Privacy policy.
Effective Date: September 13, 2026
This Privacy Policy explains how Keep The Fees LLC ("KTF," "we," "us") collects, uses, discloses, and retains personal information in connection with the Keep The Fees platform: the web application, mobile applications, APIs, and the keepthefees.com website (together, the "Services").
It is written to be read alongside the Keep The Fees Terms of Service (the "Terms"). Capitalised terms have the meanings given in the Terms. Where this Policy and the Terms address the same subject, they are intended to say the same thing; if they appear to differ, the Terms and the Data Processing Addendum control as set out in Section 4 of the Terms.
1. Who this Policy covers, and what role KTF plays
The Services are used by tattoo, piercing, and body-art businesses (each a "Shop") and by the artists, staff, and clients connected to them. KTF's role differs by whose information is involved:
Shop account holders and authorised users. When a Shop owner, manager, or artist creates or uses an account, KTF collects that person's information for its own purposes: to provide the Services, bill for them, verify the business, and communicate. For this information, KTF determines how and why it is processed.
The Shop's clients and personnel. Information about a Shop's clients (its customers) and its artists and staff is entered into the Services by the Shop, or by those individuals at the Shop's direction. For this information, the Shop determines the purposes of processing and KTF processes it on the Shop's behalf as a service provider. The Shop is responsible for providing its own privacy notices to its clients and personnel, for obtaining any consents required, and for responding to their requests. KTF assists the Shop in doing so as described in Section 9.
Website visitors. When you browse keepthefees.com without an account, KTF collects the limited technical information described in Section 2.
If you are a client of a Shop and have a question about how your information is handled, please contact the Shop first. It holds your relationship and can act on your request directly. If you are not sure which Shop to contact, or the Shop is unresponsive, contact us at the address in Section 13 and we will help.
2. Information we collect
Shop account information. Business name, legal entity details, tax identification number, business address, owner and authorised-user names, email addresses, telephone numbers, login credentials, payment method details for subscription billing, and the documents and information the Shop provides for business verification (know-your-business and know-your-customer checks), which may include government-issued identification of owners.
Shop Data. Business and operational data generated by the Shop's use of the Services: payment processing volume, transaction counts and values, average ticket size, service mix, appointment and cancellation rates, staffing levels, inventory, and product usage.
Client Data. Information about a Shop's clients entered into or generated by the Services: name, contact details, appointment history, notes, and the content of forms the Shop administers through the Services, including intake, consent, waiver, and medical-history forms. Client forms may include photographs, signatures, copies of identification documents, and Health Information: information about an individual's physical or mental health, medical history, medications, allergies, conditions, treatment, or diagnoses.
Artist Data. Information about a Shop's artists, staff, and contractors entered into or generated by the Services: name, contact details, role, commission and payout settings, and, where the Shop uses contractor payments, the information required to pay them.
Messaging data. Telephone numbers and email addresses used for appointment communications and, where a Shop uses marketing features, for marketing; the content of messages sent and received through the Services; and messaging consent and opt-out records, including the disclosure text presented, the time and source of each consent action, and the IP address and user agent where captured through a form.
Payment and payout data. Information necessary to process the Shop's subscription payments, to support the Shop's merchant processing relationship, and to support contractor payouts. Card numbers and bank account numbers are handled by KTF's payment providers; KTF does not store full payment card numbers.
Technical information. IP address, device and browser type, operating system, referring page, pages viewed, actions taken in the Services, and diagnostic logs. We use this to secure and operate the Services and to understand how they are used.
Information from third parties. Verification results from identity and business verification providers; transaction data from payment providers; and, where the Shop enables a financing feature, information from the financing partner about the status of a request.
3. How we use information
To provide the Services. Operating the platform; managing accounts; scheduling and booking; delivering forms; sending appointment reminders, confirmations, receipts, and account notifications; supporting contractor payouts; billing; customer support; and business verification required by law or by our payment and banking partners.
To operate, improve, and develop the Services. Consistent with Section 16.1 of the Terms, KTF may collect, store, use, analyse, and process Shop Data for any lawful business purpose, including operating, maintaining, securing, and improving the Services; developing new products, features, and services; training and improving machine learning and artificial intelligence models; benchmarking; research; and analytics. KTF does not currently train machine learning or artificial intelligence models on customer data, but retains the right to do so.
AI-assisted processing. KTF uses AI-assisted tools (including document intelligence services) to extract, structure, and process information in forms and documents as part of delivering the Services. This processing is performed by service providers under Section 6 on KTF's instructions and is a service-delivery function; it is distinct from model training.
To create and use Aggregated Data. Consistent with Section 16.2 of the Terms, KTF may create Aggregated Data: data combined across no fewer than five (5) distinct Shops, with direct identifiers removed, that does not identify and could not reasonably be used to identify any Shop, client, or artist, and that excludes all Health Information. KTF may use, publish, license, sell, and otherwise commercialise Aggregated Data for any purpose, including industry reporting and benchmarking, product development, marketing and promotional claims, advertising, and licensing to third parties. KTF does not currently license or sell Aggregated Data externally, but retains the right to do so. Aggregated Data is not personal information and this Policy does not restrict its use. KTF will not attempt to re-identify individuals or Shops from Aggregated Data and will require any recipient of Aggregated Data to maintain it in deidentified form.
