Kaeru CRM Suite is committed to protecting the privacy of the data relating to our users, and their clients. We will collect, store, use and protect any personal information that you share with us. We will not share your information with anyone, except as described in this Privacy Policy.
Throughout this Privacy Policy, we will refer to our website, applications delivered via the web, and other related services collectively as the “Service.”
This Privacy Policy does not apply to information we collect by other means than your use of the Service (including offline) or from other sources. When you sign up for Kaeru CRM Suite and use the Service you agree to accept this Privacy Policy.
We reserve the right to change this policy at any time, and if we do so, we will post changes and updates to this page. Please refer to this policy periodically to inform yourself if changes have been made.
We collect certain information through our website, located at Kaeru CRM Suite (our “Website”). This page (this “Privacy Policy”) lays out our policies and procedures surrounding the collection and handling of any such information that identifies an individual user or that could be used to contact or locate him or her (“Personally Identifiable Information” or “PII”).
Information We May Collect
We collect the following Personally Identifiable Information from users who buy our products and services: name, email address, telephone number, address, and credit card number.
In addition, upon using the Service, individual transaction data obtained from your third-party invoicing or accounting application, (“Quickbooks,” “Xero,” “Clio” etc.) information collected via the browser, user-generated content and other information uploaded to the website by the user, in conjunction with your use of the Service may be collected. Information obtained through these means that relates to the user’s client or customer to be invoiced through Kaeru CRM Suite may at times be referred to as “Third-Party Client Information” throughout this Privacy Policy.
Additional information from or about you may also be collected in other ways, including responses to customer surveys and any communications with our customer service team.
We use “cookies” so that our Website can remember you and provide you with the information you’re most likely to need. For instance, when you return to the Website, cookies identify you and prompt the site to provide your username (not your password), so you can sign in more quickly. Cookies also allow our Website to remind you of your past usage and to suggest similar products and services. Finally, we use information gained through cookies to compile statistical information about use of our Website, such as the time users spend at the site and the pages they visit most often. Those statistics do not include PII.
Our Use of Personally Identifiable Information
We use your Personally Identifiable Information to create your account, to communicate with you about products and services you’ve purchased, to offer additional products and services, and to bill you. We also use this information to the extent necessary to enforce our Website terms of service and to prevent imminent harm to persons or property.
When you use the Service, including accepting a payment, contacting customer service or requesting technical support, in addition to many other interactions with Kaeru CRM Suite, we will apply the information that we have collected. Knowing this information allows us to verify your identity, communicate with you and enforce our agreements with you, as well as secure the best possible experience for all Kaeru CRM Suite customers by ensuring compliance with applicable US state and federal laws and our own policies. We may also use this information to improve and enhance our offerings to you.
Kaeru CRM Suite may use certain information about you without identifying you as an individual to third parties. We do this for purposes such as analyzing how the Service is used, diagnosing service or technical problems, maintaining security, and personalizing content.
Protecting Personal Information
Information that can be used to identify a person is “Personally Identifiable Information.” This does not include information that has been aggregated or made anonymous. All information is securely stored on our servers in the United States. We employ the highest in industry standards to protect Personally Identifiable Information, as well as any information provided relating to your invoiced customers.
Third-party client and customer information, provided to Kaeru CRM Suite by users, shall be considered confidential and shall not be disclosed to any third party, unless required to do so by law or subpoena or if we believe that such action is necessary to conform to the law, or comply with legal process served on us. Such information shall be utilized only for the purpose for which Kaeru CRM Suite was created, which is to facilitate the billing and collection process for electronic billing of customers and clients.
Although Kaeru CRM Suite utilizes the highest reasonable levels of data security in the industry, we cannot guarantee the security of PII or other information provided to us. By using our Website, you acknowledge and agree that we make no such guarantee, and that you use our Website at your own risk.
Sharing Personal Information
Kaeru CRM Suite will not rent or sell your Personal Information to others. We may store personal information in locations outside the direct control of Kaeru CRM Suite (for instance, on servers or databases co-located with hosting providers). Kaeru CRM Suite will share your Personal Information with a limited number of Kaeru CRM Suite partners for the explicit purpose of providing services to you. If we do this, such third parties’ use of your Personal Information will be bound by terms at least as restrictive as this Privacy Policy.
