Privacy policy

This policy covers the KopiaLens app, Pro licences and the kopialens.com website. KopiaLens runs on your own computer or server. Your backups, file names, paths and settings stay there.

Who is responsible

The KopiaLens app

• Update check: once a day, KopiaLens asks our update service whether a newer version is out, sending its version, update channel, install type and operating system.
• Anonymous usage stats: with the update check, KopiaLens sends a random install ID and a few facts about the install, such as which features were used (names only, no counts) and rough size classes. The country of the request is recorded. Nothing from your backups is sent. The full list is in Update checks and usage stats.
• You can turn off the update check and usage stats in Settings → Updates, or with environment variables on servers and Docker.
• Licence checks: with a Pro licence, KopiaLens activates it online once and checks it about once a week, sending the licence and a random install number. We use this to count the installations and countries each licence is used in, to renew subscriptions, and to stop refunded or publicly shared licences. Without a licence, the weekly fetch of withdrawn licences sends nothing about you.
• Diagnostics bundles are created only when you ask for one, and leave your computer only if you send them to us. Names and paths are replaced with short codes by default, and you see the whole bundle before you download it.
• Feedback: when you send feedback from the app, we store your message, the rating and email address if you give them, and the KopiaLens version, install type and operating system. We use it to improve KopiaLens and to reply to you. Unless you untick the box when sending, we may quote your message on our website, without your name or email address.

Your IP address is not stored by the update and licence services.

Purchases

Pro licences are sold by Polar Software, Inc. ("Polar"), our merchant of record. Polar collects your payment details and billing address under its own privacy policy; we never see your card details. From Polar we receive your name, email address, country, the plan you bought and the order details, which we use to issue, renew and support your licence and to keep the records the law requires. Patreon memberships work the same way through Patreon.

The website

• Newsletter sign-ups: the email address you enter, the page you signed up from, the time, and the country your request came from. Once you confirm your address, it's used to send the KopiaLens newsletter: news, updates and backup guides.
• Visit statistics: pages viewed, the site that sent you, browser and device details, city, region and country, and which buttons were used. They show which pages help people and which don't. IP addresses aren't stored with them.
• Visit recordings: visits are recorded as a replay of what the page showed and where it was scrolled and clicked. Text typed into forms is hidden. They show where the site is confusing.
• Server logs: Cloudflare, which hosts the site, processes your IP address to deliver pages and stop abuse.

Support

When you email us, we keep your messages to answer you and to help with later questions. If you report a problem on GitHub or post in the KopiaLens Discord, those services' own terms and privacy policies apply to what you post there.

Services that process data

• Cloudflare hosts the website and the update and licence services, stores newsletter sign-ups, visit logs, usage stats and licence records, and runs the bot check (Turnstile) on sign-up forms. Cloudflare Web Analytics also counts page views, without cookies.
• Polar sells Pro licences and processes payments. Patreon handles Patreon memberships.
• PostHog (servers in the EU) records the website's anonymous visit statistics and visit recordings, without cookies for visitors in the EU and UK.
• Resend sends KopiaLens's emails, including newsletter confirmations, and records unsubscribes made from them. Zoho Mail hosts the support mailbox.
• GitHub hosts the KopiaLens downloads and issue tracker. When the site shows the repository's star count, your browser fetches it straight from GitHub.
• We get a private alert when someone visits, signs up, or clicks download or buy. It includes the page, country, city and browser, never your email address.

Nothing is sold or shared for advertising.

How long it's kept

• Usage stats: an install that hasn't checked in for 90 days is deleted; daily totals are kept.
• Licence and purchase records: for as long as the licence exists, and afterwards as long as tax and accounting rules require.
• Newsletter sign-ups: until you unsubscribe or ask for removal.
• Visit statistics: up to two years.
• Visit recordings: 30 days.
• Support emails: as long as they help us support you, unless you ask us to delete them.
• Feedback: until you ask us to delete it.

Your choices and rights

• Turn off the update check and usage stats in the app at any time.
• Every newsletter email has an unsubscribe link.
• To see, correct, export or delete what's stored about you, or to object to how it's used, email support@kopialens.com. Records we must keep by law are kept only for that purpose.
• Blocking scripts in your browser stops the website's visit statistics; the site still works.
• You can also complain to your local data protection authority.

Legal basis (EU and UK)

We process personal data to perform our contract with you (licences and purchases), to meet legal obligations (tax and accounting records), with your consent (the newsletter and feedback, which you can withdraw at any time), and for our legitimate interest in running, improving and protecting KopiaLens and its website (update checks, usage stats, visit statistics and recordings, notifications and bot checks).

Data outside your country

The services above may process data outside your country, including in the United States. Transfers of data from the EU and UK are covered by the providers' standard contractual clauses or equivalent safeguards.

Changes

If this policy changes, the date at the top changes with it.