Your data and your clients’ data, locked down.
How Koletta protects agency and client data, who can see it, and what happens to it if you cancel.
How your data is protected
Login
Two-step login with an authenticator app. Required for every user. Backup codes at setup.
Agency separation
Every agency’s data is walled off at the database level. An automatic leak test runs before every update and blocks the release if it fails.
Encryption
All traffic over HTTPS. Sensitive fields like SSNs encrypted at rest.
Audit trail
Changes to accounts are logged with who, what, when, and the before and after values. Full exports are logged too. Admins can view the log.
Sessions
Idle sessions time out. Former staff are deactivated, never deleted, so history stays intact.
Backups
Encrypted backups every night, with a weekly test restore.
Who can see your data
Your team, limited by role (Admin, Manager, Collector). On Koletta’s side, only the founder and the contracted developer, and only to run and support the system.
How AI uses your data
Koletta sends account notes and history to an AI provider to write each account’s Rundown summary. The owner’s daily briefing and demand-letter drafts go through it too. That provider is Anthropic.
Under Anthropic’s commercial terms, that data is not used to train its models, and Anthropic keeps it only for a limited time before deleting it.
If you cancel
You get a full export (details below). You can export it yourself for 30 days after cancellation. Your data is then deleted within 30 days after cancellation, and backups holding it expire after 366 days.
Commercial only
Built for B2B commercial collections. Consumer debt is not allowed on the platform.
Before this updateRelease: allowed
Each agency’s data is kept apart inside the database itself, so one agency can never see another’s accounts.
The leak test runs before every update. If it ever failed, the update would not go out.
Export and cancellation
| What the export contains | Every record: accounts, balances, debtors and guarantors, contacts, payments, notes, call history, promises, statuses, users, and the audit log, plus the letters you’ve sent. Uploaded document files are not included. |
|---|---|
| Format | CSV files (one per table) in a zip, plus a JSON copy for re-import. |
| When you can get it | Any time, from the admin Export button. |
| At cancellation | You can run the export yourself for 30 days after cancellation. |
| When deletion happens | Within 30 days after cancellation, as the Privacy Policy states. |
| Backups | Encrypted backups holding the data expire after 366 days. |
Security questions? Email santiago@koletta.com.
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