As we develop our business, we may buy or sell assets or business offerings. Customer, transaction, email, and visitor information is generally one of the transferred business assets in these types of transactions. We may also transfer such information in the course of corporate divestitures, bankruptcy, mergers, or dissolution.
Except as otherwise described in this Privacy Policy, Kaeru CRM Suite will not disclose Personal Information to any third party unless required to do so by law or subpoena or if we believe that such action is necessary to:
- Conform to the law, comply with legal process served on us or our affiliates, or investigate, prevent, or take action regarding suspected or actual illegal activities.
- Enforce our User Agreement, take precautions against liability, investigate and defend ourselves against any third-party claims or allegations, assist government enforcement agencies, or protect the security or integrity of our site.
- Exercise or protect the rights, property, or personal safety of Kaeru CRM Suite, our customers, or others.
Compromise of Personal Information
In the event that personal information is compromised as a result of a breach of security, Kaeru CRM Suite will promptly notify those persons whose personal information has been compromised, in accordance with the notification procedures set forth in this Privacy Policy, by email, or as otherwise required by applicable law.
Kaeru CRM Suite shall not be liable for the transfer of any personal identification information resulting from loss or distribution of data, the delineation or corruption of storage media, power failures, natural phenomena, riots, acts of vandalism, sabotage, terrorism or any other event beyond Kaeru CRM Suite’s control.
Your Choices About Your Information
You may, of course, decline to submit personally identifiable information through the Service, in which case Kaeru CRM Suite may not be able to provide certain services to you. You may update or correct your account information at any time by logging in to your account. You can review and correct the information about you that Kaeru CRM Suite keeps on file by contacting us as described below.
Information Relating to Minors
Kaeru CRM Suite does not knowingly collect or solicit personal information from anyone under the age of 18 or knowingly allow such persons to register with our Service. If you are under 18, please do not send any information about yourself to us, including your name, address, telephone number, or email address. No one under age 18 is allowed to provide any personal information to or on Kaeru CRM Suite. In the event that we learn that we have collected personal information from a minor under age 18 without verification of parental consent, we will delete that information as quickly as possible. If you believe that we might have any information from or about a child under 18, please contact us as described below.
Links to Other Web Sites
Kaeru CRM Suite is not responsible for the practices employed by websites linked to or from our website, nor the information or content contained therein. Please remember that when you use a link to go from our website to another website, our Privacy Policy is no longer in effect. Your browsing and interaction on any other website, including those that have a link on our website, is subject to that website’s own rules and policies. Please read over those rules and policies before proceeding.
Notification Procedures
It is our policy to provide notifications, whether such notifications are required by law or are for marketing or other business related purposes, to you via email notice, written or hard copy notice, or through conspicuous posting of such notice on our website, as determined by Kaeru CRM Suite in its sole discretion. We reserve the right to determine the form and means of providing notifications to you.
Changes to Our Privacy Policy
If we change our privacy policies and procedures, we will post those changes on our website to keep you aware of what information we collect, how we use it and under what circumstances we may disclose it. Changes to this Privacy Policy are effective when they are posted on this page.
Contact
Please contact us with any questions or concerns regarding our policy.
Customer Support Team: [email protected]
1. Subscription Agreement
1.1 Initial Term
By signing a Service Agreement, Client agrees to a 12-month minimum subscription commitment. All fees for the full 12-month term remain due and payable regardless of early cancellation.
1.2 Post-Initial Term
After the initial 12-month term, the subscription converts to month-to-month unless renewed annually. Upon cancellation, access to the platform continues through the end of the current billing cycle, after which all access is discontinued unless a new subscription is initiated.
1.3 Launch & Activation Fee
A one-time, non-refundable Launch & Activation fee is due at signing. Subscription billing begins 60 days from the date of the signed Service Agreement, on either a monthly or annual schedule as selected.
1.4 Auto-Renewal
Subscriptions renew automatically at the end of each billing period at the then-current rate unless cancelled prior to the renewal date. Kaeru CX will provide renewal notices at least 30 days in advance where required by applicable law. Instructions for cancellation will be included in all renewal notices.
1.5 Pricing Stability & Modifications
Kaeru CX will not increase subscription pricing during an active 12-month term. Following the initial term, Kaeru CX reserves the right to modify pricing, features, or included services with at least 30 days’ written notice prior to the next renewal date. Client may cancel prior to the effective date of any such changes without penalty.
