Privacy policy.

This policy covers kirk-co.com and Kirk One, the Kirk & Co. CRM and client portal application at app.kirk-co.com, including every service a Kirk One account can connect to it. Kirk Web Design operates its own site at kirkwebdesign.com with its own policy. Your use of Kirk One is also governed by our Terms of Service and End-User License Agreement.

Who is responsible for what

For your Kirk One account and for this site, Kirk & Co. L.L.C. decides how information is used. The records a business keeps in Kirk One about its own customers (leads, clients, messages, jobs, invoices) belong to that business: we store and process them only to provide Kirk One to it, on its instructions. If you are a customer of a business that uses Kirk One, contact that business first about your information; we will help it answer you.

Information you give us

When you contact us, we collect the name, email address, company, phone number and message you submit. We use it to respond to your question and keep a record of the conversation. We do not sell it.

The Kirk One signup page asks for an email address, password and plan choice, and records when you accept the Terms and Privacy Policy. You can instead sign up or sign in with Google, which shares your name, your email address and whether Google has verified it; we never receive your Google password. Stripe-hosted Checkout then collects your payment method, and your seven-day trial begins when Checkout is complete.

Inside the application you can add your business name and logo, and the names and email addresses of team members you give their own sign-in; we email each of them a link to set their own password. We keep your name and email address for as long as the account exists; they identify you in the product, appear on anything you are sent, and are how we reach you about your account.

When an account is created, a record of it (name, email address and the plan chosen) is also added to Kirk & Co.'s own customer list, and an internal notification is sent to our admin address. It is used to contact you about your account and your trial; it is not shared with anyone else.

The page where you choose or confirm your plan offers an optional tick box consenting to contact for promotions and updates. It is entirely optional, has no effect on your account, and is recorded with the date you gave it. To withdraw it, email kirk@kirk-co.com and we will remove you from that list.

Information in the portal and CRM

If you hold an account, we store your email address, display name, role, selected plan, trial dates, Stripe customer and subscription identifiers, terms-acceptance record, two-step verification settings and a hashed password; we never store passwords in readable form or store full card details. Each Kirk One account has a separate workspace, and its records are kept isolated from every other account's.

The records you and your team enter (leads, clients, contacts, service locations, jobs, visits, appointments, tasks, notes, estimates, invoices, time and costs, files) are stored in your workspace, together with an activity log of who changed what and when.

Live Chat (email and texts). If you connect a mailbox, we store its address and server settings, and its password encrypted at rest. Kirk One checks that mailbox for new mail every few minutes and saves only messages whose sender exactly matches the email address of a lead or client in your workspace; every other message is left in your mailbox and is not stored. Messages you send from a contact's record go out through that mailbox and are saved on the record. Texts sent and received through your texting number are saved on the contact's record the same way.

Customer portal and forms. If a business invites its customers to its portal, we store each customer's email address, the one-time sign-in links we send them, what they are allowed to see, the files and requests they share, and their approvals. Submissions to a business's online forms and booking pages are stored in that business's workspace.

Clock-in location. If a business switches on clock-ins on the calendar, starting a timer (clocking in) asks your browser for your location. Your browser asks your permission first; if you decline, the timer still starts, without a location. When you allow it, we store the point your device reports, how accurate it says it is, and the time, with that time entry. It is shown to you and to the people in your business who approve your time, as a link to the place on Google Maps. It is captured only at the moment you clock in: Kirk One never tracks your location continuously or in the background.

Services you choose to connect

Each connection below is off until the account owner (or, for a personal calendar, the person) connects it. Access tokens are stored encrypted, are used only by our servers, and are deleted when the service is disconnected. Each provider's own privacy policy also applies to what you do with it.

• QuickBooks Online (Intuit). When you connect your company, we read its company details and the lists you choose from (accounts, products and services, tax codes, customers to match), and changes to the records Kirk One exported. When you confirm an export, we create or update customers, invoices, payments and costs in your company. Kirk One never asks QuickBooks to email your customers, and nothing is sent to QuickBooks until you confirm. We keep the links between Kirk One records and QuickBooks records and a log of what was exported. Disconnecting revokes our access.
• Google Calendar. If you connect your own calendar, we read the list of your calendars (so you can choose one), when you are busy (start and end times only, never what an event is or who is in it, so customers cannot book you then), and the events Kirk One itself added. We add your confirmed Kirk One appointments to the calendar you choose, without guests, and never change or delete any other event.
• Google Business Profile. If the owner connects the Google account that manages the business's profile, we read its business locations, profile details, reviews and search and map performance figures, and we post a reply to a review only when the owner presses Post reply.
• Google Analytics and Search Console. For properties explicitly connected, we read summarized traffic and search performance to show on the dashboard.
• Google Maps Platform. If maps are switched on, the addresses of service locations are sent to Google to find them on the map, and map images are made from those points. If weather warnings are switched on, we send Google the approximate location (rounded to about a kilometre) of upcoming job visits, never an address, name or account, to get the forecast and public weather alerts there.
• Facebook and Messenger (Meta). If the owner connects a Facebook Page, we receive the messages people send that Page, each sender's Page-scoped ID and the name Facebook shows for them, attachments, lead form answers, and the Page's posts, comments and performance figures. Replies, posts and comment actions are sent only when a person in the business sends them. Message content is kept under the retention periods the business sets. A person who removes our app in their Facebook settings, or asks Meta to delete their data, is handled by our data deletion callback, which erases their conversations and gives them a confirmation code; anyone can also ask us directly.
• Twilio (text messages). If the business adds its texting number, we send its texts through its own Twilio account, with the recipient's number and the text. We store the number's credentials encrypted, each text and its delivery status, and each customer's recorded consent and opt-outs (STOP).
• Stripe Connect. If you connect your own Stripe account, we store the connected account identifier and a copy of the invoices and payment status for the customers you link, so they appear on the right client.
• Webhooks. If the owner adds a webhook address, the business events they choose are sent, signed, to that address. Where they go from there is the business's choice.

