Privacy Policy — Kilevo

Last updated: December 4, 2025

Kilevo takes data privacy seriously.
This Privacy Policy explains what data we collect, why we collect it, how we use it, and your rights when you use Kilevo.com and the Kilevo web application.

This policy applies to all users of the Service, including freelancers, small businesses, and companies.

1. Who is responsible for your data?

The Kilevo service is operated by:

Christophe Contard
Publisher of the Kilevo software

For any privacy-related request or to exercise your rights, you can contact us via the contact form available on the website and in the application.

2. What data we collect

Kilevo collects only the data necessary to operate the Service and generate your mileage logs and supporting documents.

2.1 Account and identity data

When you create an account or connect a calendar, we may collect:

• first and last name

• email address

• account-related information tied to your calendar provider (e.g., Google, Microsoft)

2.2 Data from connected calendars

When you connect a calendar (Google Calendar, Outlook, Apple/iCalendar via ICS, or compatible business software), we may access and import:

• event title

• event location

• event date and time

• event description

Kilevo does not retrieve event attendees.

This data is used to build your trip log and help justify the purpose of your trips based on your local rules and tax requirements.

2.3 Data you enter in the app

You may enter or store:

• addresses (home, office, frequently used locations)

• vehicles (make, model, and relevant characteristics for calculations)

• trip purposes (when applicable)

• reimbursement amounts already recorded

• notes or management information

2.4 Supporting documents and attachments

You may upload documents such as:

• toll receipts

• parking receipts

• documents that support the existence or purpose of an appointment

2.5 Technical data

For security and operational purposes, we may process:

• technical logs

• IP address

• browser and device information

• authentication-related data

2.6 Billing data

Payments are processed through Stripe.
We do not store any complete payment card details on our servers.

We only retain information necessary to manage subscriptions and comply with accounting requirements (e.g., subscription status and billing history).

3. Why we use your data

We use your data to:

• create and manage your account

• connect calendars and import appointments

• automatically calculate distances

• apply the appropriate mileage/tax rules for the selected country and year

• generate exports (PDF, CSV) for accounting and tax documentation

• manage subscriptions and billing

• secure the Service and prevent abuse

• provide customer support

Kilevo does not sell, rent, or share your calendar or business data for commercial purposes.

4. Legal bases (for applicable laws)

Depending on your location and the applicable legislation, we process data based on:

• performance of the Service you request

• legal obligations (e.g., accounting)

• legitimate interests (security, anti-abuse, service improvement)

• consent (notably for non-essential cookies)

5. Third-party calendar services

Kilevo allows you to connect third-party services such as Google, Microsoft, and ICS-compatible providers.

These services operate under their own terms and privacy policies.
We do not control their practices.

You remain free to:

• connect or not connect a calendar

• revoke access at any time through your account or directly within the third-party service

6. Where your data is hosted

Kilevo application data is hosted in France with a professional hosting provider, including:

• OVHcloud

We implement reasonable technical and organizational measures to protect data, especially the sensitive nature of calendar-based records and uploaded documents.

7. Who can access your data

Your data may be processed by:

• the Kilevo team, strictly to provide the Service

• essential technical providers acting as service processors:

  • OVHcloud (hosting)

  • Stripe (payments)

  • Google Analytics (audience measurement)

We do not disclose your data to third parties unless required by law or requested by competent authorities.

8. International data considerations

Kilevo hosts and processes its application data in France.

However:

• calendar providers you choose to connect (e.g., Google, Microsoft) may process data according to their own infrastructure and locations

• the use of Google Analytics may involve processing of browsing data by Google, potentially outside your country or region, with appropriate legal safeguards where required

9. Data retention

9.1 Active accounts

We retain your data for as long as your account remains active to provide the Service.

9.2 Inactive accounts

Inactive accounts are deleted after one (1) year of inactivity.

This deletion includes:

• trips

• addresses

• vehicles

• attachments

• recorded reimbursements

9.3 Account deletion by the user

You may delete your account at any time from your customer area.

Deletion is final and removes data associated with your use of the Service.
Kilevo does not maintain a mechanism intended to restore a deleted account.

9.4 Billing records

Certain billing-related information may be retained for longer to meet legal obligations.

10. Cookies

Kilevo uses:

10.1 Essential cookies

These cookies are required for core functionality (authentication, security, session management).
They cannot be disabled as they are necessary to access the Service.

10.2 Analytics cookies

We use Google Analytics based on your consent.

A cookie banner is displayed on your first visit.
You can update your preferences at any time via the cookie settings link available at the bottom of the site pages.

11. Your rights

Depending on applicable law and your location, you may have rights to:

• access your data

• correct your data

• request deletion

• object to or limit certain processing

• request portability where applicable

To exercise your rights, please contact us using the contact form available on the site or in the app.

12. Security

We apply reasonable security measures to protect your data against unauthorized access, loss, or alteration.

Given the nature of calendar data and uploaded supporting documents, access is limited to what is necessary to operate the Service.

13. Updates to this Privacy Policy

We may update this Privacy Policy to reflect changes to the Service or legal requirements.
The latest update date will always be shown at the top of this page.