1.6 Sales Tax
Subscription fees and other charges may be subject to applicable state and local sales tax based on the billing address associated with your account. Tax will be applied as required by law and may change without prior notice.
2. Included Services
The Kaeru CRM Suite subscription includes the following at the base tier:
- 3 user seats and unlimited contacts*
- 2 phone lines
- $30/month messaging credit (SMS, phone, email, eligible AI tool usage)
- Up to 50,000 email sends per month
- Done-for-you Launch & Activation (see Service Agreement for full scope)
- Launch Pad Sales Automation — licensed framework (see Section 6)
- Weekly Office Hours, 24/7 chat/email support (1 business day response), tutorial library
- Mobile app access
*Unlimited contacts: Contacts stored in the system are unlimited. Subscriber-based pricing applies to contacts actively included in marketing campaigns or smart lists. If active subscribers exceed your plan tier, Kaeru CX will notify Client and the subscription will adjust accordingly.
Not included in base subscription: Additional user seats beyond 3, new custom workflows after onboarding, extended FSM field mapping, advanced pipeline branching, full custom copywriting, or additional sales team member setups. These are available as quoted add-ons.
3. Payment Terms & Billing
3.1 Non-Refundable Fees
All fees paid, including the Launch & Activation fee and subscription payments, are non-refundable once work has commenced. No refunds will be issued for unused portions of any billing period. However: (a) if no work has been performed by Kaeru CX, a full refund will be issued upon written request; (b) if termination occurs under the Mutual Respect Policy within the first 14 days prior to substantial work commencing, a full refund of the Launch & Activation fee will be issued; and (c) residents of certain states may have additional rights under applicable consumer protection laws.
3.2 Overage & Additional Fees
Your subscription includes a $30 monthly messaging credit applicable to SMS, phone calls, email sending, and eligible AI tool usage. Credits do not roll over. Once exhausted, your account will be automatically charged in $10 increments until the next monthly reset.
Additional usage-based fees may apply beyond your included credits. These include but are not limited to:
- Outgoing calls: $0.021 per minute
- Incoming calls: $0.0128 per minute
- SMS messaging: $0.0119 per segment (~840 characters; emojis and MMS may increase segments)
- Email overage: $1.00 per additional 1,000 emails beyond 50,000/month
- Call recording and storage
- Voicemail drops
- Phone number verification
- Answering machine detection
- Carrier pass-through fees
- AI tool usage (address lookup, review AI, and similar utilities)
- Any other platform-level charges assessed by GoHighLevel or third-party providers
Rates are subject to change by GoHighLevel, Twilio, or other third-party providers without prior notice. For a current and complete usage billing reference, see: suite.kaerucx.com/billing.
3.3 Late Payments
In the event of a missed payment, Kaeru CX will issue written notice to Client. If payment is not received within 7 business days of that notice, services may be suspended. If payment remains outstanding 30 days from the original notice, Kaeru CX may terminate the subscription. All fees accrued through the date of termination remain due and payable.
3.4 Chargebacks & Billing Disputes
Client agrees to contact Kaeru CX support at [email protected] to resolve any billing concerns before initiating a chargeback or dispute with their payment provider. If a chargeback is initiated for a legitimate charge, Kaeru CX reserves the right to dispute it and suspend access until resolved. Fraudulent chargebacks will result in permanent account termination and Kaeru CX reserves the right to pursue all available legal remedies.
3.5 Liability Cap
Kaeru CX’s total cumulative liability to Client under this Agreement shall not exceed the total fees paid by Client in the three (3) calendar months immediately preceding the event giving rise to the claim.
4. Cancellation & Termination
4.1 During Initial Term
The subscription may not be cancelled during the 12-month initial term. All fees for the full term remain due regardless of cancellation request.
4.2 After Initial Term
Client may cancel at any time after the initial term. Access continues through the end of the current billing cycle, then ceases unless a new subscription is started.
4.3 Termination by Kaeru CX
Kaeru CX reserves the right to suspend or terminate services with written notice for: non-payment (per Section 3.3), material breach of these T&C, violation of third-party platform terms of service, or conduct covered under the Mutual Respect Policy.
4.4 Data Upon Termination
Following cancellation or termination, Client may request an export of their data within 30 days of the termination date. After 30 days, Kaeru CX reserves the right to purge Client data from its systems. Kaeru CX will make reasonable efforts to facilitate a smooth data transition upon request. The Launch Pad license terminates immediately upon any end of the subscription relationship.
