SquareKeeper is operated by SquareKeeper LLC ("SquareKeeper", "we", "us"), a California limited-liability company. Mailing address available on request via hello@squarekeeper.com.
We collect information in three categories:
We use your data to provide the Service, communicate about your account, improve the product (in aggregate, anonymized form only), and comply with legal obligations.
We do not sell your data. We do not share customer data with third parties for marketing purposes. We do not use customer data to train AI models.
AI features. Some features send customer content to an AI provider in order to do their work: the daily wrap narrative, the AI File Builder (which processes the evidence you upload — emails, message screenshots, photos, PDFs), report drafting in SquareKeeper Works, and receipt reading. That content is processed by Anthropic (see §4) solely to generate the requested result and is not used to train AI models.
The "Ask SquareKeeper" website assistant. The assistant on this website answers questions about our products from a fixed set of information taken from these public pages. It has no access to any customer account, organization, or record. What you type is sent to Anthropic (see §4) to produce a reply, and is not used to train AI models. We keep the conversation so you can pick it up on a later visit; clearing it with Start over deletes it.
We use a small set of infrastructure providers to run the Service:
squarekeeper.com (marketing), app.squarekeeper.com (customer dashboard), portal.squarekeeper.com (tenant portal), and vendor.squarekeeper.com (vendor portal) to measure feature engagement and aggregate product usage. No cookies, no personal data, no cross-site tracking, no IP addresses stored, no user profiles built. Plausible never receives phone numbers, message content, SMS recipients, or any SMS-related data — phone numbers and SMS delivery remain isolated to Twilio per §6.Each subprocessor is contractually bound to protect your data. We do not use advertising networks, third-party analytics that build user profiles, or session-recording tools that capture keystrokes or form inputs.
If you grant a tenant or vendor access to a SquareKeeper portal, we store their name, email, and any data they submit (vehicle plates, maintenance requests, etc.) on behalf of the property operator. The property operator is the data controller for this information. Portal users may contact us directly to exercise data-subject rights.
Phone numbers we collect. When a SquareKeeper customer enables operational SMS alerts (for example, restroom QR scan reports or work-order notifications), we collect and store phone numbers for the staff and recipients designated to receive these alerts. A phone number is entered by the property administrator within the SquareKeeper application only after the recipient has given prior written consent by completing and signing the SquareKeeper Operational Alerts SMS consent form. A specimen of that form, showing every program disclosure, is published at squarekeeper.com/legal/sms-consent.
How we use them. Phone numbers are used solely to deliver the operational alerts you have configured — for example, an SMS notification when a tenant scans a QR code to report a maintenance issue. We send these alerts via Twilio, our SMS infrastructure provider. We do not use phone numbers for marketing, advertising, promotional content, or any purpose other than the operational alerts you configure within SquareKeeper.
No sharing or selling for marketing. We do not sell, rent, share, or disclose phone numbers to third parties for their marketing purposes. Phone numbers are shared only with Twilio (our SMS subprocessor) for the sole purpose of message delivery. No phone-number data is shared with affiliates, advertisers, or data brokers.
Message frequency. Message frequency varies based on property events; there is no fixed cadence. See our Terms of Service §12 for full program details.
Opt-out and support. Recipients can opt out of SMS alerts at any time by replying STOP to any alert message. Reply HELP for assistance, or email hello@squarekeeper.com. Standard message and data rates may apply.
Tenant announcement SMS. Separately, tenants of a SquareKeeper customer's property may opt in to receive SMS announcements from that property (for example, building events, closures, schedule changes, maintenance notices, and reminders) under a program named “SquareKeeper Tenant.” Opt-in is explicit and self-service: a tenant signs in to the SquareKeeper Tenant Portal, opens Account › Notifications, turns on the SMS toggle (off by default), and provides a mobile number after reading the consent disclosure. The opt-in screen, showing every program disclosure, is published at squarekeeper.com/legal/sms-consent-tenant. We collect and store the tenant's mobile number solely to deliver these announcements via Twilio, our SMS subprocessor. As above, we do not sell, rent, share, or disclose these mobile numbers to any third party for marketing purposes; message frequency varies; message and data rates may apply; and a tenant may opt out anytime by turning the setting off or replying STOP (reply HELP for help). SMS consent is not a condition of tenancy.
Operational data is retained for the duration of your subscription. Upon cancellation, data remains exportable for 30 days, after which it is archived. We retain your archived business records — including your SquareKeeper Works compiled reports and the client links that open them — until you request deletion, so those reports and links keep working. Some data is removed earlier: the raw source photos on a long-inactive SquareKeeper Works account are deleted after advance notice (see Terms §6 and our Data & Account Deletion page). Records we must keep to meet a legal obligation are retained for the period the law requires. When data is deleted, backup copies may persist for up to 90 days before final deletion.
Website chat conversations (§2) are deleted after about 30 days without activity, or immediately when you use the assistant's Start over control.
Depending on your jurisdiction (California CCPA, EU/UK GDPR, etc.), you may have rights to access, correct, export, or delete your personal data. Email hello@squarekeeper.com to exercise these rights; we respond within 30 days.
We use industry-standard encryption in transit (TLS 1.3) and at rest. Access to production systems is limited to authorized SquareKeeper personnel. We follow the principle of least privilege across all internal systems.
The Service is not directed at children under 13, and we do not knowingly collect personal information from children.
We will notify you of material changes to this policy via email at least 14 days before they take effect. Continued use of the Service after changes constitutes acceptance.
Questions about this Privacy Policy? Email hello@squarekeeper.com.