Google user data

Kirk One's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. In particular, information from your Google account (sign-in, Calendar, Business Profile, Analytics) is used only to provide the features you connected it for and that you can see in Kirk One; it is never sold, never used for advertising, never used to train AI or machine-learning models, and never read by a person at Kirk & Co. unless you ask us to (for support), it is needed for security, or the law requires it. You can remove Kirk One's access at any time in Kirk One (Settings, Integrations or Calendar) or at myaccount.google.com/permissions.

AI

Kirk One sends nothing to an AI provider unless a business switches on AI assistance for its Facebook messages. It then sends recent message text to OpenAI to pick out details such as the service wanted, the place and the timing. Nothing is ever sent to a customer without a person sending it. Under OpenAI's API terms, what we send is not used to train OpenAI's models. Information from Google APIs and from QuickBooks is never sent to an AI provider.

Information collected automatically

This site uses Google Analytics with IP anonymization enabled to understand general traffic patterns. Our servers also keep standard access logs, which include IP addresses, for security and diagnostics. To stop automated account creation, signups from known Tor exit nodes are refused, checked against the Tor Project's public list.

Service providers

Beyond the connections you choose (above), we rely on a small number of providers, each receiving only what their function requires:

• Stripe, for hosted subscription Checkout, secure payment-method storage, recurring billing and invoices. We send Stripe the account email, selected plan and internal account identifiers needed to connect the subscription; card details go directly to Stripe and never reach our servers.
• Google Workspace (Gmail), which delivers account email such as sign-in links, password resets, setup emails and notifications, and the messages you send us.
• Google Sign-In, if you choose to sign up or sign in with Google.
• OpenAI, only as described under AI.
• Our hosting provider, which runs the servers and database the site and application use.

We do not sell personal information and do not share it for advertising. We disclose information otherwise only if the law requires it, to protect the rights and safety of people or of the service, or to a successor if the business is transferred, under this policy.

Cookies and sessions

Signing in sets a session cookie so the application knows who you are between requests. Beyond that, your own browser keeps a few small preferences that are never sent to us, such as having dismissed a setup checklist or banner, and, only if you turn it on for a device, a copy of your day in Today on a phone for working without signal. Google Analytics sets its own cookies on kirk-co.com. Blocking cookies in your browser will prevent you from staying signed in.

How long we keep information

Inquiries and account records are kept while there is an active or prospective business relationship, and afterwards only as long as needed for legal, tax or accounting purposes. A business's records are kept while its account exists; it can delete records, and ask us to delete its workspace, when it leaves. Facebook message content follows the retention periods the business sets. Access tokens for connected services are deleted when they are disconnected. Nightly database backups are kept for 14 days and then deleted. You can ask us to delete information we are not required to retain.

How information is protected

Traffic is served over HTTPS; passwords are hashed; mailbox passwords, texting credentials and connected services' tokens are encrypted at rest; two-step verification is available for every account; each workspace's records are isolated; administrative functions require an authenticated account with the appropriate role; and access to production systems is limited to Kirk & Co. No system is perfectly secure, and we do not claim otherwise. If a breach affects your information, we will tell you as the law requires.

Your choices

You can ask what we hold about you, ask for a copy or corrections, ask for deletion where we are not required to keep it, disconnect any connected service at any time, decline location when your browser asks, or opt out of analytics using your browser’s controls or an opt-out extension. Customers who receive texts can reply STOP at any time. Email kirk@kirk-co.com.

Children

This site and the CRM are intended for businesses. We do not knowingly collect information from children under 13.

Changes

If this policy changes materially we will update the date above.

Contact

Kirk & Co. L.L.C., Vincennes, Indiana · kirk@kirk-co.com · 812-690-1753