Legal
Privacy Policy
This Privacy Policy explains how Next Reality Labs LLC d/b/a Kaseload ("Kaseload," "we," "us," or "our") collects, uses, discloses, and protects personal information in connection with our website and the Kaseload service (together, the "Service"). It applies to visitors to our website, to the tax and accounting firms that subscribe to the Service ("Customers"), and to individuals authorized to use it.
Two different roles. When we handle information about our own website visitors and account holders, we act as a business or controller and this Policy governs. When we process tax documents and taxpayer information that a Customer or its clients submit to the Service, we act as a service provider or processor on that Customer's behalf and under that Customer's instructions. In that case the Customer's own privacy notice governs the underlying relationship with the taxpayer, and taxpayers should direct requests to their tax professional.
1. Information We Collect
We collect the following categories of information:
- Account and contact information — name, business email address, practice or firm name, professional credential, approximate annual return volume, job title, and similar details you provide when you request a demo, join our waitlist, book a call, or create an account.
- Billing information — subscription plan, transaction history, and billing contact. Payment card details are collected and stored directly by our payment processor; we do not store full card numbers.
- Customer Data — the documents and information that Customers and their clients submit to the Service, which typically include tax forms and other sensitive personal and financial information about taxpayers, such as names, addresses, taxpayer identification numbers, income, and account details.
- Usage and device information — IP address, browser and device type, operating system, pages viewed, referring URL, timestamps, feature usage, and diagnostic and error data.
- Communications — the content of emails, support requests, feedback, and call notes when you contact us or participate in a pilot or feedback program.
- Cookies and similar technologies — as described in Section 9.
2. How We Use Information
We use personal information to:
- provide, operate, maintain, secure, and support the Service;
- create and administer accounts, authenticate users, and process payments;
- classify, extract information from, rename, file, and reconcile documents, and send reminders, in each case at the Customer's direction;
- respond to enquiries, provide customer support, and communicate about the Service, including service, security, and billing notices;
- monitor, troubleshoot, analyze, and improve the Service, including its reliability, security, and performance;
- send marketing communications about Kaseload where permitted, from which you may unsubscribe at any time; and
- comply with legal obligations, enforce our agreements, and establish, exercise, or defend legal claims.
3. Machine Learning and Model Training
We do not use the contents of Customer Data — including tax documents and taxpayer information — to train, fine-tune, or otherwise improve generally available machine learning models, whether our own or those of third parties, and we contractually require our model providers not to do so with data we send them.
We do use Usage Data, and data that has been aggregated or de-identified so that it no longer identifies any individual, Customer, or taxpayer, to measure and improve the accuracy and performance of the Service. Where a Customer expressly opts in — for example, by providing sample documents during a pilot — we may use the specific materials covered by that opt-in for the purposes described at the time, and the Customer may withdraw that permission prospectively.
4. How We Disclose Information
We do not sell personal information, and we do not share it for cross-context behavioral advertising, as those terms are defined under applicable US state privacy laws. We disclose information only as follows:
- Service providers and subprocessors — cloud hosting and storage, machine learning model providers, payment processing, email delivery, error monitoring, analytics, and customer support tooling, each bound by contract to use the information only to provide services to us and to protect it appropriately.
- Within a Customer's account — information submitted through the Service is accessible to the Customer and to the Authorized Users the Customer designates. Customers control access within their own account.
- Legal and safety — where we believe in good faith that disclosure is required by law, subpoena, or other legal process, or is necessary to protect the rights, property, or safety of Kaseload, our Customers, or the public, or to investigate fraud or a security incident.
- Business transfers — in connection with a merger, acquisition, financing, reorganization, or sale of all or part of our business, subject to the acquirer honoring this Policy for the information transferred.
- With your direction or consent — where you ask us to share information with a third party.
5. Security
We maintain administrative, technical, and physical safeguards designed to protect personal information, including encryption of data in transit and at rest, access controls and least-privilege permissions, expiring upload links, logging, and periodic review of our practices and those of our subprocessors.
No method of transmission or storage is completely secure, and we cannot guarantee absolute security. Customers are responsible for configuring their accounts appropriately, managing Authorized User access, and safeguarding their credentials. Customers subject to the FTC Safeguards Rule remain responsible for their own information security program.
6. Retention
We retain personal information for as long as needed for the purposes described in this Policy. Customer Data is retained for the duration of the Customer's subscription and, following termination, for a thirty (30) day export window, after which it is deleted in the ordinary course, subject to backup retention cycles and any legal or regulatory obligation to retain it. Account, billing, and communications records are retained as needed to run our business and meet legal, tax, and audit obligations. Aggregated and de-identified data may be retained indefinitely.
7. Your Privacy Rights
Depending on where you live, you may have the right to request access to the personal information we hold about you, to request correction or deletion, to obtain a portable copy, to opt out of the sale or sharing of personal information or of profiling with legal effects (we do not engage in these), and to be free from discrimination for exercising these rights. Residents of California, Colorado, Connecticut, Virginia, Utah, Texas, Florida, and other states with comparable laws may have some or all of these rights.
To exercise a right, write to public@nextword.dev. We will verify your request using the information we already hold and will respond within the period required by applicable law. You may use an authorized agent where the law permits. If we decline a request, you may appeal by replying to our response with the word "Appeal"; we will inform you of the outcome and, where applicable, of your right to contact your state attorney general.
If your information was submitted to the Service by a tax or accounting firm, we act on that firm's behalf. Please direct your request to that firm, and we will assist them in responding.
8. Children's Privacy
The Service is a business tool and is not directed to children. We do not knowingly collect personal information directly from children under 18. Tax documents submitted by a Customer may contain information about dependents, including minors; we process that information solely as a service provider at the Customer's direction. If you believe we have collected information from a child in error, contact public@nextword.dev and we will delete it.
10. United States Only
The Service is intended for use by businesses located in the United States, and all information is processed and stored in the United States. We do not offer the Service to individuals in the European Economic Area, the United Kingdom, or Switzerland. If you access the Service from outside the United States, you do so on your own initiative and are responsible for compliance with local law.
11. Changes to This Policy
We may update this Policy from time to time. We will post the updated Policy with a new effective date and, where the change is material, provide additional notice by email or in the Service. Continued use of the Service after the effective date constitutes acceptance.
12. Contact
Questions, requests, or complaints about this Policy may be sent to public@nextword.dev, addressed to Next Reality Labs LLC d/b/a Kaseload.
Kaseload is a product of Next Reality Labs LLC, a Delaware limited liability company. Contact: public@nextword.dev.