Privacy

This notice explains what Keep The Process ("KTP", "we") collects when you use www.keeptheprocess.com and the app behind it, why, who handles it for us, and what you can do about it. Every sentence below describes something the product actually does today. Where we are still building something, we say so.

1. Who we are and how to reach us

KeepTheProcess
6945 Av. Christophe-Colomb
Montréal, QC H2S 2H3
Canada

The person in charge of the protection of personal information is Sami MADINI. For anything in this notice — a question, a request about your data, a complaint — write to support@keeptheprocess.com.

2. What we collect

In short: your account details, what you choose to record, your settings, and the technical traces any web service needs. We collect nothing about you from other companies or public sources.

Your account

• Your email address, a username (your "handle") and a password. The password is held by Amazon Cognito, the sign-in service we use; it never lands in our own database.
• If you use "Continue with Google", the sign-in goes through Google and we keep the identity id Google gives us, linked to your account, so we recognise you next time.
• An optional profile — a short bio, a job title and a location — only if you fill them in.

What you record

All of it is entered by you. None of it is pulled from anywhere else.

• Activities and counters, moments, routines, to-dos, reminders, notes and concepts.
• Finances: accounts, categories, transactions, budgets, bills and savings, typed in by hand. There is no bank connection, and there never will be one.
• Sport: programs, sessions and workouts, body measurements and progress photos.
• Food: meals, products and entries, and the photos of labels or menus you scan.
• Emotions: the parts you name and the entries you log about them.
• Life path: your vision, dreams and reviews, the books you track, and your bitcoin planning.
• Receipts, bills and statements you upload for the financial intake, as photos or PDFs.

Your settings

Language, theme, time zone, hour format, first day of the week, currency, the features you switched on, your notification preferences, dietary and nutrition preferences, review cadence and travel mode.

Payments

If you subscribe, Stripe takes the payment. We keep the customer id Stripe assigns you and the subscription and invoice records it reports (amounts, dates, currency). We never see or store your card number.

AI usage

Each time you use an AI feature (section 4), we record which feature ran, which model answered and how many tokens it used, so your plan's allowance can be counted. That record holds counts, not a copy of what was sent.

Technical data

• Your IP address, which our servers see to answer your requests and to limit abuse (rate limiting).
• A correlation id per request and server logs. Where a log line names an email address, it is masked (j**@example.com).
• The cookies and browser storage described in section 6.

3. Why we use it

In short: to run the service you signed up for, to bill you if you subscribe, to keep it secure, to answer you — and, only with your consent, to measure how it is used.

• Running the service. What you record is what the app shows you back. Your settings shape how.
• Signing you in and keeping you signed in across visits.
• Billing, through Stripe, if you subscribe.
• Email. A verification code or a sign-in link when you ask for one; security notices about your account; activity emails according to your preferences; and news about the product only while the "Marketing" preference in Settings › Email notifications is on.
• Security. Rate limiting, refusing sign-in on a deleted account, and checking a new password against lists of known breaches at sign-up.
• Improving the product. Analytics, only after you allowed it in the banner (section 6).
• Answering you when you write to us.

We do not sell your data, we do not share it with ad networks, and we do not build profiles of you for anyone else. In legal terms, we rely on the contract we have with you (running the service), on your consent (analytics, marketing email, the AI features you tap), on our legitimate interest in keeping the service secure, and on the obligations the law puts on us (for example, keeping accounting records).

4. AI features

In short: three features send what you submit to an AI provider, Anthropic, and only when you tap them. Nothing about you — not your name, your email or your username — travels with it.

Which features, and what each one sends

• Food scan. The photos of the label or menu you chose, and a fixed instruction telling the model what to read.
• Financial intake (receipts, bills, statements). The photo or PDF you uploaded, an instruction, and today's date so that the dates printed on the document are resolved correctly. For some receipts, our own text recognition reads the image first and only the text it read is sent, instead of the picture.
• Sport program coach. The program's name, its sessions and exercise names, the progression rules, and the recent workouts' targets, results and effort scores — the same picture the Progress tab shows you.
• Emotions AI reflection. This button exists but is not connected to an AI provider today: tapping it returns a placeholder and sends nothing outside KTP. Before we connect it, this notice and the line under the button will say so. When it is connected, it will send your parts (name and category) and the week's entries (time, part, intensity, trigger) — nothing else.

What is true of all of them

• They run only when you tap the button. Nothing is sent in the background, on a schedule, or without your action.
• The provider is Anthropic, in the United States. What it does with what it receives is governed by the provider's policy. We do not describe those practices here, because we do not control them.
• We keep the result — the fields read from a receipt, the products read from a label, the coach's advice — with the rest of your data, plus a usage record with token counts (section 2).
• There is no switch to turn AI features off yet. Today, not tapping the button is the control. A per-feature switch, with a clear explanation the first time you use each feature, is on our roadmap.

