Your data: copies, privacy and deletion

Your organisation's records are yours. Kluvan keeps them apart from every other organisation's, encrypts private files, lets you download a copy whenever you like, and deletes everything if you leave.

How your records are kept

• Apart. Every record belongs to one organisation, and every request is checked against the organisation of the person making it.
• Private files encrypted. Files attached to Books records and the scans in HR are encrypted with a key of your organisation's own, never put on a public address, and every opening is logged.

Where your data is stored

Your organisation's data is stored and processed on servers outside your own country. Today that is Amazon Web Services (AWS) in the European Union, in Milan (Italy). A backup is made every day and each backup is kept for 35 days.

These services handle data for Kluvan (sub-processors):

• AWS: hosting, the database, file storage and backups.
• Amazon SES: delivering e-mail.
• Stripe and Paymob: payments.
• The AI model provider: Anthropic, or OpenAI where your organisation chooses it or for voice transcription. Only for AI features such as Ask AI, the invoice reader and the Front Desk, and only once the owner has switched AI on.
• The services your organisation connects itself, for example WhatsApp (Meta) or Google.

By accepting the Terms of Service, your organisation agrees to this storage and to this transfer of its data outside its country.

Download a copy

Only the owner can.

1. Open Settings → Data.
2. Pick the date range for the dated records, then choose Download a copy.
3. Kluvan prepares a file with your settings (passwords and keys masked), products with their pictures, customers, suppliers, users, the customers' account ledgers, what you owe suppliers, deliveries received, expenses and stock movements. Last exports lists the copies made.

Each app can also export its own records: the Books reports to Excel or CSV, CRM segments, an employee's personal data from HR, and more. Use those for Books, HR, Projects and the other apps' details.

Delete the account

Only the owner can, on Settings → Data, in a browser or in the Kluvan app.

1. Download a copy first.
2. Under Delete the account, tick I understand the account will be deleted and confirm.
3. Deletion happens after 7 days. Until then you can choose to cancel it on the same page.

After those days every record of the organisation is erased, across every app.

• What is kept: the invoices Kluvan issued to your organisation and their payment records, for five years as accounting law requires, and a short record that the deletion happened. Backups expire within 35 days.
• The invoices you issued to your own customers are deleted too. Download them first if the law of your country requires you to keep them.
• A team member cannot delete their own user: the owner or a manager deactivates it under Team → Users. To have your name and e-mail address removed as well, or if you cannot sign in, write to hello@kluvan.com from your account's e-mail address.
• Every detail, for anyone without the app: kluvan.com/delete-account.

Good to know

• Personal data of people who left is removed after the legal keeping period in HR: see Export or remove a leaver's personal data.
• A customer can ask you to erase their data; the apps that hold customer records, such as the Front Desk, erase a customer on request. See handle a customer's privacy request.