Privacy Policy & Terms

Privacy Policy

KeepTrack is committed to protecting your privacy. Our platform operates in South Africa, Australia, the UK, the USA, and Indonesia, and we comply with all applicable privacy laws (for example, the GDPR in the EU/UK and POPIA in South Africa). This Privacy Policy explains what personal data we collect, how we use it, and your rights.

Information We Collect

When you register, we collect your contact details (e.g. name and email) and a password (stored securely). You can also sign up via Google OAuth, in which case we only receive basic profile info (name, email) and we never see or share your Google password. We also collect any reviews or other content you provide, and reviews from supported platforms (Google, Yelp, Facebook, etc.) that you connect to KeepTrack. We may gather usage data (logins, device info) to operate the service. We do not collect special-category sensitive data unless you voluntarily provide it in content.

How We Use Your Data

We use your personal data to operate the KeepTrack service: to perform review analysis, generate insights, and improve the platform. Processing your account information is necessary to fulfill our contract with you. We may use data under "legitimate interests" such as improving our algorithms or service reliability, and (with consent) for communicating updates or promotions. We never use personal data beyond what is needed for these purposes. Our machine learning analysis only uses review data that you have supplied or that is already publicly available on review sites.

Disclosure to Third Parties

We do not sell your personal information. We may share data with service providers under contract (e.g. cloud hosting, database services, email providers) to the extent needed to deliver KeepTrack. Any such subcontractors are bound by confidentiality and security obligations. We do not share your login credentials or personal profile with anyone. If required by law (e.g. court order), we may disclose personal data to authorities. In addition, we may share aggregated or anonymized data (which cannot identify any individual) for analytics or benchmarking.

Cookies and Tracking

We use cookies and similar technologies to keep you logged in and to enhance security. For example, we use a session cookie for authentication. Where a local law requires consent for non-essential cookies, we will obtain your opt-in (e.g. via a consent banner). Under South Africa's POPIA, for instance, websites must present a clear cookie policy and obtain opt-in for cookies that collect personal data.

Data Security

We implement appropriate technical and organizational safeguards (such as encryption of data in transit, secure servers, access controls, and regular security audits) to protect your information. Our personnel are trained and bound by confidentiality obligations. As required by GDPR Article 32, we use "all appropriate technical and organizational measures" to secure personal data. Of course, no system can be 100% secure; we strive to follow industry best practices.

Data Retention

We retain personal data only as long as necessary to provide our services or as required by law. For example, account data is kept active for as long as you use the account, and review data is kept to allow continued analysis. Generally, we delete or anonymize data once it is no longer needed for service or compliance purposes.

International Transfers

KeepTrack's servers may be located in multiple countries (for instance, cloud servers may be in the US, EU, etc.). In any cross-border transfers of personal data, we will comply with legal requirements. For EU/UK data, we use EU-approved mechanisms (such as adequacy decisions or standard contractual clauses) to lawfully transfer data outside the region. Under POPIA, transfers are allowed only if certain conditions are met.

Your Rights

You have the rights granted by privacy laws where you live. In particular, under the GDPR you have the right to access, correct, or delete your personal data, to withdraw consent, to restrict or object to processing, and to lodge a complaint with a supervisory authority. Similarly, POPIA grants you rights such as being notified about data collection or breaches, accessing or correcting your information, and objecting to processing (including for marketing). To exercise these rights or for any privacy inquiries, you may contact KeepTrack's Data Protection Officer at Renier@keeptrack.example.com. You may also lodge complaints with the relevant authority if needed.

Terms of Service

By using KeepTrack's services, you agree to the following terms of service ("Terms"). These Terms govern both business and consumer users. Please read them carefully; if you do not agree, do not use our platform.

Account Registration

To use KeepTrack, you must create an account by providing accurate contact information (your name/email) and a password, or by using Google Login. You are responsible for maintaining the security of your account. You agree not to share your password or let others use your account. We are not liable for losses from unauthorized use of your account. You must update your information if it changes.

Use of Service

KeepTrack provides tools to monitor and analyze reviews from public platforms (Google, Yelp, Facebook, etc.). You may connect your own business's review pages (subject to those platforms' terms) or manually input review data. Currently, no additional data sources can be integrated beyond these supported reviews and your manual entries. You agree to use KeepTrack only for lawful purposes and in compliance with all applicable terms of the review platforms. We may update or change the supported integrations from time to time.

User Content and Data

You retain ownership of any content or data you submit (including reviews or comments). By providing content to KeepTrack, you grant us a worldwide, royalty-free license to use and analyze it as necessary to provide our service. You represent that you have the right to submit any content. We expressly disclaim liability for user-provided content. KeepTrack may modify, remove, or refuse to display any user content that we determine, in our discretion, breaches the rules below.

Prohibited Conduct

You must not use KeepTrack to violate the law or third-party rights. Prohibited behavior includes: posting defamatory, offensive, illegal, or infringing content; attempting to hack or reverse-engineer our systems; interfering with others' use of the service; or using any automated means to retrieve data from unsupported sources. You also must not use another person's credentials or provide sensitive personal data about others without consent. Violations may result in immediate suspension or termination of your account.

Intellectual Property

KeepTrack retains all intellectual property rights in our platform, code, analysis models, and documentation. You retain all rights to the content and data you upload. You agree not to copy, modify, or misuse our platform or any KeepTrack trademarks.

