Privacy Policy

Kestrel WMS is a warehouse management platform operated by LumaByte (“we”, “us”) at app.kestrelwms.com.

Kestrel WMS is business-to-business software. Our direct customers are third-party logistics (3PL) and warehousing companies, who use it to manage their own clients’ inventory, orders, and shipments. In most cases we act as a processor (or “service provider”) handling data on behalf of that warehouse company, which is the controller. For our own account, billing, and support records, we act as a controller.

If you are an end customer of a warehouse that uses Kestrel WMS and you want your data corrected or deleted, please contact that warehouse first — they control it. We will support them in responding.

Account information.

Name, email address, role, and the warehouse or client account you belong to. Passwords are handled by our authentication provider and are stored only as salted hashes; we never see or store your password.

Operational data you enter or import.

Purchase orders, sales orders, shipment records, product catalogs and SKUs, inventory counts and locations, receiving and packing records, bills of lading, work orders, returns, and the invoices and charges generated from them.

Shipping addresses.

To rate, label, and track a shipment we necessarily process the recipient’s name, postal address, and where supplied a phone number or email. This information is provided to us by our customer, and is passed to the carrier or shipping platform needed to fulfil the shipment.

Integration credentials.

When you connect a third-party system, we store the credentials or OAuth tokens needed to keep that connection working. These are held in an encrypted secret store, never in an ordinary database column, and are never written to logs.

Technical and diagnostic data.

Server logs of requests to the service, including IP address, timestamp, the endpoint called, and error details. Where error monitoring is enabled, stack traces and the identifier of the signed-in user are sent to our monitoring provider so a fault can be traced to a session.

Where AI suggestions are enabled, error reports (the error message and the first lines of its stack trace) may also be sent to TypeSafe, our AI subprocessor, so we can classify and prioritize faults. This happens only while AI suggestions are enabled for every warehouse account on the service, because an error report does not say whose session produced it. We do not attach any user or account identifier, and before a report leaves, automated filtering removes email addresses, IP addresses, many phone-number formats, long numbers, UUID-style identifiers, and credentials.

That filtering works by pattern. It cannot reliably recognise names, street addresses, business and product names, or our own order numbers, so if an error message happens to include such text — for example, a name written out in the message itself — that text can be sent to TypeSafe with the report.

Cookies.

We use cookies that are strictly necessary to run the service: a session cookie issued by our authentication provider so you stay signed in, and a short-lived cookie that records which warehouse’s branding to display. We do not use advertising cookies, and we do not track you across other websites.

If a warehouse connects a QuickBooks Online company, the connection is authorized through Intuit’s OAuth 2.0 flow. We never see or store your Intuit username or password.

What we read from QuickBooks:

• Customers, to match them to accounts in Kestrel WMS
• Items and Accounts, to map billable services to the right ledger lines
• Invoices, including a fresh sync token before any update
• A periodic change-data-capture feed, so we notice edits made on the QuickBooks side

What we write to QuickBooks:

• Creating and updating customers
• Creating items
• Creating and voiding invoices generated from warehouse activity

We request only the accounting scope, and only for the company you select. We do not read payroll, and we do not access QuickBooks data for any purpose other than operating this integration for you.

Disconnecting. You may disconnect at any time from Settings → Integrations → QuickBooks, or from within QuickBooks. On disconnect we call Intuit’s Revoke Access API to terminate the authorization at Intuit and delete the stored access and refresh tokens. Records already written to your QuickBooks company remain in QuickBooks and are yours; disconnecting does not alter them.

We use the information described above only to:

• Provide, operate, and secure the service
• Authenticate users and enforce access controls between accounts
• Run the integrations a customer has chosen to connect
• Calculate storage, handling, and shipping charges, and produce invoices
• Send transactional email such as invitations and operational notifications
• Where AI suggestions are enabled for a warehouse account, suggest product categories and flag product records that need more detail, shown to that warehouse’s staff
• Diagnose faults and improve reliability
• Comply with legal obligations

We do not sell personal information, share it for cross-context behavioural advertising, or use customer data to train machine-learning models. TypeSafe, the AI subprocessor we use, states that it does not train or fine-tune any model on the data we send it.

We share data with service providers who process it on our behalf, under contract, and only to deliver the service:

• Google Cloud Platform — Application hosting (Cloud Run, us-central1) and log storage
• Vercel — Web application hosting and content delivery
• Supabase — Database, authentication, file storage, and encrypted secret storage
• Upstash — Redis-backed background job queues
• Resend — Transactional email (invitations, notifications)
• Sentry — Application error monitoring, where enabled
• TypeSafe AI, Inc. — AI suggestions for product catalog data, where enabled for an account, and triage of scrubbed error reports

We also transmit data to systems a customer chooses to connect. These receive data because of that choice, and their own terms and privacy policies govern what they then do with it:

• Intuit (QuickBooks Online) — Accounting sync — customers, items, and invoices
• ShipStation — Shipping rates, labels, and order import
• UPS, USPS, FedEx — Carrier rating, label purchase, and tracking
• Shopify, Amazon Selling Partner API — Sales-channel order import

We may also disclose information if required by law, to enforce our agreements, or to protect the rights and safety of our users. If we are involved in a merger or acquisition, data may transfer as part of that transaction; we will give notice before it becomes subject to a different privacy policy.

The service is hosted in the United States. Our application servers run in Google Cloud’s us-central1 region, and our database and authentication are hosted in the United States. TypeSafe, our AI subprocessor, processes the data we send it in the United States. If you access the service from outside the United States, you are transferring data to the United States.

• All traffic to the service is encrypted in transit with TLS.
• Integration credentials and OAuth tokens are stored in an encrypted secret store, are never logged, and are never returned to the browser.
• API keys we issue are stored only as SHA-256 hashes. The plaintext key is shown once, at creation, and cannot be retrieved afterwards.
• Every record is scoped to the warehouse that owns it, and access between accounts is enforced on every request.
• Access to production systems is limited to personnel who need it.

No system is perfectly secure. If we become aware of a breach affecting your data, we will notify the affected customer without undue delay and in line with applicable law.

We retain operational records for as long as the customer’s account is active, because warehouse, billing, and shipment history is the working record of the business. Financial and audit records may be kept longer where law requires it.

On termination, a customer may request export or deletion of their data by writing to info@lumatechlab.com. Integration credentials are deleted immediately when the integration is disconnected. Backups age out on their own schedule and are deleted in the ordinary course.

Where we use TypeSafe, the service keeps its answers, linked to the record they describe, and does not store a separate copy of the text that was sent to it. If AI suggestions are turned off for an account, we stop sending its data, and answers already stored remain with the record until it is deleted.

Depending on where you live, you may have the right to access, correct, delete, or export your personal information, to object to or restrict certain processing, and to withdraw consent. California residents have the rights described in the CCPA/CPRA, including the right not to be discriminated against for exercising them; note that we do not sell or share personal information as those terms are defined there.

To exercise a right, email info@lumatechlab.com. If the data belongs to a warehouse that uses Kestrel WMS, we will refer your request to them and assist as their processor.

Kestrel WMS is a business tool and is not directed to children. We do not knowingly collect personal information from anyone under 16.

We may update this policy. When we do, we will revise the “Last updated” date above. If a change materially affects how we handle personal information, we will give notice through the service or by email before it takes effect.

Questions about this policy or about how we handle data can be sent to info@lumatechlab.com.