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:
sk_ref so it can be filled in for you if you sign up within the next 30 days. The cookie holds only the code, never your name, email, or browsing activity; it is set only for squarekeeper.com; and it is not used for advertising or cross-site tracking. It expires on its own after 30 days, or sooner if you clear your browser's cookies, and you can change or remove the code on the sign-up form before you submit it. When a link carries a code, the page you land on may ask our servers whether the code is valid so it can show you the code's gift; that check sends only the code. If you install our Android app from such a link, Google Play passes the code to the app so it can be filled in for you; an App Store link carries the code only as a campaign name in Apple's reports, which we see as totals. If you sign up with a code, we record it on your account. When the code belongs to another customer, that customer can see your organization's name and whether the referral has been credited. When it belongs to a referral partner, the partner sees only a line for each sign-up: the date, whether it came from the web, Android or iPhone or the code was added later, whether the account was confirmed and whether it became a paying subscription. A referral partner never sees your name, your organization's name or your email address._gcl) that let Google Ads tell us when a click on one of our ads led to a store badge click or a sign-up here. They identify the ad click, not you, and we do not build audience lists or show you ads based on your visit. For visitors in the European Economic Area, the United Kingdom and Switzerland the tag is set to deny these cookies. Google's handling of this data is described in Google's advertising privacy page.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, the Office Assistant chat inside the application (which reads the records you ask it about, along with the messages you send it), 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 (the only cookie this website sets itself is the referral cookie described in §2), 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.squarekeeper.com (§2) and, for the mobile apps, whether an install that came from one of our ads went on to create an account (reported by Firebase Analytics in aggregate; no advertising identifier is collected)Each subprocessor is contractually bound to protect your data. The only advertising tools we use are Google Ads and Apple Ads measurement (§2), on this website and in the mobile apps: they tell us whether our own ads worked and build no audience lists about you. The analytics we use, Plausible on our websites and Firebase Analytics in the apps, measure our product and our own advertising in aggregate; none of it builds an advertising profile of you or follows you to other sites or apps, and we use no 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. For the SquareKeeper Operational Alerts program, 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 or SMS opt-in and consent data 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.
Fleet service notification SMS. Separately, commercial customers of a waste-collection service that runs on SquareKeeper Fleet may request text notifications about service at their properties, under a program named “SquareKeeper Fleet.” Consent is collected before any text is sent, by either of two methods: office staff read the published consent script and record the contact's verbal agreement, or the office emails the contact a personal, single-use web consent link and the contact enters their own mobile number and actively checks an unchecked consent box on the linked page. Both specimens, showing every program disclosure, are published at squarekeeper.com/legal/sms-consent-fleet. No text is sent to any number until the consent event is recorded; a contact without recorded consent receives email only. We collect and store the contact's mobile number solely to deliver these notifications via Twilio, our SMS subprocessor. As above, we do not sell, rent, share, or disclose these mobile numbers or the related opt-in and consent data to any third party for marketing purposes; message frequency varies (typically a few messages per week); message and data rates may apply; and a contact may opt out anytime by replying STOP (reply HELP for help). SMS consent is not a condition of any purchase or service.
Restroom Manager alert SMS. Separately, businesses that use SquareKeeper Restroom Manager may have restroom alerts texted to their own staff and managers, under a program named “SquareKeeper Restroom Manager.” Consent is collected before any text is sent: the business owner reads the published consent script, and after an explicit yes records the person's agreement in the Restroom Manager app by checking a consent box, unchecked by default. The script, the in-app consent statement and every program disclosure are published at squarekeeper.com/legal/sms-consent-restroom. No text is sent to any number until the consent event is recorded; a person without recorded consent receives alerts by app notification and email only. We collect and store the mobile number solely to deliver these alerts via Twilio, our SMS subprocessor. As above, we do not sell, rent, share, or disclose these mobile numbers or the related opt-in and consent data to any third party for marketing purposes; message frequency varies with customer reports; message and data rates may apply; and a recipient may opt out anytime by replying STOP (reply HELP for help). SMS consent is not a condition of employment or of any purchase.
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. The referral cookie (§2) expires on its own 30 days after it was set; a referral code you signed up with stays on your account record as part of your account data.
App usage events (§2) are kept by Firebase Analytics for 14 months and then deleted; the aggregate reports built from them are not personal data.
A referral partner's records (§2) are kept while the partner takes part in the program and afterward for as long as tax and accounting law requires us to keep payment records. The record of each acceptance of the Referral Partner Terms is kept for as long as those payment records.
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.