Privacy Policy

1. Who we are and what this covers

KPT Industries, LLC, an Arizona limited liability company, operates KPT Capture, a property notebook for keeping property facts, notes, receipts and original documents. The current pilot application still displays the working name Property HQ. This policy covers our KPT Capture website and that application, including information received through invitations and support.

It does not cover a third party’s own services when you visit its website or sign in to its account. Their policies apply to that separate activity. A fictional sample workspace is available without creating a KPT Capture account.

Pilot accounts are intended only for users in the United States who are at least 18 years old. A business or organization using the service must authorize the person acting for it.

2. Information we collect

• Account and invitation information: email address, account identifier, verification status, invitation status and sign-in events. Google sign-in can supply your name, email address, profile image and a provider account identifier. We do not receive your Google password or request access to your Gmail or Drive through sign-in.
• Information you enter or upload: property names and addresses, ownership and financial details, rental and unit information, contacts, utility or service account details, notes, appliances, paint, repairs, receipts, photos, PDFs and other supported files. Files can contain information about you and other people, including information embedded in the original file.
• Collaboration and transfer information: the emails you invite, permissions, acceptance or revocation status, transfer choices, and related action records. We also receive information others choose to share or transfer to your account.
• Service activity: account and actor identifiers, dates, saves, uploads, storage amounts, provider/model used, request outcomes, processing time, token counts and similar operational measurements. These records are used to operate and evaluate the service. The activity ledger is not a copy of your document contents.
• Technical and support information: web servers and service providers can process IP addresses, browser or device information, request details, security events, and communications you send us.

3. How we use information

We do not sell personal information or use it for targeted advertising. We do not use your private records to train our own AI models. We do not add advertising trackers to the current website or application.

• Create and protect accounts, verify sign-ins, and administer the invitation-only pilot.
• Save, organize, retrieve, export and display your records, and carry out the sharing or transfer actions you request.
• Provide optional document reading and property lookups, and return information for you to review.
• Send transactional messages such as sign-in links, invitations and transfer notices, and respond to support requests.
• Measure service use and costs, diagnose problems, enforce limits, prevent abuse, maintain backups, and meet legal obligations.

4. Service providers and other disclosures

Information is processed by providers needed to deliver the feature you use: hosting, databases, backups and transactional email; Google for Google sign-in and optional Gemini reads; and RentCast for optional property lookups or estimates. A lookup sends the property address and relevant property characteristics needed for the request. It does not require sending your private document library.

KPT-managed Ninjas infrastructure and hosting or backup suppliers, including Akamai/Linode, support the pilot application. This private marketing preview is hosted through OpenAI Sites and Cloudflare; those providers can also apply their own access controls and process technical request information. Hosting details must be updated if the public website moves.

Authorized personnel may access information when needed to operate, support or secure the service. We may disclose information when reasonably necessary to comply with law or legal process, protect people or the service, or investigate misuse. If the business is reorganized or transferred, information may transfer with it, subject to applicable law and the privacy commitments made when it was collected.

Providers can process information in the United States and other countries where they operate. This policy does not promise that all information remains in one country.

5. Sharing, exports and property transfers

A pilot invitation creates access to a person’s own account; it does not share your properties. Property access is a separate choice. Viewer and Editor roles receive limited property and record fields. A Co-owner has broader access. All property collaborators can open the files attached to that property, so review files and their contents before sharing.

You can change or revoke property access. Revocation does not retrieve files, screenshots or exports someone already obtained. A person whose property access is removed may still have their own KPT Capture account.

Private backups contain your full exported records and originals. Sale packets and property transfers use limited record fields and the files or records you select. Private financial fields and private property notes are excluded from the structured sale/transfer projection, but a selected attachment can still contain private information. Review every file before sending it.

An accepted transfer creates a recipient’s copy and leaves the sender a read-only archive. Removing information from your account does not necessarily remove an independently held copy in another account or an export outside the service.

6. Optional AI reading

When you choose an AI read, KPT Capture sends the selected image or PDF and extraction instructions to Google’s Gemini API. The file itself can include more information than the fields you want extracted. Only submit a file you are authorized to send, and remove unnecessary personal or confidential information first. You can skip AI and enter details yourself.

Google’s paid Gemini API terms state that prompts and responses are not used to improve its products. They also allow limited safety, abuse-prevention and legally required retention or processing. This is not a promise of zero retention. Google’s terms and data-processing terms describe its handling of that information.

KPT Capture may temporarily store an extraction result so a read can complete. Suggestions become part of your saved record when you save them. Check them against the original: AI can omit or misread information.

Google Gemini API terms ↗

7. Cookies, local drafts and online tracking

The application uses cookies for sign-in sessions and security. Your browser can also store unfinished form drafts and display preferences on your device. Signing out should not be treated as clearing those drafts. On a shared device, discard drafts you no longer need and clear the site’s stored data when appropriate. Clearing browser storage can remove unsaved work.

The current static marketing pages do not add analytics, advertising cookies or cross-site tracking scripts. Hosting and authentication providers may use storage or cookies needed to deliver or protect their services. Links to another website take you to a service with its own practices.

We do not track your browsing across unrelated websites for advertising. The current website and application do not change behavior in response to a browser’s Do Not Track signal. Required sign-in and security functions still operate.

