01Overview#
Kestrio is a professional services automation platform built and operated by TDCCommerce (“TDCCommerce”, “we”, “us” or “our”). This policy explains how we handle personal data when you visit our website, sign up for Kestrio, use the application, or access a client portal published by a Kestrio customer.
By creating an account or using Kestrio, you acknowledge the practices described here. If you do not agree with them, please do not use the service.
02Our role: controller and processor#
We handle two kinds of data, and our responsibilities differ for each:
- Account and website data. Information about the people who sign up, sign in, pay for, or contact us about Kestrio. For this data we are the controller.
- Customer data. Everything a customer organization puts into its workspace — accounts, contacts, projects, tasks, tickets, time entries, expenses, invoices, employee records and files. The customer decides what goes in and why; we process it only on their instructions to provide the service, acting as a processor.
If you are an employee of a Kestrio customer, or a client using a customer’s portal, questions about your data should go first to that organization. We will help them respond.
03Information we collect#
- Account registration: name, work email, a salted hash of your password, and — if you enable them — two-factor authentication secrets, passkey public keys, or profile details from a social or single sign-on provider.
- Workspace content: the customer data described above, including files you upload and emails you send or receive through the built-in mail module.
- Client portal users: name and email address of client contacts invited by a customer, used to send sign-in links and show them the projects and tickets they are permitted to see.
- Integrations: when a workspace connects HubSpot, Salesforce, Slack, Google Calendar, Outlook or other services, we store the access tokens and the records those services send us so the two systems stay in sync.
- Billing: subscriptions are processed by Stripe. We never see or store full card numbers; Stripe shares plan, invoice status and the last four digits of the card with us.
- Usage and device data: IP address, browser type, pages requested, timestamps and error logs, collected automatically to operate, secure and debug the service.
- Communications: messages you send us for sales, support or data requests.
04How we use information#
We use personal data to:
- provide, maintain and secure Kestrio and its client portal;
- authenticate users, enforce roles and permissions, and keep audit logs of changes made in a workspace;
- send service email — invitations, notifications, approvals, invoices and password or sign-in links;
- process subscriptions, invoices and AI credit purchases;
- run the AI features a workspace chooses to use (see below);
- respond to support, sales and data-protection requests;
- detect and prevent fraud, abuse and security incidents, and meet legal obligations.
We do not sell personal data, and we do not use customer data for advertising.
05AI features#
When someone in a workspace uses an AI feature — such as the Copilot assistant, summaries or drafting — the prompt and the workspace records needed to answer it are sent through our AI gateway to a third-party model provider, and the response is returned to the workspace.
We do not use customer data to train AI models. AI output can be wrong; review it before relying on it or sending it to clients.
06Sharing and subprocessors#
We share personal data only with service providers that help us run Kestrio, under contracts that limit their use of it to that purpose:
- Google Cloud — application hosting, databases and file storage (United States).
- Amazon Web Services (SES) — sending and receiving email.
- Stripe — payment processing and subscription billing.
- AI model providers — accessed through an AI gateway, only when AI features are used.
- Integrations you connect — data flows to HubSpot, Salesforce, Slack, Google, Microsoft and similar services only when a workspace admin connects them.
We may also disclose data if required by law or valid legal process, to protect the rights and safety of our users or the public, or as part of a merger or acquisition, in which case this policy continues to apply.
08Security#
All traffic is encrypted in transit with TLS. Every record is scoped to its organization, access is governed by roles and permissions, and changes are recorded in audit logs. Integration credentials are encrypted at rest. Two-factor authentication and passkeys are available to every user.
No system is perfectly secure, and we cannot guarantee absolute security. More detail is in our Trust center.
09International transfers#
Kestrio is hosted in the United States. If you access it from elsewhere, your data will be transferred to and processed in the United States and other countries where our subprocessors operate. Where required, we rely on appropriate safeguards such as the European Commission’s Standard Contractual Clauses.
10Retention and deletion#
We keep account and customer data for as long as the workspace is active. Workspace owners can export their data at any time. After a subscription ends or a workspace is deleted, we delete or anonymize its data within 30 days, except where we must keep records longer by law — for example tax and payment records.
Server logs and backups are kept for a limited period and then overwritten on a rolling basis.
11Your privacy rights#
Depending on where you live — including under the GDPR, UK GDPR and California privacy laws — you may have the right to:
- access the personal data we hold about you and get a copy;
- correct inaccurate data (most profile fields are editable in-app);
- delete your data (“right to be forgotten”);
- restrict or object to certain processing;
- receive your data in a portable format;
- withdraw consent where processing is based on consent;
- complain to your local data protection authority.
We will not discriminate against you for exercising these rights. For data held in a customer’s workspace, we will pass your request to that customer.
12Children#
Kestrio is a business tool and is not directed at children under 16. We do not knowingly collect their personal data.
13Changes to this policy#
We may update this policy as the product or the law changes. The date at the top of this page shows the latest revision; for material changes we will notify workspace owners by email or in the app before they take effect.
14Contact#
For questions or to exercise your rights, contact TDCCommerce at [email protected]. You can learn more about us at tdccommerce.com.