Privacy Policy
In short: we collect what you enter into the App so it can work for you. We do not sell or share your data for advertising, we do not show ads and we do not track you across other apps. Your records live on your phone and are encrypted before they are backed up, so we cannot read them. You can see, correct, export or delete your data at any time.
1. Who is responsible
VertixOps is provided by Kainapp LLC, a Florida limited liability company, Florida, USA (“we”, “us”). Contact: info@kainapp.com.
This policy covers the VertixOps app and these web pages. It is part of our Terms of Use.
2. What we collect and how
Information you give us
- Account: first and last name, email, phone number and language. Your password is handled by our sign-in provider; we never see it.
- Business information: what you add to “My invoice info”, such as business name, address, phone, payment instructions and terms, and the trades you work in.
- Work records: clients, machines, jobs and reports, invoices, estimates, expenses and notes. This may include your customers’ names, addresses, phone numbers and emails. These records are encrypted on your phone before backup; we store them but cannot read them.
- Photos and files: job photos, receipt photos, manuals and plans. They are stored on your device and, on paid plans, backed up encrypted so we cannot view them.
- Text you send to AI features: the text you submit for translation or the parts assistant, and for parts, the machine’s brand and model.
- Support messages you send us by email.
Information collected automatically
- Technical data our providers need to run sign-in and backup securely, such as IP address, device type, operating system and timestamps.
- Usage counts: how many AI uses and photo reports you have used in the current period, so plan limits work.
- Consent records: when you accepted the Terms and this policy, and which version.
Information from others
- Subscription status from Apple or Google: your plan, trial and renewal dates. We never receive your card number or bank details.
We do not collect your precise location, contacts, health data or browsing history, and we do not use the advertising identifier.
3. Device permissions
- Camera and photos: only when you choose to add a photo or receipt.
- Files: only when you choose to attach a manual or plan.
- Notifications: for job follow-ups, the weekly report reminder and subscription reminders.
You can turn these off at any time in your phone’s settings. Some features will not work without them.
4. How we use information
- To provide the App: sign you in, store your encrypted backup, and let your phone create your PDFs and reports.
- To provide AI features and apply plan limits.
- To manage subscriptions and trial reminders.
- To answer support requests and send important service notices.
- To keep the App secure, prevent fraud and abuse, and fix problems.
- To comply with the law and enforce our Terms.
We do not sell your personal information. We do not share it for targeted advertising. We do not use it to track you across other companies’ apps or websites. We do not use Your Content to train AI models.
5. Who we share it with
We share information only with service providers that help run the App, and only what each needs:
- Google Firebase and Google Cloud (Google LLC): sign-in, the encrypted cloud backup of your records and files, and the server that runs AI requests and plan limits, in the United States.
- Anthropic (Anthropic PBC): processes the text you send to AI features and returns the result. That text passes through our server only to be forwarded and is not stored by us. Under its commercial terms, Anthropic does not use it to train its models.
- Apple and Google: app distribution and subscription payments.
- A subscription management provider, if we use one, to confirm your plan.
We require these providers to protect your information with the same or equal protection described in this policy and to use it only to provide their services to us.
We may also disclose information: when required by law or valid legal process (in that case we can provide only the information we can read, such as account details and subscription records; your encrypted records cannot be decrypted by us); to protect the rights, safety or property of our users, the public or us; or as part of a merger, sale, reorganization or transfer of the business, in which case this policy continues to apply to your information.
When you send an invoice or estimate by email or text, or when the optional weekly email report is sent, it goes out through your own phone’s mail or messaging app, not through our servers.
Who can see your records
Only you. Your records are encrypted on your phone with a key protected by your password before they are backed up. We and our providers hold only the encrypted copy and cannot read it. What we can see is limited to your account details (name, email, phone), your plan, your usage counts and your consent records.
6. Where information is stored
Your records are saved on your phone first. An encrypted copy is backed up to your account in Google Firebase in the United States so you can restore it on a new phone with your password or recovery code. If you lose your phone and also forget your password and lose your recovery code, the backup cannot be restored by anyone, including us. On paid plans, your photos and files are also encrypted on your phone and backed up; on the FREE plan they stay only on your device. If you use the App from outside the United States, your information is transferred to and processed in the United States.
7. How long we keep it
- Account and backup: while your account is active.
- When you delete your account: your account, profile and cloud backup are deleted right away, and the data on that phone is erased. Copies in our providers’ security backups are removed on their normal schedule, usually within 30 days.
- Consent and subscription records: kept for at least 3 years, or 1 year after your subscription ends if longer, to show we met our legal obligations.
- Support emails: up to 2 years.
8. Your choices and rights
- Access and correct: see and edit your information in the App at any time.
- Export: export your bookkeeping as a CSV file.
- Delete: in the App under Account → Delete account, or at our account deletion page without the App.
- Revoke consent: you can stop AI processing by not using AI features, turn off device permissions in your phone’s settings, and withdraw your consent entirely by deleting your account.
- Ask us: email info@kainapp.com. We respond within 45 days. We may need to verify your identity first.
Depending on where you live, you may have additional rights under local privacy laws, such as the right to know, delete, correct or obtain a copy of your personal information, and to appeal our decision. We will honor them as required. We will not treat you differently for exercising your rights.
9. Your customers’ information
You decide what information about your customers goes into the App, and you are responsible for having the right to collect and use it. We process it only on your behalf to provide the App to you. If one of your customers contacts us about their data, we will refer them to you.
10. Security
We use reasonable measures to protect information: your records are encrypted on your device before backup, data travels over encrypted connections, sign-in uses password rules, and access rules let each account reach only its own backup. No system is completely secure. Protect your phone with a passcode and keep your password private.
If a security breach affects your personal information, we will notify you without unreasonable delay and within the time required by law (in Florida, no later than 30 days), and will notify authorities when required.
11. Children
The App is for adults running a business. We do not knowingly collect information from anyone under 18. If you believe a minor has created an account, contact us and we will delete it.
12. Do Not Track
We do not track you across other sites or apps, so we do not respond differently to Do Not Track or Global Privacy Control signals.
13. Changes to this policy
If we make significant changes, we will notify you in the App or by email before they take effect. The version and date at the top show when it was last updated.
14. Contact
Kainapp LLC, Florida, USA · info@kainapp.com