Last updated: 7 September 2026

Privacy Policy

This policy describes how Kastree handles data on kastree.ie and in the Kastree product as it works today. It is not legal advice. If anything here becomes inaccurate as the product changes, we will update this page.

Who is responsible. Kastree (infokastree@gmail.com) determines how the website and product accounts are run. If an accountancy practice uses Kastree for its clients' books, that practice is typically the controller of those client financial records and Kastree processes them to provide the service. A formal Data Processing Agreement for practices is planned; it is not published on this site yet.

What we collect

Accounts. Sign-up and sign-in are provided by Clerk. New users create an account directly through Clerk (the public site no longer offers a waitlist form). Clerk holds your authentication credentials and session. Via Clerk (including webhooks) we receive identifiers and profile fields such as email address, name, Clerk user id, and organisation membership/role, and we store matching user and organisation rows in our application database so the product can authorise access.

Legacy waitlist rows. Earlier public waitlist submissions may still exist in a waitlist_signups table (name, email, firm, role, and optional notes). That path is not used for new account creation.

Product data you create or upload. Inside a signed-in organisation we process: client groups and companies you create; trial-balance files you upload (Excel or CSV) and the parsed account rows; account mappings you confirm; generated statements (SOPL, SOFP, SOCIE), variance and risk outputs; export jobs and the generated Excel/PDF/CSV files; and operational records needed to run the service (for example processing status and audit-style logs of important actions).

Website analytics. See the “Website analytics” section below.

We do not sell personal data.

How we use it

To create and manage your account, authenticate you through Clerk, and enforce organisation boundaries (including database row-level isolation between organisations).
To parse trial balances, build statements, and generate downloads you request.
To keep soft-deleted records and archive snapshots when you delete a client or company (see Retention).
To secure and operate the service (rate limits, error handling, audit trails).
To measure aggregate traffic on the public site via cookieless analytics.

Who processes data for us

These providers process data only to run their part of Kastree:

Clerk — authentication, sessions, organisation membership
Railway — hosts the Kastree API, the PostgreSQL database, and a persistent volume used for uploaded trial-balance files
Vercel — hosts the kastree.ie frontend and provides Web Analytics
Cloudflare R2 — stores generated export files (not the primary trial-balance upload store)
Resend — sends transactional email we trigger from the Kastree API (today: founder alerts on new Clerk organisation signup, and confirmation/founder alerts if a legacy waitlist submission is recorded). Authentication emails (verification, magic links, password reset) are sent by Clerk, not Resend.
Stripe — active payment processor and sub-processor for subscription billing on paid tiers (Checkout, customer and subscription records, and related billing webhooks)
OpenAI — currently used for AI-assisted account mapping and commentary generation. Core statement amounts are computed in our systems, not by the model. Prompts are designed not to include raw monetary amounts.

Some providers (notably Clerk, Resend, Vercel, Cloudflare, Stripe, and OpenAI) may process data in the United States or other regions outside Ireland/the EEA. Where they do, we rely on their published contractual safeguards (including Standard Contractual Clauses where they provide them). We will maintain a formal sub-processor list and DPA pack as we onboard paying practices.

We may disclose data if required by law or to protect the service against security threats or abuse.

Where data lives

Identity / login: Clerk.
Application database (users, organisations, clients, companies, trial balances metadata, mappings, statements, archive snapshots, logs, and any remaining legacy waitlist_signups rows): PostgreSQL on Railway.
Uploaded trial-balance files: stored as files on a Railway volume attached to the API service (not in R2).
Generated export files: Cloudflare R2 bucket used for exports.
Public website: Vercel.
Email delivery: Resend.

Retention and deletion

Account profile in our database — kept while the account/organisation exists; remove or anonymise on request where straightforward.
Legacy waitlist entries (if any remain in waitlist_signups) — kept until deleted on request; not used for new account provisioning.
Trial-balance files on the Railway volume — kept while needed for processing and ongoing use of that upload in the product.
Statement data, mappings, and related database records — kept to provide the product and preserve working history; we do not treat a casual delete as wiping the underlying accounting trail.
Client, company, or trial balance delete — soft-delete (is_deleted / deleted_at) plus an archived_records snapshot (hash-verified archive row) — not an immediate hard delete of that record.
Generated export files in R2 — subject to a bucket lifecycle rule on the exports/ prefix: objects expire after 30 days. Other prefixes (including db-backups/) are not covered by that export expiry rule.
Website analytics — anonymised/aggregate only; retained under Vercel’s analytics practices.

Statement regenerate still replaces rows in place without a separate archive write. Soft-delete archival is wired today for clients, companies, and trial balances as described above.

If you ask us to erase personal data we will remove or anonymise account PII and any legacy waitlist PII where we can. Financial working data may be retained or anonymised rather than fully erased where we need a continuing accounting or security record.

Website analytics

We use Vercel Web Analytics on kastree.ie. It is cookieless and collects only anonymised, aggregate visitor statistics — such as page views, referrers, and general location or device type. It does not collect personal identifiers, does not track you across other sites, and does not tie analytics data to individuals. Nothing is written to your device for this purpose, so no cookie consent banner is required for this analytics alone.

Your rights

Depending on applicable law (including UK/EU GDPR), you may have rights to access, correct, or delete personal data, to object to or restrict certain processing, and to complain to a supervisory authority (in Ireland, the Data Protection Commission). Email infokastree@gmail.com.

Clerk and the logged-in product may use cookies or similar storage that are necessary for authentication and app function. Those are separate from the cookieless Vercel Web Analytics described above.

Changes

We may update this policy when the product or our providers change. The “Last updated” date at the top will change when we do.