5. Data Ownership & Privacy
5.1 Client Data
All customer data, contact lists, communications data, and business information uploaded by Client remain the sole property of Client. Kaeru CX will not use, sell, or disclose Client data for any purpose outside the delivery of services described in these T&C and the associated Service Agreement.
5.2 Data Security
Kaeru CX employs industry-standard security measures including encryption in transit and at rest, access controls, and regular backups to protect Client data. While we take every reasonable precaution, Kaeru CX cannot guarantee absolute security. In the event of a data breach, Kaeru CX will notify affected clients promptly in accordance with applicable law.
5.3 Confidentiality
Kaeru CX acknowledges it may have access to confidential business information, internal processes, and proprietary data while providing services. Kaeru CX agrees to maintain strict confidentiality and will not disclose, share, or use any Client data, workflows, or strategies for any purpose outside the contracted services without explicit written Client consent.
5.4 Minors
Kaeru CRM Suite is not directed at persons under 18. Kaeru CX does not knowingly collect information from minors. If we become aware that a minor has provided information, it will be deleted promptly.
6. Intellectual Property
6.1 Launch Pad License
The Launch Pad workflows and all associated Zapier sequences are the exclusive intellectual property of Kaeru CX. They are licensed to Client solely for use during an active subscription in good standing. This license is non-exclusive, non-transferable, and terminates immediately upon cancellation, non-payment, or any other end of the subscription relationship. No transfer, export, duplication, screenshot-for-rebuild, or reproduction of Launch Pad workflows is permitted under any circumstance. Kaeru CX retains all rights to these workflows at all times.
6.2 Custom Add-On Workflows
Any additional workflows or automations built specifically for Client beyond the Launch Pad framework, for which Client has made separate payment in full, become the sole property of Client upon completion. Client may retain, modify, or transfer these assets freely upon full payment.
6.3 Platform & Third-Party Software
Kaeru CRM Suite is powered by GoHighLevel. Kaeru CX does not claim ownership over GoHighLevel, Twilio, Zapier, or any other third-party platforms used in service delivery. Client is responsible for maintaining any necessary third-party licenses and subscriptions required for ongoing functionality.
7. Client Compliance Responsibilities
Client is solely responsible for ensuring compliance with all applicable local, state, and federal laws governing their use of the platform, including:
- Telephone Consumer Protection Act (TCPA) — consent requirements for calls and SMS
- CAN-SPAM Act — email marketing compliance
- General Data Protection Regulation (GDPR) — where applicable
- California Consumer Privacy Act (CCPA) — where applicable
- State-specific telemarketing laws, including registration, consent, disclosure, and No-Call list requirements
- Any other applicable data privacy, marketing, or consumer protection laws
Kaeru CX is not responsible for any violations arising from improper use of the platform by Client or Client’s staff. Client agrees to indemnify, defend, and hold harmless Kaeru CX, its owners, employees, and affiliates from any claims, damages, legal actions, or financial losses arising from Client’s non-compliance with the above.
8. Liability, Service Availability & Limitations
8.1 Platform Notice
Kaeru CRM Suite is powered by GoHighLevel (“GHL”). Kaeru CX will coordinate with GHL to address service issues; however, third-party platform downtime, API changes, or feature deprecations are outside Kaeru CX’s direct control.
8.2 Limitation of Liability
Kaeru CX shall not be liable for any indirect, special, incidental, punitive, or consequential damages arising from use of or inability to use the Kaeru CRM Suite, even if advised of the possibility of such damages. This includes but is not limited to: loss of revenue, loss of business, loss of data, loss of leads, or reputational harm. Kaeru CX’s total liability is further limited as described in Section 3.5.
8.3 Third-Party Platforms
Kaeru CX is not liable for: CRM platform suspensions or deactivations due to third-party policy changes; service disruptions caused by carrier, hosting, or cloud provider failures; API restrictions, rate limits, or feature changes imposed by GoHighLevel, Twilio, or other providers; or any consequences arising from Client’s violation of third-party terms of service.
