1. Who we are
KoiKeep is a pond journal for koi keepers. It is made and run by Peter Chan, an independent developer based in California, USA ("we", "us"). This policy explains what information the KoiKeep mobile app and this website collect, why, where it is kept, and the choices you have. If anything here is unclear, email support@mykoikeep.com.
2. Using the app without an account
You can look around a sample pond, read the care articles and glossary, browse the koi variety catalog and use the pond calculators without signing in. We don't ask for any personal information to do that, and nothing you do in those parts of the app is saved to an account.
3. Information we collect
When you create an account and use KoiKeep, we store the following:
- Account details: your email address and, if you add one, a display name. If you sign up with an email and password, the password is handled by our sign-in provider and stored only in scrambled (hashed) form. We never see it.
- Details from Google or Apple: if you choose Sign in with Google, we receive your name, email address and a link to your Google profile photo. If you choose Sign in with Apple, we receive your email address (or a private relay address, if you choose to hide yours) and your name if you choose to share it.
- Your pond records: everything you add in the app, including:
- ponds: name, size, the city and state you type in, and an optional photo
- water tests: readings such as pH, ammonia, nitrite, nitrate, phosphate, KH, salinity and temperatures, plus the date and any notes
- journal entries and pond memories (photos and videos with a title)
- your koi: nickname, variety, status, notes, birth and purchase dates, the price you paid if you enter it, and photos and short video clips
- koi varieties you add yourself, and the varieties you mark as favourites
- reminders: title, notes, schedule, time zone and the categories you create
- preferences such as your temperature unit and which tiles show on your home screen
- A notification token: after you sign in, the app asks whether it may send you notifications. If you allow it, a token that identifies the app on your device (issued by Expo's push notification service) is saved to your account so notifications can reach that device. Signing out removes it. You can turn notifications off at any time in your phone's settings.
- Subscription status: whether you're in your free trial or have an active subscription. Payment is handled entirely by Apple or Google, and we never receive your card details.
- Messages you send us: if you email us, we keep the email so we can reply.
What we don't collect. KoiKeep doesn't use your device's location (the city and state on a pond are only what you type in). It doesn't read your contacts, show ads, or include analytics or tracking tools. The app only uses your camera and photo library when you choose to add a photo or video, and only the items you pick are uploaded. Your light or dark theme choice is stored on your phone, not on our servers.
4. How we use your information
We use your information only to run KoiKeep for you:
- to show your ponds, water history, charts, koi, journal, memories and reminders, and keep them in sync on any phone where you sign in
- to send account emails: confirming your email address, resetting your password, and a one-time welcome email when you join
- to send notifications to your device, if you allow them
- to manage your free trial and subscription
- to answer your support requests and keep the service secure
We do not sell your personal information, share it with advertisers, or use it to build advertising profiles.
5. Where your data is stored and who helps us
A small number of companies help us run KoiKeep. Each one only gets the information it needs to do its job, and each handles it under its own privacy policy:
- Supabase: sign-in, our database, and storage for your photos and videos. This is where your account and pond records live. Your photos and videos are kept in a private storage area. Only your account can open them, and the app shows them through links that expire after an hour.
- Google Cloud: runs our small server, which sends the welcome email (it receives your email address and display name to do so).
- Resend: delivers our emails.
- Expo: issues the notification token described above and relays notifications to Apple's and Google's push services.
- Google and Apple: only if you choose to sign in with them. They also run the App Store and Google Play, where you download the app and pay for a subscription.
- Cloudflare: hosts this website. Like any web host, it handles basic request information (such as your IP address) to deliver pages. This website doesn't use cookies or analytics.
These providers may process data in the United States and other countries where they operate.
6. How long we keep it, and deleting it
We keep your information for as long as you have an account. You can delete your account yourself, at any time, inside the app: go to Profile → Password & account → Delete Account. This permanently deletes your account, every pond record listed above, and all the photos and videos you uploaded, straight away. If you can't get into the app, email us instead. Our data deletion page explains both options.
After deletion, copies may remain in our hosting provider's encrypted backups for a short time until those backups are overwritten. Support emails are kept only as long as we need them to help you. Deleting your account does not cancel a subscription. Cancel it in your App Store or Google Play settings, and note that Apple and Google keep their own purchase records.
7. Security
Everything sent between the app and our servers is encrypted in transit (TLS), and our hosting provider encrypts stored data at rest. Database access rules mean an account can only read and change its own records, and uploaded files sit in a private storage area that only their owner can open. No system is perfectly secure, but we work to protect your information and keep only what the app needs.
8. Children
KoiKeep is not meant for children under 13, and you must be at least 13 to create an account. We don't knowingly collect personal information from children under 13. If you believe a child has given us personal information, email us and we will delete it.
9. Your rights and choices
You can see and change most of your information directly in the app, and you can delete all of it with the in-app Delete Account option. You can also email support@mykoikeep.com to ask for a copy of your data, a correction, or deletion. Depending on where you live (for example, California, or the EU and UK), the law may give you these rights formally. We will honour them wherever you live.
If you're in the EU or UK: we use your information because we need it to provide the service you signed up for, because it is in our legitimate interest to keep the service secure and answer your messages, and, for notifications, because you agreed to them. You can also complain to your local data protection authority.
10. Changes to this policy
If we change this policy, we'll update the date at the top of this page. If the change is significant, we'll also let you know in the app.
11. Contact
Questions about this policy or your data? Email support@mykoikeep.com.