To communicate with Shops. Service announcements, security notices, billing communications, and (with the Shop's consent where required) information about KTF features and offers. Shops may opt out of promotional communications at any time.
To protect the Services and comply with law. Fraud detection, security monitoring, enforcing the Terms, and meeting legal, regulatory, tax, and audit obligations.
We do not use Client Data or Artist Data for any purpose other than providing, supporting, securing, and maintaining the Services, as instructed by the Shop, and creating Aggregated Data as described above.
4. Health Information
Health Information collected through a Shop's forms is among the most sensitive information the Services hold, and it is handled on stricter terms than other data:
- KTF processes Health Information only to provide the Services to the Shop, on the Shop's instructions.
- KTF does not sell or license Health Information.
- KTF does not use or disclose Health Information for advertising.
- KTF does not use or disclose Health Information for any purpose unrelated to providing the Services.
- KTF does not derive Aggregated Data from Health Information for any purpose.
- KTF does not use Health Information, form responses, or identification documents to target marketing, and does not permit Shops to do so through the Services.
KTF may engage service providers under Section 6 to process Health Information on its documented instructions in order to provide the Services, for example, to host it or to extract it from a submitted form.
Consumer health data laws. Some states regulate consumer health data held outside the healthcare system. Where such a law applies to a Shop's clients, the Shop is the entity that determines the purposes of collecting and processing that data, and KTF processes it as the Shop's service provider. Clients should direct requests concerning their health data to the Shop; KTF will support the Shop in fulfilling them, including deletion, and will apply deletion to backups within the period applicable law allows.
KTF and its Shops are not covered entities under HIPAA, and KTF does not represent that the Services are HIPAA-compliant or offer business associate agreements.
5. No sale of personal information
KTF does not sell Client Data or Artist Data in identifiable form, and does not share it for cross-context behavioural advertising, as those terms are defined under applicable privacy law. KTF does not sell the personal information of Shop account holders or authorised users.
Aggregated Data, which excludes Health Information and identifies no individual or Shop, is not personal information and is governed by Section 3.
6. Who we share information with
Service providers. KTF engages third-party providers to deliver, support, secure, and improve the Services, and may disclose information to them for those purposes. They include, without limitation, providers of payment processing; business financing; marketing and communications; payroll and contractor payment services; cloud hosting and infrastructure; transactional messaging delivery; analytics and error monitoring; and customer support tooling. KTF requires each such provider to maintain confidentiality and data protection obligations no less protective than KTF's own, and KTF remains responsible for those providers' performance of those obligations to the extent set out in the Data Processing Addendum.
Services the Shop selects. Where a Shop enables, connects, or contracts with a third-party service (including its payroll vendor and any integration it turns on) that service operates under its own terms and is not KTF's service provider. Enabling it is the Shop's instruction to transmit data to it. KTF is not responsible for how such a service handles data.
Regulated providers. Payment, banking, financing, and messaging providers may process information for their own regulatory purposes (such as verification, sanctions screening, and fraud prevention) as independent parties under their own agreements with the Shop.
Business financing. Where a Shop affirmatively enables the financing feature after receiving the applicable data-sharing disclosure, KTF transmits the Shop's business metrics (payment processing volume, transaction counts, transaction dates, refunds, and chargebacks) to KTF's financing partner so the partner can indicate financing the Shop may qualify for. KTF does not transmit client names, client contact information, card details, item or service descriptions, chat messages, or consent documents for this purpose, and does not obtain a credit report or transmit an owner's Social Security number, date of birth, or personal credit information to generate an estimate. KTF receives compensation in connection with certain resulting financing transactions, which may vary with the funding amount, terms, or related revenue. A Shop may disable ongoing sharing at any time.
Legal and safety. KTF may disclose information where required by law, subpoena, or court order; to protect the rights, property, or safety of KTF, its users, or the public; to enforce the Terms; or in connection with fraud prevention.
Business transfers. If KTF is involved in a merger, acquisition, reorganisation, or sale of assets, information may be transferred as part of that transaction. KTF will notify Shops of any such transfer as provided in the Terms.
KTF does not publish a named list of its service providers. Providers are described by category above.
7. Messaging
Appointment and account messages. KTF sends transactional messages (appointment confirmations, reminders, and changes; receipts; and account notifications) from a KTF-operated telephone number on behalf of Shops. These messages are limited to transactional content; promotional content is not permitted in them. A client who provides a telephone number in connection with a booking is consenting to receive these messages about that booking.
Marketing messages. Where a Shop uses marketing features, marketing messages are sent under the Shop's own registration and identity, on separate infrastructure and separate telephone numbers from transactional messages, through KTF's marketing services provider. The Shop is the sender and is responsible for obtaining the consent applicable law requires. Marketing consent is recorded separately from transactional messaging permission, begins as not given for each new record, and is captured through a separate, optional checkbox with its own disclosure.
