Privacy notice

Who we are

KeeperEase is a product of Simplicity Limited, a company registered in Jersey. For the personal data described here, Simplicity Limited is the data controller. The person responsible for data questions is Peter Colback. Reach us at privacy@keeperease.com.

What we collect and why

• Your account details — name, email address, and a password we store only as an irreversible hash. We never see or keep your actual password. To create your account, sign you in, and let you share it with the people you choose. Lawful basis: performing our contract with you.
• Your property and diary entries — property names or addresses, and the dated items you add. This is the service. Lawful basis: performing our contract with you.
• Documents you upload or photograph — a tenancy agreement, a safety certificate, a contractor’s invoice, and whatever that document happens to contain. So the paperwork sits with the date it belongs to. Lawful basis: performing our contract with you. Storing the file is the service; having an AI read it is a separate, optional step you switch on one file at a time, and the basis for that is your consent.
• Details of people you invite — their name and email address. Shared access is the point of the product. Please tell anyone you invite that you have given us their email.
• Server logs kept automatically by our hosting provider, including IP addresses, to keep the service running and secure. Lawful basis: our legitimate interest in security and availability.

We do not sell your data. We do not buy lists. We do not profile you, and no decision about you is made by a machine on its own — where an AI reads a document you uploaded, it only suggests a category, a title and a due date, and nothing happens until you accept it. We do not read your diary entries or your documents to build a marketing picture of you, and neither we nor Anthropic use them to train AI models.

A thing you should know about sharing

Sharing on KeeperEase is account-wide, not property-by-property. Anyone you invite to your account can see every property on it, and every dated item under those properties. If you own a property with someone you would not want seeing the rest of your portfolio, do not put it on a shared account yet. We are telling you this plainly because per-property sharing is on our roadmap but is not built.

If you add another person’s details to a dated item — a tenant’s name on a lease renewal, a contractor’s number on a repair — you are the one deciding to record that, and you remain responsible for having a proper reason to. Please keep it to what you actually need.

Documents you upload

You can attach a file to a dated item. It goes into a private storage bucket in the United Kingdom (London), reachable only through a short-lived link issued to someone signed in to your account. It is not public and it is not indexed.

A document carries far more about other people than a date does. A tenancy agreement can hold a tenant’s full name, their previous address, their bank details, a reference, their residential status, and sometimes something that amounts to health information. None of that is data we ask for; all of it arrives if you photograph the page it is on. You decide what to upload and you remain responsible for having a proper reason to hold it. If a document contains someone’s health details, please do not upload it here.

When an AI reads your document

This only happens if you ask for it, one file at a time. The box is never ticked for you, never remembered from last time, and never required — uploading and storing work exactly the same either way. If you do tick it:

• What we send — the contents of that one file and nothing else. No name, no email, no property address, no account details. Just the document and a fixed instruction asking what kind of document it is.
• Who reads it — Anthropic PBC, a company in the United States, through its Claude API. Anthropic is our processor and acts on our instructions.
• Why — to suggest a category, a title and a due date, so you do not have to type them. We show you the suggestion; you accept it or ignore it. It is never applied for you.
• Where — on Anthropic’s own infrastructure. Anthropic does not currently offer this service from inside Jersey, the UK or the EU, so the file leaves the Island. We rely on recognised safeguards for that transfer, and you can use document upload without it.
• Training — Anthropic does not use inputs or outputs from its commercial API to train its models.
• How long Anthropic keeps it — deleted within 30 days of being sent, under Anthropic’s standard commercial policy. If its automated safety systems flag something, Anthropic may keep inputs and outputs for up to two years and classification scores for up to seven. We cannot shorten that and cannot force a deletion. If that matters for a document, leave the box unticked.

Where your data lives

Your account, properties and dated items are held in a Supabase Postgres database in the London region, and files you upload are held in Supabase Storage in the same region. Supabase labels this region “EU (London)”; London is in the United Kingdom, which we say plainly because the label does not. The application runs on Vercel, which keeps short-lived server logs including IP addresses. Our source code is in a private repository and contains no personal data.

We chose London deliberately, because the database and the files hold names, email addresses, property addresses and whole documents about people in Jersey. Everything we store stays there. There is exactly one transfer out, and we would rather name it: the contents of a document go to Anthropic in the United States when, and only when, you tick the box asking for an AI suggestion on it. We rely on recognised safeguards for that transfer. We will tell you before adding any new provider that changes this picture.

How long we keep it

Account, property and diary data: for as long as your account is open. If you close it, we delete it within 30 days, except anything we are legally required to keep. Files you upload: deleted when you delete the file or the item it is attached to, and in any case within 30 days of your account closing — deleting a file deletes the stored object, not just the link to it. Copies held by Anthropic, where you asked for an AI suggestion: deleted by Anthropic within 30 days of being sent, on their clock rather than ours; our 30-day promise covers our systems and cannot bind theirs. Interview and usability-test records, including recordings: 12 months, then deleted, sooner if you ask. Enquiries: 12 months from our last contact. Billing records: as long as Jersey law requires.

Your rights

Under the Data Protection (Jersey) Law 2018 and, where it applies, the UK GDPR, you can ask us to show you the data we hold, correct it, delete it, restrict how we use it, or hand it to you in a portable form. You can withdraw consent at any time, and withdrawing is as easy as giving it. Email privacy@keeperease.com and we will respond within one month and confirm when it is done. If you are unhappy with how we handle your data, you can complain to the Jersey Office of the Information Commissioner (jerseyoic.org) or, in the UK, the Information Commissioner’s Office (ico.org.uk).

Cookies

This site sets no analytics, no advertising and no non-essential cookies. No third-party tracking, no embedded fonts loaded from another company, no social widgets. The only cookie we set is the one that keeps you signed in, which is strictly necessary for the service to work and needs no consent. If that ever changes, we will update this notice and ask for your agreement before anything non-essential runs.

Pilot status

KeeperEase is at pilot stage. We do not yet send reminders, and you remain responsible for meeting your own legal and contractual deadlines. This does not limit any of our obligations above.