Privacy Policy

Who we are

Kept is published by Kamil Trebunia, an individual developer in Illinois, USA (“Kept”, “we”, “us”), who is responsible for your information under this policy. It covers the Kept app for Android, the Kept web app at app.usekeept.com, Kept Runner for accounting firms, and this website. Questions: support@usekeept.com.

What we collect

Kept doesn't ask for your name, email address or phone number to use it. Here is everything that leaves your phone, and why.

Receipts you give Kept

Receipts you scan with the camera, receipts Kept finds in your photos, and invoices and e-receipts you forward to your Kept address — PDF or image attachments, or the text of an email receipt — are sent to our server so they can be read. Receipt images are stored there with the details read from them.

Details read from receipts

From each receipt Anthropic's Claude Haiku model extracts the merchant, date, amount, category, IRS Schedule C line, whether it's an expense or income, and whether it's clearly deductible or needs you to confirm it's for the business. These results are stored with the receipt so the same receipt is never processed twice. Receipts can contain other things printed on them, such as a store address or the last digits of a card; they are part of the image we store, and we don't use them for anything else.

To tell an invoice you issued (income) from a purchase (expense), your company name, if you entered one, is sent along with each receipt. It's used for that reading and isn't stored on our server.

Merchant names are also sent in batches so different spellings of the same business (“AMZN MKTP”, “Amazon”) can be unified. That result is kept on your phone.

Email you forward to Kept

Kept never signs in to your mailbox. It only receives the emails you choose to forward to your Kept address. See Your Kept email address.

Your account

Kept creates an anonymous account for your installation so your data can be kept separate from everyone else's. It has a random identifier and no name, email or phone number. Sign-in tokens are stored encrypted on your phone. If you ask for a deletion code in Settings, we store only a one-way hash of it, so we can recognise the code but never read it back.

If you create a Kept account (to use Kept on the web or connect to your accountant), we store your email address and a hash of your password. The email address is only your sign-in: Kept never sends you email. To stop you reusing an old password we keep hashes of your last five passwords, and we keep only a hash of your recovery key. If you ask to reset your password from another device, we briefly keep that request (a short code and the device's description) until it's approved, declined or expires after 15 minutes.

What syncs when you have a Kept account

With a Kept account, the same receipts appear on your phone and at app.usekeept.com. To make that work, our server also stores what you edit in Kept: the details of each receipt and its status (including receipts in Recently deleted, until they're deleted for good after 30 days), invoices you forwarded, your own packs (name and dates), your company name, EIN and business type, and contractors you enter from a Form W-9 — name, address and taxpayer ID. A contractor's taxpayer ID is encrypted on our server (AES-256) and decrypted only for you and for an accountant you connect to.

Your accountant

If you connect to an accountant with the code they give you, that accountant can see your receipts, packs, contractors and company details (they can't change them) until you or they disconnect. When you send a pack to your accountant, a copy of it — the receipts' details, photos and forwarded invoices as they are at that moment — goes to them. That copy becomes part of your accountant's records, which tax professionals must keep for years in case of an IRS examination: neither disconnecting nor deleting your Kept account removes it. Deleting your account erases your own data; the packs you sent stay in your accountant's archive as their working copies, and you can ask them directly about those copies.

Technical logs

Like any online service, our hosting provider records technical information about requests to our server — such as IP address, time and the request made — to keep the service secure and working. These logs aren't used to identify you or for any other purpose.

What stays on your phone

These never leave your device unless you share them yourself:

• Photos that aren't receipts. When “Find receipts in Photos” is on, new photos are checked on the phone; the rest are never uploaded.
• Contractor details you enter from a Form W-9 — name, taxpayer ID and address — unless you have a Kept account (see What syncs when you have a Kept account).
• Your business details — EIN (synced if you have a Kept account) and your accountant's email address.
• Your packs — the PDF and ZIP files are built on your device and go only where you send them, except packs you send to an accountant you connected to (see Your accountant).

Kept Runner and QuickBooks Online

Kept Runner is a workspace for accounting firms that use QuickBooks Online. A member of the firm gives a command; the AI shows a plan; after one confirmation it reads the client's QuickBooks company and proposes changes; a member of the firm approves the changes that should be made. This section describes the information involved.