Opting out. Replying STOP, END, QUIT, CANCEL, UNSUBSCRIBE, REVOKE, OPT OUT, or any clear request to stop will end messages from the number it is sent to. A request to stop is honoured whether or not it uses a specific word, and whether made by text, email, telephone, or through a Shop. Because transactional messages are sent from a KTF number shared across Shops, opting out of transactional messages stops those messages from every Shop on the platform until you opt back in by replying START to that number. Opting out of marketing does not by itself stop appointment reminders; asking not to receive further messages generally will be honoured according to its terms.
Consent records. KTF records the disclosure text and version presented, the Shop, the telephone number, the category and source of each consent or opt-out action, and the time it was recorded. These records are retained as described in Section 10.
8. Minors
The Services are intended to be used by adults. Where a Shop serves a client who is a minor, the relationship (including any consent required from a parent or guardian, any notarisation or presence requirement, and any age restriction on the service) is between the Shop, the client, and the parent or guardian. The Shop is responsible for meeting every requirement that applies. KTF provides form and storage functionality only, does not verify any consent, and does not knowingly collect information directly from a child under 13 online. If you believe a child has provided information directly to KTF, contact us and we will delete it.
9. Your rights and how to exercise them
To the extent applicable law grants you rights over your personal information, you may:
- Know what personal information we hold about you, the categories of sources, the purposes of use, and the categories of third parties it is disclosed to;
- Access a copy of it;
- Correct inaccurate information;
- Delete it, subject to exceptions applicable law allows (for example, where retention is required by law or to complete a transaction);
- Opt out of the sale or sharing of personal information, noting that KTF does not sell personal information in identifiable form or share it for cross-context behavioural advertising;
- Not be discriminated against for exercising these rights.
If you are a Shop's client or a Shop's artist or staff member, your request should go to the Shop, which holds your relationship and directs the processing of your information. KTF will assist the Shop in responding, including by locating, correcting, exporting, or deleting information at the Shop's instruction. If you contact KTF directly, we will verify your identity and either act on the request where we are able to or forward it to the relevant Shop.
If you are a Shop account holder or authorised user, submit requests to KTF at the contact in Section 13. We will verify your identity before acting. You may designate an authorised agent to submit a request on your behalf; we may require proof of the agent's authority.
We will respond within the time applicable law requires. We do not charge for a reasonable number of requests.
10. Retention
During the relationship. KTF retains information for as long as the Shop's account is active and as needed to provide the Services.
After termination. Within thirty (30) days after a Shop's subscription ends, the Shop may request an export of its Shop Data, Client Data, and Artist Data, which KTF provides within fifteen (15) business days of a valid request. KTF deletes or de-identifies the Shop's data within ninety (90) days after the later of the end of that request period or the fulfilment of a timely export request. Data may therefore persist for up to 120 days after termination, or longer where a timely export request is fulfilled late in the period.
Exceptions. KTF retains information where required by law, tax, or regulatory obligation; where reasonably necessary to a pending or reasonably anticipated legal claim of which KTF has notice; and to the extent it exists in Aggregated Data, which KTF may retain and use indefinitely. Copies in routine backups are deleted through KTF's normal backup rotation.
Trials. KTF is not obliged to retain data from a trial that does not convert, but a Shop may request an export of signed forms and consent records generated during a trial within thirty (30) days after it ends.
Messaging consent and opt-out records are retained for the period applicable law requires, including after the Shop's account ends, so that opt-outs continue to be honoured.
The Shop's own retention duties. Shops are subject to state record-retention requirements for client and consent records. Those are the Shop's obligation. The Shop is responsible for exporting and retaining the records it is required to keep; KTF's retention of data after termination is not a substitute.
11. Security
KTF maintains administrative, technical, and physical safeguards designed to protect information against unauthorised access, disclosure, alteration, and destruction, including encryption of data in transit and at rest using industry-standard methods, role-based access controls, logging of administrative access, and ongoing monitoring and review of KTF's security practices. Further detail is in the Keep The Fees Data Policy.
No system is perfectly secure. If a security incident affects a Shop's data, KTF notifies the Shop as required by Section 501.171, Florida Statutes, or within such shorter period as applicable law requires, and provides the information reasonably available at the time, supplemented as the investigation progresses.
Shops are responsible for the security of their own devices, networks, and credentials, and for how they configure user permissions within the Services.
12. Website, cookies, and third-party APIs
When you visit keepthefees.com, we collect the technical information described in Section 2 through server logs and cookies or similar technologies, to operate the site, secure it, and understand how it is used. You can control cookies through your browser settings; disabling them may affect site functionality.
Where the Services connect to Google APIs, KTF's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
13. Contact
Keep The Fees LLC
3748 Coventry Lane
Boca Raton, FL 33496
14. Changes to this Policy
KTF may update this Policy. For material changes, KTF will provide notice by email to the Shop's account email address and through the Services no less than thirty (30) days before the change takes effect, consistent with Section 47 of the Terms. Non-material changes take effect on posting, and the effective date above will be updated.