Customer data terms

1. What these terms are for

These terms are part of the terms of use and sale and apply to every file your organisation uploads to K-Stra — in My Data, Sales, Customer Loyalty or through the API — and to the results computed from them (“customer data”).

2. No personal or sensitive information

K-Stra analyses places, not people. It is not designed to process personal information in customer data and does not intend to. Your organisation therefore undertakes that customer data:

• contains no information that identifies, or could reasonably identify, a living person;
• contains no sensitive information of any kind — health, ethnic origin, political opinions, religious or philosophical beliefs, sexual orientation or sex life, trade union membership, biometric or genetic data, criminal records;
• is information your organisation has the right to use for this purpose.

3. How to prepare a file

Before uploading, remove or transform every identifying element. In practice:

• delete names, email addresses, telephone numbers, dates of birth and any free-text notes about people;
• replace customer, loyalty-card or employee numbers with codes that nobody outside your organisation can link back to a person, or drop them;
• do not upload the exact home address of private individuals: aggregate records by area (for example postcode, suburb or SA1) or move each point to the centre of a wider area;
• upload store, branch and business locations, which are not personal information, as they are;
• prefer totals and counts by area to row-by-row records whenever the analysis allows it.

Codes that your organisation can still link to a person make the data pseudonymous, not anonymous: under several laws pseudonymous data is still personal information. If in doubt, aggregate.

4. What K-Stra does with your files

• Stores them on the K-Stra server in Sydney, in a space reserved to your organisation; no other organisation can read them.
• Uses them only to run the analyses your organisation asks for, and never for any other purpose, for training models or for other customers.
• Places each record on the road network on our server. Records without coordinates are sent to the geocoding service only if a user of your organisation starts geocoding and confirms its cost.
• Keeps them until your organisation deletes them, closes the account, or stops paying for storage beyond the free allowance (then they are suspended and deleted after 90 days). Files marked “session only” are deleted 24 hours after upload.

Your organisation decides what to upload, who in the organisation can see it and with whom analyses are shared; data from My Data never travels in share links.

5. If a file contains personal information

If, despite section 2, customer data contains personal information, your organisation is its controller (“APP entity” in Australia) and is responsible for having a lawful basis, informing the people concerned and answering their requests. For that information K-Stra acts only as a processor on your organisation’s instructions, which are the settings and actions in the app, and:

• processes it only to provide the service, keeps it confidential and limits access to the K-Stra administrator;
• uses only the providers listed on the sub-processors page, under contracts that protect the data, and gives 30 days’ notice of new ones;
• assists your organisation, as far as reasonable, in answering requests from the people concerned;
• may suspend or delete the file and ask your organisation to upload an anonymised version.

Sensitive information is never accepted: if we become aware of it, we delete the file and tell your organisation.

6. Providers that can see file content

Only three steps can send content of customer data outside the K-Stra server, and only when a user of your organisation uses them:

• Geocoding (Mapbox, United States): only the address text of records without coordinates, after confirmation.
• AI assistant and AI in reports (Google Gemini, United States, paid API): the analysis on screen with a summary of its results, which can include column names and values from customer data, and the tables of report elements the AI is asked to write about.
• Email (Brevo, France): notifications and scheduled reports that a user sends, which can include figures and attachments from analyses.

7. Security and incidents

The measures that protect customer data are described on the security page. If we become aware of a breach affecting customer data, we inform your organisation without undue delay and in any case within 72 hours, with the information available, so that it can meet its own obligations.

8. Deletion

When your organisation deletes a dataset it is removed from the server at once; when the organisation is closed, all its customer data is deleted within 30 days. Copies in backups are overwritten as the backups rotate, in about four months, and are never restored except to recover the service after a failure.

9. Cooperation and audits

On written request to info@k-stra.com we provide the information reasonably needed to show compliance with these terms. Enterprise customers can agree specific terms in a separate contract, which prevails over this page.