5. Who processes your data for us

In short: the companies below run parts of the service on our behalf. Nobody else receives your data.

These are the service providers that process personal information for us. We do not sell your personal information, and we do not share it with ad networks or social networks.

6. Cookies, local storage and analytics

In short: a few cookies keep you signed in and remember your language. Analytics stays off until you allow it, and you can turn it off again from the footer.

Strictly necessary

The service cannot work without these, so they need no choice:

• The session cookies of our sign-in, plus a token that protects every write against forged requests.
• NEXT_LOCALE: the language you chose, kept for one year.
• A short-lived cookie while a sign-in link you asked for by email completes.

Also on your device

• ktp_entry_door: which of our landing pages you first arrived on, kept for 180 days. After you sign up it is saved on your account, so we know which page brought you in. It reaches our analytics only if you allowed analytics.
• Browser storage holds your analytics choice, your theme and a few display preferences. None of it is sent anywhere.

Analytics — off by default

• We use three tools: PostHog (which screens and features are used), Grafana Faro (page speed, JavaScript errors, browser traces) and Google Analytics. None of them loads until you click "Allow analytics" in the banner. If you decline, nothing loads.
• You can change your mind at any time through "Analytics preferences" in the footer. The choice is stored in your browser, so it is made once per browser.
• When you are signed in, PostHog events are tied to your account's sign-in id, together with your plan, your role and the landing page above — never your email or your name.
• We do not read the browser's "Do Not Track" signal; the banner choice is what we honour.

Email

Resend, which delivers our emails, reports back whether an email was sent, delivered, opened, or a link in it was clicked.

7. Where your data is stored

In short: we are in Québec; most of our providers are in the United States.

We are based in Québec, Canada. Your account and what you record are stored with Amazon Web Services in the United States, and the other providers in section 5 process data there too, except Grafana Cloud, which runs in Canada. This means your data leaves Canada, and, if you live in the European Union or the United Kingdom, your region. The rights in section 11 apply to you wherever you live.

8. How long we keep it

In short: as long as your account exists. Deleting your account deletes everything, within minutes.

• What you record is kept for as long as your account exists.
• A photo you pick but never attach to a saved entry is deleted after 30 days.
• The images of documents you scan (receipts, bills, labels, menus) are kept with your account for now. A retention period for them is being defined; this notice will state it once it is in place.
• When you delete your account (Settings › Danger zone), every family of data is erased — account, profile, settings and every module. The deletion runs within minutes; while it runs, sign-in is refused. What remains is one deletion record — identifiers, counts and timestamps, no content — as proof that it happened.
• Billing records reported by Stripe are kept as accounting requires.

9. How we protect it

In short: encrypted in transit and at rest, a sign-in token your browser's scripts cannot read, masked logs, and a way to end every session at once.

• Everything travels over HTTPS, with strict transport security and a content security policy on every page.
• Your sign-in token lives in an HttpOnly cookie, out of reach of scripts, and every write carries a token against forged requests.
• The database is encrypted at rest.
• Log lines that name an email address mask it, and requests are traced by a correlation id, not by who you are.
• Passwords are at least 12 characters, checked against known-breach lists when you create them, and held by Amazon Cognito, not by us.
• The API rate-limits requests.
• "Sign out from all devices" in Settings › Security ends every session at once.

No system is perfectly secure. If an incident ever affects your personal information, we will tell you.

10. Children

Keep The Process is not meant for people under 18. If you are under 18, please do not create an account. If we learn that someone under 18 has one, we will delete it. Write to support@keeptheprocess.com if you believe this has happened.

11. Your rights and how to use them

In short: see, correct, take with you, delete, and say no to analytics — most of it from inside the app.

• See what we hold. Most of it is on your screens. For a full copy, request an export (next bullet) or write to support@keeptheprocess.com.
• Correct it. Edit anything in the app.
• Take it with you. Settings › Privacy › Download your data builds one file with everything you own and tells you when it is ready; each download link works for an hour, and the export stays available for 7 days. If you cannot sign in, write to support@keeptheprocess.com and you will receive a copy within 30 days.
• Delete it. Settings › Danger zone (section 8).
• Withdraw your analytics consent. "Analytics preferences" in the footer of every page reopens the choice; section 6 says what it covers.
• Stop marketing email. Settings › Email notifications.
• Keep your data away from AI features. Do not tap them; each one runs only on your action (section 4).

We answer requests within 30 days. If you are not satisfied, you can complain to the Commission d’accès à l’information du Québec, or, if you live elsewhere, to the data protection authority of your country.

12. Changes to this notice

The date at the top tells you when this notice last changed. If a change matters to you — a new provider, a new use of your data — we will tell you in the app before it takes effect.

13. Contact and complaints

Email support@keeptheprocess.com, or write to us by post:

KeepTheProcess
Sami MADINI, person in charge of the protection of personal information
6945 Av. Christophe-Colomb
Montréal, QC H2S 2H3
Canada