Who We Are

Ken3a is business management software for service companies. It is operated by Rafraîchissement Montréal inc., a company incorporated in Quebec, Canada, carrying on business as Ken3a.

Registered address: 3857 Rue de Mont-Royal, Saint-Hubert, QC J4T 2H2, Canada
Email: support@ken3a.com
Website: ken3a.com

In this policy, “you” means the business that subscribes to Ken3a, and “we” or “us” means Rafraîchissement Montréal inc., carrying on business as Ken3a.

Two Different Kinds of Data

This is the most important distinction in this policy, and everything below depends on it.

1. Your data — we are the controller

Information about you, our subscriber: your name, your business details, your login, your billing. We decide how this is used, and this policy governs it.

2. Your customers' and staff's data — we are only the processor

Everything you put into Ken3a about the people you serve and employ: client records, addresses, job history, photographs, payroll, and so on. That information remains yours. We hold and process it only on your instructions, in order to provide the service to you. We do not decide what it is used for, we do not use it for our own purposes, and we do not sell it. Your own obligations to those people are set out in our Terms & Conditions, and ours to you — as the processor of that data — in the Data Processing Agreement, which you can sign.

What We Collect About You

• Account: name, business name, email address, phone number, password (stored only as a cryptographic hash, never in readable form).
• Billing: subscription plan, invoices and payment status. Card details are entered directly with our payment processor, Stripe — they never reach our servers and we never store them.
• Business configuration: the answers you give during setup — services, pricing, hours, service area, branding.
• Usage: log records of requests to the service, feature usage counts and error reports, which we use to keep the service running and to bill AI usage.
• Support: messages you send us, and notes from any support session.

What Passes Through the Platform on Your Behalf

Depending on which features you switch on, the following may be stored in your workspace. We list it so you know exactly what is held, not because we use it:

• Your customers: names, addresses, contact details, entry and access notes, service history, invoices, payment records, messages, and photographs of their property.
• Your staff: contact details, pay rates, hours worked, performance records, uploaded documents, and — where you enable clock-in with location — the geographic location of a device at the moment a worker clocks in or out.
• Job applicants: applications and any assessment generated from them.

Where Your Data Is Stored

Be aware of this before you subscribe:

This means your information — and your customers' information — is transferred outside Quebec and is subject to the laws of the United States, which may allow access by US authorities in circumstances that differ from Canadian law. Under Quebec's Law 25, you should consider this before entrusting us with personal information, and we are required to tell you plainly. If storage inside Canada is a requirement for your business, Ken3a is not currently suitable for you, and we would rather you knew now.

All data is encrypted in transit (TLS). Backups are taken nightly; backups and uploaded files are encrypted at rest on Cloudflare's network. The live database runs on a dedicated server in Hetzner's access-controlled data centre, reachable only over an authenticated, encrypted connection.

Who Can See Your Data

Other customers: never

Every workspace is isolated at the database level by row-level security, so one customer's queries cannot return another customer's records. This is enforced by the database itself, not by application code alone.

Your own team: as you decide

You control who you invite and what each person can see, screen by screen and action by action.

Our staff: only for support, time-limited and logged

We do not browse customer workspaces. Our staff can open a support session that gives temporary access to your workspace in order to investigate a problem you have reported or a fault we have detected. Every such session expires automatically after 30 minutes and is recorded in an audit log identifying who opened it and when.

We never sell your data

We do not sell, rent or trade your information or your customers' information to anyone, for any purpose.

Service Providers

We use the following providers to operate the service. Each receives only what it needs to do its job:

Artificial Intelligence

Ken3a uses AI to draft messages, summarise information, read photographs and receipts, and suggest actions. When it does, the relevant portion of your data is sent to Anthropic or OpenAI to generate the result.

• We instruct these providers not to use your data to train their models.
• Only the data needed for the task is sent, not your whole workspace.
• You may supply your own API key, in which case your usage is governed by your own agreement with that provider.

Automated decisions

Some features produce a score or a recommendation automatically — for example rating a job application, or proposing a change to a worker's performance tier. None of these takes effect on its own. Every one is presented to a human for approval, and the AI can never finalise a decision about a person by itself. Where such a decision is made about you, you have the right to be informed of it, to know the principal factors behind it, and to ask that it be reviewed by a person.

How Long We Keep It

• While you subscribe: as long as your account is open.
• After you cancel: your workspace is retained for 30 days so you can export or reactivate, then scheduled for deletion.
• Backups: deleted content may persist in encrypted backups for up to a further 30 days before being overwritten.
• Records we must keep: invoices and payment records are retained for as long as tax law requires (generally 7 years).

Your Rights

Under Quebec's Law 25 and Canada's PIPEDA, you may:

• Access the personal information we hold about you;
• Correct anything inaccurate or incomplete;
• Delete your information, subject to records we are legally required to keep;
• Export your data in a structured, commonly used technical format;
• Withdraw consent to any optional processing;
• Be informed about an automated decision made about you, and ask a person to review it;
• Complain to the Commission d'accès à l'information du Québec if you believe we have not respected your rights.

Write to support@ken3a.com and we will respond within 30 days.

If a request reaches us about one of your customers or staff, we will forward it to you rather than answer it ourselves — that information is yours, and the response is yours to give.

Person Responsible for Privacy

The person responsible for the protection of personal information, as required by Quebec's Law 25, is:

The Chief Executive Officer
support@ken3a.com

If Something Goes Wrong

If a confidentiality incident occurs that puts your data or your customers' data at risk, we will tell you within 72 hours of confirming it, describe what happened and what data was involved, and tell you what we are doing about it. Where the incident presents a risk of serious injury we also notify the Commission d'accès à l'information, as Law 25 requires. We keep a register of such incidents as the law requires.

Cookies and Analytics

The application uses only the storage necessary to keep you signed in and remember your preferences. Our public website uses privacy-respecting analytics that do not track you across other sites. We do not use advertising cookies on the application itself.

Children

Ken3a is a business tool and is not directed at children. We do not knowingly collect information from anyone under 14.

Changes to This Policy

We may update this policy. If a change materially affects your rights we will tell you by email or in the application at least 30 days before it takes effect. The date at the top always shows the current version.

Contact

Questions about this policy, or about your data:
support@ken3a.com