Privacy Policy

Our Privacy Policy, linked here and available on our website, explains in detail how we handle your personal data. By agreeing to these Terms, you also consent to our data practices as described in the Privacy Policy.

Disclaimer of Warranties

Our service (including any AI-based analysis) is provided on an "as-is" basis without warranties. We do not guarantee that KeepTrack will be error-free or uninterrupted, and we make no warranty of merchantability, fitness for a particular purpose, or non-infringement. In particular, you acknowledge that AI-generated analysis may not always be accurate or complete. You should use your judgment and verify important information independently. All content and insights are for informational purposes only.

Limitation of Liability

To the maximum extent permitted by law, KeepTrack's liability is limited to direct damages up to the total fees paid for the service (if any). We will not be liable for any indirect, incidental, special or consequential damages (such as lost profits) arising out of your use of our platform. These limitations apply even if we have been advised of the possibility of such damages. Where liability cannot be excluded, it will be limited to the fullest extent allowed by law.

Indemnification

You agree to indemnify and hold KeepTrack harmless from any claims, losses or expenses (including legal fees) arising from your breach of these Terms or your violation of law. This includes any claims arising from your own content.

Termination

We may suspend or terminate your account and access to the service at any time, with or without cause. We reserve the right to do so if you breach these Terms or if required by law. You may also cancel your account at any time. Upon termination, your right to use the service ends and your data will be deleted in accordance with our data retention policy. Sections of these Terms that by their nature should survive (such as Intellectual Property, Disclaimer, Limitation of Liability, and Indemnity) shall remain in effect.

Changes to Terms

We may update these Terms occasionally. When we do, we will revise the "Last Updated" date and notify you by email or a notice on the site. Your continued use of the service after changes means you accept the new terms, so please check this page regularly.

Governing Law

These Terms are governed by the laws of the jurisdiction specified in your contract with KeepTrack. If you are a consumer, you may also have certain rights under your local laws (for example, consumer protection laws in your country). Any disputes will be resolved in the courts or arbitration forum as agreed in your service agreement, or as required by local consumer protection rules.

Contact Information

If you have questions about these Terms, please contact us at info@keeptrack.example.com. We will endeavor to address any issues promptly.

By using KeepTrack, you acknowledge that you have read and agree to these Terms of Service and our Privacy Policy.

Data Processing Agreement

This Data Processing Agreement ("DPA") governs KeepTrack's processing of personal data on behalf of our customers (the "Controller") and supplements our Terms of Service. We enter this DPA to fulfill our obligations under GDPR and other data protection laws (such as POPIA in South Africa). Pursuant to Article 28 of the GDPR, we are the Data Processor and you (the customer) are the Controller of any personal data you submit or we retrieve for analysis.

Purpose and Scope

Under this DPA, KeepTrack will process personal data solely for the purpose of providing review analysis and related services to you, as described in our main agreement. The subject matter, duration, and nature of processing (text review data and associated user data) and the categories of personal data and data subjects are defined in the Services contract.

Controller Responsibilities

As the Controller, you determine the purposes and means of processing. You guarantee that you have the necessary rights to submit any personal data to KeepTrack. You must comply with all applicable data protection laws (e.g. ensure a lawful basis for processing under GDPR or POPIA) and provide KeepTrack with documented instructions for processing.

Processor Obligations

KeepTrack will:

• Process personal data only on your documented instructions (e.g. only analyze the specific review data you connect). We will not use data for any purpose other than those you have instructed.
• Ensure that all personnel who handle your data are under confidentiality obligations.
• Implement appropriate technical and organizational security measures (encryption, access controls, regular security testing, etc.) to protect the data.
• Not engage any additional processors or subcontractors without your prior written authorization. (If authorized, any sub-processor will be subject to a similar data processing agreement.)
• Assist you in fulfilling data subject requests and compliance obligations under applicable laws. For example, we will help handle requests for access or deletion of data, and assist with GDPR security and impact assessment requirements as reasonably possible.
• Notify you promptly of any confirmed personal data breach affecting your data. In case of a security incident, we will provide sufficient information for you to comply with your breach notification duties.
• At the end of the engagement or upon your request, delete or return all personal data in our possession, as per Article 28(3)(g) of the GDPR. Any copies will be erased unless retention is required by law.
• Allow audits. You may audit our compliance with this DPA (including inspecting our facilities or records) during normal business hours, to the extent necessary to verify our compliance.

International Transfers

If any personal data is transferred outside your jurisdiction, we will ensure adequacy safeguards (for example, EU Model Clauses or similar mechanisms) are in place. We comply with POPIA's requirements for international transfers (e.g. only to countries with similar protections or with your consent).

Legal Compliance

We will comply with all relevant data protection laws (GDPR, UK DPA, POPIA, etc.) in processing. If a court or regulator requires disclosure of your data, we will notify you (unless legally prohibited) and only disclose what is legally required.

DPA Duration and Termination

This DPA remains in effect as long as we process your personal data. The security and confidentiality obligations survive termination. Upon termination, as noted above, we will delete or return your data.

Liability

Each party remains responsible for its own obligations: we are liable as Processor under applicable law, and you remain liable as Controller. Our overall liability under this DPA is subject to the limits in our main Terms of Service (see Limitation of Liability above).

KeepTrack's commitments in this DPA are legally required for GDPR compliance. By using our services, you agree to this Data Processing Agreement in addition to our Privacy Policy and Terms of Service.