Privacy Policy

Pentacent – Philipp Schmieder Medien (“Pentacent” or “we”) is the operator of the Keila website and Keila Cloud service (we’ll refer to them simply as “Keila” after this). This privacy policy explains which data we store and process when you decide to use Keila.

Controller

Pentacent is the controller, i.e. the responsible entity for processing all information that is subject to this privacy policy.

Your rights

You may, at any time and free of charge, request that we delete, correct or provide you with a copy of the data we have stored about you. Where processing is based on consent, you may withdraw that consent at any time.

Which data is being collected and why?

Account data

When you sign up to Keila Cloud, we collect information that is necessary for creating and identifying your account (i.e. name/pseudonym, email address, password or third-party identifier). If you subscribe to a paid plan for Keila, we also collect payment data and may collect your billing address (including your full name and street address).

When you use Keila Cloud, we also store the content you create and upload as part of using the service. This includes email campaigns, templates, images, forms, and any other files or data you provide.

Legal basis

We store this data because it is necessary for providing our service (Art. 6(1)(b) GDPR). Payment transaction data and invoices are stored based on our legal obligation to preserve business records (Art. 6(1)(c) GDPR).

Referral data

When you create an account, we may also store information about how you found our service alongside your account data. This may include the referring URL (the website you visited before signing up) as well as marketing parameters contained in the URL (such as UTM parameters like utm_source, utm_medium, or utm_campaign).

Legal basis

We use this data to analyze and improve our marketing efforts based on our legitimate interest (Art. 6(1)(f) GDPR).

Keila Newsletter data

When you sign up to the Keila Newsletter, we collect the information that is necessary for providing you with email updates (i.e. your email address and which types of emails you would like to receive).

Legal basis

We store this data based on user consent (Art. 6(1)(a) GDPR).

Contact data

When you use Keila Cloud to manage your email subscribers, you may store personal data of your contacts (e.g. email addresses, names, and custom attributes) on our platform. For the processing of this data, you are the data controller and we act as a data processor on your behalf in accordance with Art. 28 GDPR. The details of this processing relationship are governed by our Data Processing Agreement (DPA).

Metrics data

We are continuously improving the Keila website by measuring how people are using our services. For this reason, we collect the following types of data:

• Browser/device data: Your browser and the Keila apps automatically transmit certain information (e.g. IP address, operating system and installed version of Keila). This data is anonymized and not associated with your account data.

• Usage data: When you’re using Keila Cloud, data about which interactions you perform with Keila may be stored by us.

We also use a first-party analytics cookie to track user behavior on our website.

Legal basis

We use this data to analyze and improve our services and website based on our legitimate interest (Art. 6(1)(f) GDPR).

Referral cookie

When you visit the Keila website, we may ask for your consent to store marketing or referral parameters (e.g. utm_source or ref) in a cookie. This cookie is used to pass the referral information along when you sign up for Keila Cloud, so we can understand how you learned about Keila. The cookie expires after 30 days.

Legal basis

We store this cookie based on your consent (Art. 6(1)(a) GDPR). You may withdraw your consent at any time by deleting the cookie in your browser settings.

Who can access your data?

We never rent or sell your data to third parties. We limit the amount of data that is shared with employees and contractors to what is strictly necessary for running Keila. Here is how your data may be shared:

Pentacent employees: Pentacent employees may only access your data when necessary for the operation of Keila.

Technology partners: We rely on third parties to provide certain services to us that allow us to operate Keila. We have legal agreements in place with them that ensure they keep your data secure and don’t use it for other purposes. We have published a full list of technology partners.

Other users: If you choose to use sharing and collaboration features of Keila, parts of your account information and the data you select for sharing are made available to whomever you decide to share them with.

Law enforcement: We only comply with legal disclosure requests by governmental bodies in Germany. If we determine in good faith that it’s required to prevent harm to any person, fraud or abuse, we may still disclose your data to governmental authorities or third parties.

How long do we store your data?

Account data is stored as long as you keep using Keila. When you request the deletion of your account, your data will be deleted within 14 days.

Due to our legal obligation to preserve business records, payment transaction data and invoices are stored for a minimum of ten calendar years.

Privacy policy changes

We may update this privacy policy from time to time and will notify you when a major change occurs.

We encourage you to frequently check this page for updates. Your continued use of Keila after any change to this privacy policy constitutes your consent to the revised policy.

Supervisory authority

You have the right to contact our supervisory data protection authority:

List of Technology Partners

The following is a list of technology partners who help us process your data.

Hetzner Online AG

Hetzner Online AG, based in Germany, is a leading German data center operator. We rely on their infrastructure to operate the Keila website.

Scaleway SAS

Scaleway, based in France, is a leading European provider of cloud server infrastructure. We use their technology to operate parts of Keila Cloud.

Amazon Web Services EMEA SARL

Amazon Web Services EMEA, is the European branch of the world’s leading cloud provider. We use their EU-based infrastructure to operate parts of Keila Cloud.

Intuition Machines, Inc.

Intuition Machines, Inc., based in the USA, is the provider of hCaptcha. We use hCaptcha to protect Keila from fraud and abuse based on our legitimate interest (Art. 6(1)(f) GDPR). The transfer of data to the USA is safeguarded by EU Standard Contractual Clauses (Art. 46(2)(c) GDPR).