Privacy Policy

Keystone Ops, Inc. ("Keystone Ops," "we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, share, and protect information about you when you use our platform and related services (collectively, the "Service"). By using the Service, you agree to the practices described in this policy.

1. Information We Collect

We collect the following categories of information:

Account information: When you register, we collect your name, business email address, phone number, company name, and the region or state in which your business operates.

Business data: You provide us with operational data as part of using the Service, including leads, job records, client profiles, communications, estimates, quotes, and insurance claim details. This is referred to as "Customer Data" and is yours — we process it solely to operate the Service.

Usage data: We automatically collect information about how you interact with the Service, including login timestamps, features accessed, pages viewed, session duration, IP address, browser type, and device information. This helps us improve the product and identify issues.

Payment information: Subscription payments are processed by Stripe, Inc. Keystone Ops does not store your full card number, CVV, or bank account credentials. We receive and store limited billing metadata provided by Stripe, such as the last four digits of your card, card brand, and billing address.

2. How We Use Information

We use the information we collect to:

• Provide, operate, and maintain the Service, including processing your Customer Data to deliver the features you use
• Send transactional emails and SMS messages, such as account alerts, billing notifications, and trial communications
• Respond to support requests and troubleshoot issues
• Improve and develop the Service based on usage patterns and feedback
• Enforce our Terms of Service and protect the security and integrity of the platform
• Generate anonymous, aggregated industry benchmarks (e.g., average close rates, job values) that never include personally identifiable information
• Comply with applicable legal obligations

We will not use your Customer Data to train general-purpose AI models or to create products that compete with your business.

3. Data Sharing

We do not sell your personal data. We share information only as described below:

Service providers: We share data with third-party vendors who help us deliver the Service, including:

• Stripe — payment processing
• SendGrid — transactional email delivery
• Twilio — SMS messaging infrastructure
• Anthropic — AI features (claim assistance, reply suggestions, lead scoring)

Each of these providers has access only to the information necessary to perform their specific function and is contractually required to protect that information.

Anonymous industry data: We may license aggregated, anonymized roofing industry data — such as regional close rates, average job values, material trends, and storm response patterns — to third parties such as material suppliers and insurance carriers. This data is fully de-identified and cannot be used to identify you, your company, or your customers.

Legal requirements: We may disclose information if required to do so by law, legal process, or a government authority, or to protect the rights, safety, or property of Keystone Ops, our users, or the public.

Business transfers: If Keystone Ops is acquired, merges with another company, or sells substantially all of its assets, your information may be transferred as part of that transaction. We will notify you before your data is transferred and becomes subject to a different privacy policy.

4. SMS Communications

When you use the SMS features of Keystone Ops to communicate with your clients and leads, you are responsible for obtaining proper consent from recipients. For any direct SMS communications from Keystone Ops to you (such as account alerts):

• Message frequency varies based on account activity
• Message and data rates may apply
• Reply STOP to opt out of SMS messages from Keystone Ops at any time
• Reply HELP for assistance

Opting out of SMS from Keystone Ops does not affect your ability to send SMS through the platform to your own clients.

5. Data Retention

We retain your account information and Customer Data for as long as your account is active. Following cancellation of your subscription, we retain your data for a period of 90 days to allow you to export it or reactivate your account. After the 90-day retention window, we permanently delete your Customer Data from our systems, including backups, within a commercially reasonable timeframe. Aggregate, anonymized data derived from your account may be retained indefinitely as described in Section 3.

6. Data Security

We implement industry-standard security measures to protect your data, including:

• Encryption in transit using TLS 1.2 or higher for all data transferred between your browser and our servers
• Encryption at rest for databases containing Customer Data and personal information
• Access controls that limit employee access to Customer Data to those who need it to provide support or operate the Service
• Practices consistent with SOC 2 security principles, including logging, monitoring, and incident response procedures

No method of transmission over the internet or electronic storage is 100% secure. If we become aware of a security breach that may affect your data, we will notify you as required by applicable law.

7. Your Rights

You have the following rights with respect to your personal information:

• Access: You may request a copy of the personal information we hold about you
• Correction: You may update inaccurate or incomplete personal information directly in your account settings or by contacting us
• Export: You may export your Customer Data at any time via the CSV export features within the platform
• Deletion: You may request deletion of your account and associated personal data by contacting support@keystoneops.com

California residents (CCPA): If you are a California resident, you have additional rights under the California Consumer Privacy Act, including the right to know what personal information we collect, the right to delete personal information, and the right to opt out of the sale of personal information (we do not sell personal information). To exercise these rights, contact us at privacy@keystoneops.com.

EU/EEA residents (GDPR): If you are located in the European Union or European Economic Area, you have rights under the General Data Protection Regulation, including the right to access, rectify, erase, restrict, or object to processing of your personal data, and the right to data portability. Our legal basis for processing is the performance of our contract with you. To exercise your GDPR rights, contact us at privacy@keystoneops.com.

We will respond to verified rights requests within 30 days.

8. Cookies

Keystone Ops uses the following types of cookies:

• Session cookies: Required for authentication. These are HttpOnly, secure cookies that contain your encrypted session token. They expire when your session ends or after 12 hours of inactivity.
• Preference cookies: Used to remember your in-app preferences, such as UI settings and notification preferences. These persist across sessions.

We do not use third-party advertising cookies, tracking pixels, or behavioral advertising technologies. We do not share cookie data with advertising networks. You may configure your browser to block cookies, but doing so will prevent you from logging into the Service.

9. Children's Privacy

Keystone Ops is a business-to-business platform intended for use by contractors, business owners, and their employees. The Service is not directed to individuals under the age of 18, and we do not knowingly collect personal information from anyone under 18. If we become aware that we have collected personal information from a minor, we will promptly delete it. If you believe we have collected information from a child, please contact us at privacy@keystoneops.com.

10. Contact

For privacy-related questions, requests, or concerns, please contact our privacy team at:

Email: privacy@keystoneops.com
Mail: Keystone Ops, Inc., Florida, USA

For general support inquiries, contact support@keystoneops.com.

11. Changes to This Policy

We may update this Privacy Policy from time to time. For material changes — such as changes to how we use your data or who we share it with — we will notify you by email at the address associated with your account at least 30 days before the changes take effect. We will also update the "Last updated" date at the top of this page. Your continued use of the Service after the effective date constitutes your acceptance of the revised policy. If you do not agree with the changes, you should stop using the Service and cancel your subscription before the effective date.