Privacy policy.

This policy covers kirk-co.com and Kirk One, the Kirk & Co. CRM and client portal application at app.kirk-co.com. Kirk Web Design operates its own site at kirkwebdesign.com with its own policy.

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 or access to anything else in your Google account. 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 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. This is how a new customer reaches a person rather than sitting in a log. 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. Leaving it unticked later never withdraws consent you have already given. 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, and a hashed password; we never store passwords in readable form or store full card details. Each Kirk One account is assigned a separate workspace identifier used to keep its records isolated from other accounts.

The records you and your team enter (leads, clients, jobs, notes, pipeline stages and payment status) are stored in your workspace, together with an activity log of who changed what and when.

Live Chat. 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.

Payments. 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.

Where an account is linked to a business we work with, the system also holds business and contact details, project notes, invoices and payment status, and summarized website and search performance for properties that have been explicitly connected.

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.

Third-party services

We rely on a small number of providers, each receiving only what their function requires:

• Google Analytics and Search Console, for site and search performance reporting.
• 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.
• Stripe Connect, if you choose to connect your own Stripe account to show invoices and payments.
• Google Workspace (Gmail), which delivers account email such as password resets and the messages you send us.
• Google Sign-In, if you choose to sign up or sign in with Google.
• Our hosting provider, which runs the servers and database the site and application use.

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. 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. You can ask us to delete information we are not required to retain. Nightly database backups are kept for 14 days and then deleted.

How information is protected

Traffic is served over HTTPS, passwords are hashed, connected mailbox passwords are encrypted, 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.

Your choices

You can ask what we hold about you, ask for corrections, ask for deletion where we are not required to keep it, or opt out of analytics using your browser’s controls or an opt-out extension. 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