8.4 Force Majeure
Neither party shall be held liable for any delay or failure in performance resulting from causes beyond their reasonable control, including but not limited to: natural disasters, acts of God, acts of government or regulatory authorities, internet or infrastructure outages, power failures, pandemics, civil unrest, labor disputes, or any other event outside the affected party’s reasonable control (“Force Majeure Event”). The affected party shall provide prompt written notice to the other party and shall use commercially reasonable efforts to resume performance as soon as practicable. Subscription fees continue to accrue during a Force Majeure Event unless the event renders the platform entirely unusable for more than 14 consecutive days, in which case fees will be prorated for the period of unavailability.
8.5 Support Scope
Included support covers maintenance of the Suite and Launch Pad as originally implemented, platform bug fixes, and general platform continuity. Support does not cover: new custom workflows, redesigns or revamps of existing workflows, net-new automation implementations, or services beyond the original onboarding scope. These services are available as quoted add-ons. Requests for phone or video support beyond standard chat/email may incur additional fees, communicated in advance.
9. Mutual Respect Policy
Kaeru CX is committed to delivering services with professionalism, integrity, and genuine care. We ask that Clients extend the same courtesy to our team members and representatives.
Kaeru CX reserves the right to suspend or terminate services immediately if Client engages in any of the following:
- Abusive, harassing, threatening, or intimidating language or behavior toward any Kaeru CX team member
- Discrimination or derogatory conduct based on any protected characteristic
- Conduct that materially impairs Kaeru CX’s ability to perform contracted services
- Any behavior deemed hostile or inappropriate at Kaeru CX’s reasonable discretion
If termination under this policy occurs within the first fourteen (14) calendar days of onboarding, and prior to substantial work being performed, Kaeru CX will issue a full refund of the Launch & Activation fee. After 14 days or once substantial work has commenced, the standard non-refundable payment terms apply.
10. Governing Law & Jurisdiction
These Terms & Conditions and any associated Service Agreement shall be governed by and construed in accordance with the laws of the State of New Jersey, without regard to conflict-of-law principles. Any disputes not resolved through arbitration shall be brought exclusively in the state or federal courts located in New Jersey. Client consents to the personal jurisdiction of such courts.
11. Arbitration & Class Action Waiver
Any dispute, claim, or controversy arising out of or relating to these T&C, the Service Agreement, or Client’s use of the Kaeru CRM Suite shall be resolved through binding individual arbitration administered by the American Arbitration Association (AAA) under its Commercial Arbitration Rules. Arbitration will take place in New Jersey unless otherwise agreed in writing.
CLASS ACTION WAIVER: Client waives the right to participate in any class action lawsuit or class-wide arbitration. All proceedings shall be conducted on an individual basis only.
This arbitration provision does not apply to claims that Client may have under applicable state consumer protection laws that specifically prohibit mandatory arbitration of such claims, including the right to pursue statutory claims in court.
12. New Jersey Auto-Renewal Disclosure
Your Kaeru CRM Suite subscription will automatically renew at the end of each billing period (monthly or annually, per your selected plan) at the then-current subscription rate, unless you cancel prior to the renewal date. You will receive a renewal notice at least 30 days before your renewal date with instructions on how to cancel. To cancel, contact us at [email protected]. Cancellation during the initial 12-month term does not relieve Client of payment obligations for the full term.
13. Non-Solicitation
Client agrees not to directly solicit, recruit, or hire any Kaeru CX employee, contractor, or team member during the active subscription period and for six (6) months following its conclusion. Kaeru CX similarly agrees not to use or replicate Client’s unique business processes, proprietary information, or marketing strategies for competing clients or outside business interests.
14. General Provisions
14.1 Entire Agreement
These T&C, together with the executed Service Agreement, constitute the entire agreement between the parties with respect to the Kaeru CRM Suite and supersede all prior written or oral representations, discussions, or understandings.
14.2 Severability
If any provision of these T&C is found to be invalid, illegal, or unenforceable, the remaining provisions will continue in full force and effect.
14.3 Waiver
Failure by either party to enforce any provision of these T&C shall not constitute a waiver of that party’s right to enforce such provision in the future.
14.4 Amendments
Kaeru CX reserves the right to update these T&C at any time. Material changes will be communicated to active subscribers via email or in-platform notice at least 30 days prior to taking effect. Continued use of the platform after the effective date constitutes acceptance of the updated terms.
14.5 Contact
For questions, billing disputes, cancellation requests, or support inquiries:
- Email: [email protected]
- Phone: (908) 975-1835
- Mail: 49 Wehrli Road, Washington Township, NJ 07853
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