Firm accounts

A firm's account holds the firm's name and its seats. Each seat belongs to one person and has a role (admin, accountant or viewer). For each seat we store the email address, a hash of the password and the role. Approvals in Kept Runner are tied to the person who made them.

Connecting QuickBooks (Intuit OAuth)

A firm member connects a client's QuickBooks Online company by signing in at Intuit and granting access. Kept never receives the Intuit password. Intuit gives Kept an access token, a refresh token and the company's identifier (realm ID). Kept requests QuickBooks accounting access and Intuit's basic sign-in scopes (OpenID, profile, email); it doesn't store the Intuit profile. Tokens are stored encrypted (AES-256-GCM) on our server. Kept renews the tokens automatically so the firm doesn't have to sign in again; this renewal doesn't read or change any company data. Each QuickBooks company can be connected to one Kept account at a time.

QuickBooks data Kept reads and stores

To let the firm and the AI work quickly, Kept keeps a copy of part of the connected company on our server: the chart of accounts, transactions from up to the last 12 months (such as expenses, bills, invoices, payments, deposits, transfers and journal entries) and lists (vendors, customers, employees, items, terms, payment methods, tax codes and rates). This data can include personal information that the firm's client keeps in QuickBooks — for example names, addresses, email addresses and phone numbers of vendors and customers. The copy is refreshed only when a firm member asks for it or confirms a task; Kept doesn't read the company on a schedule. QuickBooks remains the source of truth.

For data that belongs to the firm's clients, Kept acts as a service provider to the accounting firm: we process it only to provide Kept Runner to that firm, under its instructions.

How the AI uses QuickBooks data

While it works on a confirmed task, Kept sends Anthropic's models (Claude Haiku for routine work, Claude Opus for harder reasoning and form drafts) the command, the plan and the QuickBooks records the task needs — for example transaction dates, amounts, accounts, payee names and memos. The models return findings and proposed changes. During this work the connection to QuickBooks is read-only. Under Anthropic's commercial terms, this data isn't used to train its models.

Changes to QuickBooks

Kept writes to QuickBooks only after a firm member approves a specific change. Changes are never written automatically or on a schedule. Every approval, rejection and decision is recorded in an audit log: who made it, what changed (the value before and after), when, and QuickBooks' response.

Command history, work log and memory

For each command Kept stores the command, the plan, the reply, a log of the work (what was read, what was computed and what was decided, with the reason), the AI model used and the amount of AI processing. When a firm member corrects or rejects a proposal, Kept stores a short lesson so the AI doesn't repeat the mistake at that firm. Lessons stay within the firm and can be erased by the firm at any time.

Email sent from Kept

When a firm sends an invoice or a prepared form from Kept, the recipient's address, the message and the attached PDF are delivered by our email provider.

Tax filing

Kept prepares information for forms such as 1099-NEC, 1099-MISC, Schedule C and Schedule SE for the accountant. Kept never files anything with the IRS or any other tax authority.

How we use information

Only to provide Kept:

• to read your receipts and store the results for you;
• to receive the invoices and e-receipts you forward to your Kept address;
• to build the monthly, custom and tax-year packs you share with your accountant;
• for accounting firms, to read connected QuickBooks companies, prepare proposed changes, write the changes a firm member approves, and keep the audit log;
• to keep the service secure, prevent abuse and fix problems; and
• to comply with law.

We don't use your data for advertising, to build profiles about you, or to train AI models.

Who processes your information

We use these service providers to run Kept. They process data only on our instructions and for the purposes above.

QuickBooks Online is provided by Intuit under Intuit's own terms and privacy policy. Kept exchanges data with it only for companies a firm has connected.

We may also disclose information when the law requires it, to protect the rights and safety of our users or others, or as part of a merger or sale of the business — in which case this policy continues to apply to your information. Packs you share go to whomever you choose; once shared, they're handled by the recipient.

What we never do

• Sell your personal information, or share it for targeted advertising.
• Show ads in Kept.
• Give your data to advertisers or data brokers.
• Connect to your mailbox or read email you haven't forwarded to Kept.
• Write to QuickBooks without a person's approval.
• File anything with the IRS.
• Use your data to train AI models.

