who appear in KeptHaven are not subprocessors. They receive nothing about you.
Changes to this list
We publish changes here before they take effect. Brokerage customers receive at least 30 days' notice and may object on reasonable data-protection grounds by writing to privacy@kepthaven.com.
Notice posted 2026-09-14, effective 2026-10-14: Apple Push Notification service joins the list so the KeptHaven iPhone app can deliver maintenance reminders, alerts and notes from your agent. It receives the device's push token and the text of each notification, nothing else. Until the effective date, iPhone notifications are limited to KeptHaven's own accounts.
To be notified of changes, email privacy@kepthaven.com with the subject "Subprocessor Updates."