Everyone sees only their part. Every change has a name.

Nobody at Keelvy can read your password. And nobody here opens your account unless you approve it.

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What happens to your password, your files and your history

✓PASSWORDSYour password is never stored as you typed it. Sign-in keeps only a scrambled fingerprint of it that nobody can read back, us included.

✓ON THE WAYEverything you send and receive is locked on the way, so nobody in between can read it. An unlocked connection is switched to a locked one. You always see the padlock in your browser.

✓WHILE STOREDEach account’s data is kept apart from every other. Keys to your shops and services are stored encrypted, and photos and files go out on links that expire.

✓OUR STAFFNobody at Keelvy browses your account. If support needs to look, they ask first. You approve it for a limited time, a red banner shows who’s inside, and you can end it early. Every visit goes into your change history.

✓WHO CHANGED WHATEvery change shows who made it, when, and what it said before. People and the AI assistant are logged the same way.

✓NOTHING VANISHESRemove something and it goes to the archive. You can bring it back.

✓BACKUPSWe keep dated copies of your data in separate storage. Nobody can delete them before their time is up, us included. If you need data put back as it was at an earlier moment, we restore it for you.

✓TAKE IT ALLDownload the whole catalog, every file and every document in one archive, whenever you want. No need to ask us.

✓APPROVAL QUEUESensitive changes wait until a person confirms them. On the higher plans.*

✓A SECOND CHECK AT SIGN-INA second check at sign-in is optional: turn it on for yourself, or require it of any member. Recovery codes cover a lost phone, and the most sensitive screens ask again, so a laptop left open doesn’t open everything.

✓WHERE IT LIVESThe app and your working data run in the European Union. Every other service that handles your data is listed on our subprocessors page.

* SEE THE PRICING PAGE FOR WHICH PLANS HAVE THE APPROVAL QUEUE

What your IT adviser will ask, answered

If your accountant or IT adviser asks how Keelvy looks after data, hand them this list.

✓ONE VERSION OF EACH PRODUCT · MASTER DATA MANAGEMENTEach product is described once. Every channel, document and price list reads that one description, so nothing goes stale. A supplier’s or marketplace’s own code sits next to yours, so an outside number never makes a duplicate.

✓GAPS SHOW THEMSELVES · DATA QUALITYA product shows what it’s missing: a photo, a price on a channel where it’s for sale, details. You can hold off publishing until it’s complete by your own rules.

✓WHERE EVERYTHING CAME FROM · DATA LINEAGEOn Retailer, Business and Scale, every delivery comes in with a batch number, and every finished batch keeps a list of what went into it. To see which batch reached which order, you look it up instead of piecing it together afterward.

✓WHO CHANGED WHAT · AUDIT TRAILEvery change shows who, when, and what it said before. People and the AI assistant are logged the same way, automatically. History is kept as long as your plan says, up to three years.

✓WHO SEES WHAT · ROLE-BASED ACCESS CONTROLFinance, cost, purchasing, sales and wages each have their own switch, down to a single permission. What someone may not see never reaches their screen at all.

✓SEGREGATION OF DUTIESPrice and publishing changes can need a second person before they go through. On the higher plans the same queue holds what an AI agent suggests: the agent proposes, a person decides.

✓KEEPING AND DELETING · RETENTION AND ERASURERemoved items go to the archive and can come back. Ask us to delete your data and we will, within the periods in the privacy policy, backups included once their time is up.

✓TAKING IT WITH YOU · PORTABILITYThe whole catalog, every file and every document, whenever you want, with no need to ask us. Your files are also copied to a Google Drive you own and kept up to date.

✓THE ASSISTANT ANSWERS TO A PERSON · AI ASSISTANT ACCOUNTABILITYAn AI assistant can do only what the person who connected it can do. Every change it makes carries that person’s name in the history. Disconnect it and it stops at its next request.

Where this stops, so nobody buys the wrong thing. Keelvy looks after your products and the work around them: catalog, photos, prices, stock, orders and what was made from what. It isn’t a CRM: it connects to HubSpot or Zoho for your customer list. It keeps light books of its own, and sends invoices to QuickBooks Online or Xero if your accountant works there. A very large company with its own data team will need other tools alongside. A growing business that wants one trusted version of each product is who it’s built for.

Each department sees only what it needs.

Your production lead sees recipes and materials. Your salespeople see customers and prices. You decide by role and seniority whether cost and margin show up at all, in a couple of clicks. A number someone shouldn’t see never reaches their screen.

See the plans

What each product costs to makeMANAGERS ONLY, IF YOU LIKE

Margin and profit per orderMANAGERS ONLY, IF YOU LIKE

Supplier prices and purchasingTHE BUYING TEAM

Customers, orders and pricesTHE SALES TEAM

Recipes and productionTHE WORKSHOP

Hours and wagesWHOEVER RUNS PAYROLL

The assistant never gets more rights than the person who connected it.

The assistant is off until you turn it on for your account. Once it’s on, it works within the permissions of the person who connected it, never wider. Every change it makes carries that person’s name in the history, with what was there before.

Disconnect it and it stops at its next request. On Retailer and Scale, its changes can wait for a person to confirm first: the assistant proposes, a person decides.

How the connection works