Privacy policy

Effective October 12, 2026

Who we are

Kalus LLC ("Kalus", "we") runs back-office administration for trade businesses. Kalus LLC, 2640 Karawood Ln, Rockingham County, VA 22801, United States. Questions or requests: justin@kalus.io or (540) 546-6991.

This website

There are no sign-ups, forms, analytics or advertising cookies.
Cloudflare hosts the site and, like any web host, processes the technical details of each visit (your IP address, browser and the pages requested) to deliver and protect it.
Pages load fonts from Google Fonts, so your browser requests them from Google.
Booking links open Calendly, whose own privacy policy applies there.
If you call, text or email us, we use what you send to reply, and keep it as business correspondence.

Text messages

If you text or call our business number, (540) 546-6991, we may text you back about your inquiry, a quote or proposal you asked for, scheduling, or our work together. We send no promotional texts.
Mobile numbers and text-message opt-in consent are never shared with or sold to third parties or affiliates for marketing or promotional purposes.
Reply STOP at any time to stop texts, or HELP for help. Message frequency varies. Message and data rates may apply. The full text-message terms are in our terms.

Businesses we work with

When a business talks to us about our services or signs up, we keep its contact details, our proposals, agreements and invoices, and our correspondence with it. For this we use HubSpot (customer records), BoldSign (electronic signatures), Stripe (invoices and payments), Google Workspace (email, documents and calendar) and Twilio (our business phone line and texts), and an AI service helps us draft proposals. We use this information only to work with that business.

When a business hires Kalus

We handle the business's information on its behalf, as its service provider (a "processor"), under our signed agreement and data processing agreement. The business decides what we handle, and we use it only to provide the services it asked for.

Depending on the services chosen, this can include the names and contact details of the business's customers and staff, job, quote and invoice details, and the content of calls, messages and voicemails.

Connected business software (QuickBooks Online, Jobber and others)

The business's own admin approves each connection: on the software's approval screen or, where the software uses keys instead, by creating a key for Kalus. Some software can only grant more access than Kalus uses. QuickBooks Online, for example, has no read-only option, so its approval screen asks for access to the company's accounting data as a whole.
Our administration connections only read. Through them, from QuickBooks Online we read invoices, payments, estimates, customers and supplier bills, and the company's basic details (we keep its ID, country, time zone and subscription status). From Jobber we read the numbers, statuses, dates and amounts of jobs, visits, quotes, invoices and payments, and which client and staff member each one belongs to. For clients and staff we read only their IDs and status, not their names or contact details. We also read the Jobber account's ID and country, the owner's time zone and, for files attached to job notes (such as photos), their type, size, status and time, not the files themselves. We use this to catch things like unbilled work, overdue invoices and bills coming due.
Our administration connections never create, change or delete anything. A service that adds or changes records (for example, a technician's note added to a job) is written into the business's statement of work, runs only as set out there, and uses its own connection.
The sign-in keys of our administration connections are kept only on the Kalus server that runs them, encrypted, in files only the Kalus service and the server's administrators can open. Connections used by a business's automations on our workflow platform keep their keys in that platform's encrypted credential store. Keys are never sent by email or chat. After approving a connection, a business may email or text its Kalus administrator the address of the Kalus landing page: that address holds a one-time code, not a key. It works only once, for a few minutes, and only together with Kalus's own app key.
The business can disconnect a connection at any time from inside the software, or ask us to remove it. Kalus can then no longer read through that connection. Each connection is separate: if the business also uses Kalus automations connected to the same software, those are disconnected separately, and we will list them on request.

Each business's Kalus console runs on that business's own Kalus server, at its own address under kalus.io. Only people Kalus has invited can use it. They sign in with their own Google account or Microsoft work or school account; Kalus never sees or keeps their password.

At sign-in, Google or Microsoft tells us your account's unique ID, your email address and whether the provider has verified it, and basic profile details such as your name. We ask for nothing more: no access to your email, files, calendar or contacts.
We use the account ID to recognize you each time you sign in. We use the email address only when you sign in from an invitation, to check that it matches the email address on your invitation. We keep nothing else the provider sends, such as your name, picture or sign-in tokens.
When you sign in from an invitation, we pass the invited email address to Google or Microsoft so that it suggests the right account.
We keep your account's ID with that business's records: on your entry in its list of people, and on the record of what you do in the console (for example, your invitation, your approvals, and when you opened and decided each item). People on the business's console and Kalus can see what you did and when. The times you open items are used only for totals in the business's workload reports, and your latest activity is used to review who still needs access. All of this stays part of the business's records after your access ends, until they are deleted when the business stops using Kalus. What you can see and do in the console is set by that list of people, not by your Google or Microsoft account.
Signing in uses two cookies, only for signing in: one that lasts 10 minutes while you sign in, and one that keeps you signed in. Your session ends when you sign out, after 3 days unused, or 14 days after sign-in at the latest, and the console stops letting you in as soon as your access is removed. The server stores the session key only in scrambled (hashed) form, with your account ID and the session's times. Ended session records are deleted at a later sign-in once they are a day old, or otherwise with the business's records.
Like any web server, the console's server logs each request's time, page and internet (IP) address and, at sign-in, a shortened, scrambled form of your account ID.
We use this information only for the purposes above. We do not sell it or use it for advertising, and we share it only as described here.
Kalus'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.

What we never do

Sell or rent personal information, or share it for advertising.
Use a business's information to train AI models. Where we use AI services, we use terms or settings that do not allow them to train on it, where offered.
Use one business's information for another business.

Service providers we use

Only those needed for the services a business chose:

Service	What it does	Where
Hetzner Online GmbH	Hosts the servers Kalus runs, including a business's own Kalus server	Germany or Finland, or the United States, as set up for the business
n8n GmbH	Workflow platform, where a business's automations run on Kalus's n8n account	As hosted by n8n
OpenAI, L.L.C.	AI drafting, summaries and voicemail transcription, where used	United States
Twilio Inc.	Phone calls, text messages and voicemail recordings, where used	United States
Google LLC (Workspace)	Kalus's own email and files, and the alert emails Kalus sends to the people a business chooses	United States
Slack Technologies, LLC	Owner alerts, only if the business chooses Slack	United States
AgileBits Inc. (1Password)	Stores account passwords	United States and Canada

Software the business owns (its QuickBooks, Jobber, Google or Twilio account, for example) stays under the business's control and that company's terms.

How long we keep it

Call and message logs: 90 days. Workflow run logs: 30 days. Any backup copies: overwritten within 35 days.
Records read from connected software: kept while the business uses Kalus.
Console server logs: overwritten as they fill up.
After the services end, we delete the business's information within 30 days (after any export it asks for), and backup copies are overwritten within 35 days.
Disconnecting a connection stops further reading through it at once.

How we protect it

We keep each business's information separate from other businesses' information and use it only for that business. Information travels encrypted (TLS). Access is limited to the people and services that need it, with multi-factor sign-in wherever it is offered. Passwords and keys are never placed in code, email or chat. If a security incident affects a business's information, we tell the business within 72 hours of learning of it.

Your choices

If you are a customer of a business that uses Kalus, that business controls your information. Contact the business first; we will help it respond.
If you contacted Kalus directly, email justin@kalus.io to see, correct or delete what we have.

Children

Our services are for businesses. We do not knowingly collect information from children under 13.

Changes

We post any change here with a new effective date. Businesses we work for also get the notice their agreement requires.

Contact

Kalus LLC · 2640 Karawood Ln, Rockingham County, VA 22801 · justin@kalus.io · (540) 546-6991. See also our terms.