Privacy and data: Retainer Wallet

Last updated: 10 November 2026

This page adds the details for Retainer Wallet to the privacy policy of Kayabyte apps for HubSpot. Kayabyte is the trading name of Caner Kaya, Stasjonsveien 64, 0771 Oslo, Norway. For data in your HubSpot account you are the controller and Kayabyte is the processor.

What the app reads

Companies (ID, name, owner, and the Retainer Wallet properties), tickets (ID, subject, priority, associations to companies) and deals (ID, name, associations to companies), what it needs to find a record’s primary company and show its balance. Ticket subjects and deal names are read only to print them on a client statement. Pipelines and stages (for the top-up deal) and owners (name, email, user ID).

What the app stores

The app keeps its own records, because the balance is calculated from them:

• Retainers: name, client company ID and name, type, hours, dates, rate, currency, rounding, rollover rule, thresholds, multipliers and top-up deal settings.
• Blocks of hours for each retainer: hours, start and expiry dates.
• Time entries: the date, minutes (as logged, rounded and charged), the description you type, whether it is billable, the HubSpot user ID and user name of the person who logged it (the email address if no name is found), the record (type and ID) and the ticket priority when logged.
• Running timers: the user, the record, the start time and the description.
• Period summaries (hours purchased, used, carried, overage) and a ledger that prevents a second top-up deal.
• Account details, encrypted OAuth tokens, the installing user’s email address, app admins’ HubSpot user IDs, a hash of the last values written to each record, caches of pipelines and owners (names and emails), the last 50 job results, and counts of distinct users per month (user IDs).
• Billing records for paid plans, in our database and at Stripe.

Time entry descriptions are free text that you and your colleagues write: do not put personal data in them that you do not want stored. Contacts, email content and call recordings are not read or stored.

Retention

Retainers, time entries and the rest are kept while the app is installed; the app does not delete entries on its own. When the app is disconnected from its settings, all of this is deleted at once. After an uninstall in HubSpot, the app normally learns of it within an hour and deletes the data then; at the latest it is deleted the next time the app tries to use the connection. The install record without tokens (account ID, plan) and the licence record are kept 30 days after uninstall. The record that a trial was used is kept until about 13 months after the trial ended, so a reinstall does not give a second trial. Statement files (see Statements) are deleted after a day. Counts of API calls (no personal data) are kept 90 days and install-source counts (no account or personal data) 90 days. Stripe keeps billing records as the law requires.

Email

Retainer Wallet sends no email. Balance warnings are a company property and notes on the HubSpot timeline; any notification is made by your own HubSpot workflows.

Statements

A client statement is a file or page you create from the company card on Pro. It shows the time entries in the period you pick, with the description, the name of the person who logged it (never an email address) and the record by name (ticket subject, deal name or company name). Long statements are built in the background and stored, with those names, until the next day, then deleted. The link works for 30 minutes and anyone who has it can open the page, so share the file, not the link.

Who sees what

Everyone in your HubSpot account who can open the card sees the retainer balance and the recent time entries of that company, whatever their HubSpot record permissions. Only app admins manage retainers and plans. An entry can be edited by the person who logged it and by app admins.

Sub-processors

See sub-processors: Cloudflare (hosting, database) and Stripe (payments).

Your rights and questions

support@kayabyte.dev. We don’t sell data, share it, use it for advertising or use it to train AI models.