Your Kept email address

Kept gives you a personal address (like r-xxxxxxxxxxxx@usekeept.com), shown in Settings → Receipts by email. Email sent to it is received by Cloudflare Email Routing and passed to Kept's server. We receive whatever the email contains — sender, subject, text and attachments — so forward only the invoices and e-receipts you want in Kept.

Forwarded emails wait in a private inbox on our server only until the app downloads them; then the server copy is deleted. Receipts in them are read like any other receipt, as described above.

How long we keep information

• Receipt images and extracted details — until you delete them or your data. A receipt you delete stays in Recently deleted for 30 days so you can restore it; then it's deleted for good, including from our server. Deleting it for good earlier removes it from our server right away.
• Forwarded emails — only until the app downloads them, then deleted from our server.
• Technical logs — for a limited period set by our hosting provider, then deleted.
• Packs you sent to your accountant — kept in your accountant's archive as their working copies for as long as the accountant keeps their Kept account, even if you disconnect or delete your own account. Tax professionals generally must keep records for several years in case of an IRS examination; the accountant decides how long to keep them.
• QuickBooks connection and copy (Kept Runner) — while the company is connected. When a firm disconnects it in Kept, the tokens are revoked at Intuit and the QuickBooks copy is deleted from our server.
• Command history, work logs and lessons (Kept Runner) — while the firm's account exists; the firm can erase lessons at any time.
• Audit log (Kept Runner) — while the firm's account exists, because it is the record of who changed the clients' books and when. It is deleted with the firm's account.

When you delete your data, it's removed from our active systems right away. Copies may remain in our hosting provider's backups for a limited period until they're overwritten.

Your rights and choices

• Access. Everything Kept knows about your receipts is visible in the app, and you can export it at any time by sharing a pack. You can also ask us for a copy of the data we hold.
• Correction. Any detail read from a receipt can be corrected in the app with a tap.
• Deletion. In the app, go to Settings → Your data → Delete my data. It immediately erases your account and everything on our server — receipt images and results, your forwarded-invoice inbox and Kept address, and deletion codes — and everything Kept stored on your phone. If you no longer have the app, enter your deletion code (Settings → Your data) on the account deletion page, or email us.
• Permissions. Camera and photo access can be turned off in your phone's settings; Kept keeps working with what you allow.
• Accounting firms. A firm admin can disconnect a QuickBooks company at any time in Kept (or from the Apps page in QuickBooks), erase the AI's lessons, and ask us to delete the firm's account and data by email.
• Data in a firm's QuickBooks. If your information is in a QuickBooks company that a firm has connected, the firm controls it; contact the firm. If you contact us, we'll pass your request to the firm.

Packs you've already shared stay with whoever you sent them to.

To make a request, email support@usekeept.com. Because Kept accounts are anonymous, we'll ask for information that lets us confirm the request is yours before acting on it. We respond within 45 days.

US state privacy rights

Residents of California and other states with consumer privacy laws have the right to know what personal information we collect and how we use it, to access it, to correct it, to delete it, and not to be discriminated against for using these rights. This policy describes what we collect and why; you can use your rights as described in Your rights and choices, or through an authorized agent.

We collect these from you, your device, and the emails you forward to Kept, for the purposes in How we use information. We do not sell or share personal information, as those terms are defined under California law, and we don't use sensitive personal information to infer characteristics about you.

Security

Data is encrypted in transit (TLS). On our server, each account can reach only its own data, and receipt images and forwarded emails are kept in private storage. On your phone, sign-in tokens are encrypted with the Android Keystore. QuickBooks tokens are encrypted on our server, the connection is read-only while the AI works, and changes are written only after a person approves them, with each approval recorded. No system is perfectly secure, but we work to protect your information and will notify you as the law requires if a breach affects it.

Children

Kept is a bookkeeping tool for businesses. It isn't directed to children under 13, and we don't knowingly collect information from them. If you believe a child has used Kept, contact us and we'll delete the data.

Where your data is processed

Kept's server is in the United States. If you use Kept from elsewhere, your information is processed in the United States.

Changes to this policy

If we change this policy, we'll update the date at the top. If a change materially affects how we use information we already have, we'll tell you in the app (and, for firm accounts, by email) before it takes effect.

Contact

Kamil Trebunia · Illinois, USA
Email: support@usekeept.com