8. Retention and deletion

The following schedules distinguish your saved notebook from processing copies, operational logs and the limited record of a privacy request. A verified account-deletion request takes priority over ordinary log and support retention, subject to the specific exceptions below.

Account closure is a manual request process; the application does not currently have a self-service account-deletion button. We verify the requester’s identity and authority before deleting data and explain any part of a request we cannot lawfully fulfill.

Property records and original files

While your account remains open

During the pilot, we do not automatically delete these records merely because you stop signing in or the pilot ends. You can remove records or request account deletion. Marking a property sold or archived preserves its records.

Account deletion

Target: within 30 calendar days of receiving the request

After verifying your identity and authority, we remove the account and its owned records from active systems. Verification does not restart the clock. We explain any lawful limitation, follow applicable shorter deadlines and retain only the narrow exceptions described here.

Affected backup and recovery copies

Within 14 calendar days after active-system deletion

Access is restricted to recovery. Completed deletions must be reapplied before a restored copy returns to service. A documented legal hold or other narrow exception applies only to the specific information that must be retained.

Routine activity and security logs

Up to 90 days from the event

The 30-day account-deletion deadline takes priority for account-linked personal logs unless a documented approved exception applies. Copying or exporting a log does not restart its retention period.

Minimal privacy-request record

24 months after our final response

We retain a request reference, the minimum account/requester reference needed, request date/type/method, verification outcome, response date/outcome and any basis for a denial. This restricted compliance record does not include your property library, original uploads or identity-document copies merely as proof of handling. We delete it when the period ends unless a documented lawful exception requires longer.

Routine support correspondence

Up to 90 days after the case closes

The 30-day account-deletion deadline takes priority for linked personal information unless a documented approved exception applies. We keep only what is needed to resolve the case; privacy-request records follow their separate schedule.

Unsaved AI extraction results

Within 24 hours of completion or abandonment

Temporary results are cleaned up after processing. Fields you choose to save become part of your record and follow the property/account rules. This schedule covers KPT Capture’s processing copies; Google’s separate handling is explained in the AI section.

A buyer’s accepted transferred copy

Follows the recipient account’s retention rules

Deleting the seller’s account does not automatically erase the buyer’s independent property copy. We separately assess requests to remove personal information within that copy and fulfill applicable obligations. The seller’s own archive follows the seller’s account-deletion rule.

Narrow legal, security and dispute exceptions

Only while the documented need exists

We retain only specific information necessary for a legal obligation, an actual fraud/security investigation or an active dispute. We document the reason and review/expiry date, restrict access and use to that purpose, and delete when the need ends. This is not permission to keep an entire account by default.

Deleting your account removes your account access and affects content you own. It does not automatically delete property records another owner controls. A privacy request about your personal information is reviewed separately, regardless of who controls the property record.

Browser drafts, downloaded exports and copies held outside KPT Capture are separate from the server account. You can discard drafts or clear the site’s browser storage; we cannot remotely retrieve someone else’s downloaded file. Where applicable, we send deletion instructions to service providers and explain any relevant provider or legal limitations.

The periods above cover records held by KPT Capture. Independent provider safety or legally required processing follows the provider terms described in this policy and applicable law. It does not extend KPT Capture’s own retention schedule.

9. Your choices and privacy requests

You can review and edit records you control, download originals, use available exports, manage property permissions, and choose whether to use AI reading or property lookup. Permission limits apply to shared properties and read-only transferred archives.

Depending on applicable law, you may have rights to access, correct, delete or obtain a copy of personal information, or to object to or restrict certain processing. You may ask about information another person supplied about you. We verify requests proportionately, respond within applicable deadlines and explain any lawful limitation and available review or appeal process. We do not discriminate against you for exercising a protected privacy right.

Use the contact details below to request account closure or exercise a privacy right. Tell us which account or information is involved and the request you want to make. Do not send a password, government ID number or complete private document just to start a request. We will ask only for information reasonably needed to verify and handle it.

We record receipt promptly and acknowledge a privacy request within 10 business days or sooner where law requires. If we need verification information, we explain what is needed without treating that step as a restart of the account-deletion clock. If you disagree with a response, reply through the same contact channel to request a review; we explain any applicable appeal rights.

10. Security and children

We use measures such as HTTPS, authenticated access and property-specific permissions to protect records. No online service can guarantee perfect security. KPT Capture is not end-to-end encrypted: authorized infrastructure and service providers can process data as needed to provide the service. Keep your own exports of important records and protect the email account used for sign-in.

Pilot accounts are for United States users aged 18 or older. KPT Capture is not directed to children. Do not create an account for a child. Contact us if you believe a child has supplied personal information through an account.

11. Changes to this policy

The final policy will show an effective date and a last-updated date. We will post changes here and give notice of material changes through the application or account email as appropriate. If applicable law requires consent for a new use of previously collected information, we will obtain it before that use.

12. Contact KPT Industries, LLC

KPT Capture is operated by KPT Industries, LLC, an Arizona limited liability company. For privacy requests and business correspondence, write to:

KPT Industries, LLC · Attn: Privacy Requests · 4700 S Mill Ave, Tempe, AZ 85282, United States.

The dedicated public support/privacy email will be added after the domain and mailbox are configured. No email address has been selected or activated for these policies.