Privacy Policy

Information we collect

If you contact us, we collect the information you provide, such as your name, email address, and phone number. If you book a meeting, our scheduling provider collects the details needed to arrange it. The public listings experience may process the searches, filters, and pages you request to return the results you ask to see.

Our hosting and other service providers may automatically receive standard technical information, such as your IP address, browser and device type, pages requested, referring page, and timestamps. We use this information to deliver, maintain, and protect the site.

How we use information

We use information to:

• respond to inquiries and arrange meetings;
• operate, maintain, and improve the site;
• detect spam, scraping, fraud, security threats, and other misuse; and
• comply with legal obligations and protect our rights.

Optional PostHog analytics is based on your consent. We process information needed to provide the service and respond to your requests, protect the site against misuse based on our legitimate interests, and meet applicable legal obligations.

How we share information

We share information with service providers that help us host and secure the site, store contact submissions, provide scheduling, and operate public listings and maps. These providers may use information only to provide their services to us or as otherwise described in their own privacy policies. Our scheduling is provided by Cal.com.

We may also disclose information if required by law, to protect West Kite or others, or in connection with a merger, financing, acquisition, or sale of the business. We do not sell personal information or share it for targeted advertising.

Connected mailboxes

In the West Kite app at app.westkite.com you can connect a Microsoft Outlook or Microsoft 365 mailbox, so West Kite can send the emails you write or approve and tell you when the people you wrote to reply. Connecting is optional: without it, you send drafts from your own email app.

When you connect, you approve these Microsoft permissions: signing you in with your name and email address, keeping access while you are away, reading and writing mail, and sending mail as you. A shared mailbox you connect is covered by the same permissions.

We use that access only to:

• send the emails and follow-ups you write, schedule, or approve in West Kite, from your own address;
• create each of those emails as a draft in your mailbox first, attach images you added to it, and send follow-ups as replies in the same conversation;
• check messages that arrive in your Inbox or Sent Items after you connect, to find replies from, and emails you sent to, people in your West Kite pipeline; and
• stop follow-ups when someone replies or asks not to be contacted.

We store only messages in conversations with people in your pipeline: the sender, recipients, subject, date, and text. Other messages are checked and discarded without being stored, and mail from before you connected is never imported. To draft emails and to sort replies (for example interested, not interested, or out of office), the relevant text is processed by our AI provider, OpenAI, which does not use it to train its models.

Mailbox data is not sold, not used for advertising, and not used to train general AI models. People at West Kite do not read it unless you ask us to, it is needed for security, or the law requires it. The sign-in tokens for your mailbox are stored encrypted.

You can disconnect a mailbox at any time in the app under Settings, Email. Disconnecting deletes its sign-in tokens straight away and cancels emails still waiting to send. You can also remove West Kite's access from your Microsoft account. Messages already logged on your pipeline stay there; to have them deleted, email hello@westkite.com.

If you turn on link tracking for an email, its links pass through app.westkite.com so we can show you when a recipient opens one.

Calls and mailed letters

When you call someone from the West Kite app, the call goes through our phone provider, Twilio, and both sides of a connected call are recorded. The recording is transcribed by Deepgram, and the transcript is processed by OpenAI to write notes on the lead; neither uses it to train its models. We remove the recording from Twilio once it is copied to West Kite, and delete our copy after 30 days. The transcript and notes stay on the lead with the rest of its history.

If you use calling, you are responsible for telling the people you call that the call is recorded where the law requires it.

When you send a letter or postcard, the recipient's name and mailing address, your return address and your message go to our printing and mailing provider, thanks.io, which prints and mails it and reports its delivery status.

Cookies and tracking

If you accept analytics, West Kite uses PostHog on westkite.com and app.westkite.com to measure visits, referring sites, campaign tags, sign-ups, and product use over time. We use a first-party analytics cookie and browser storage to connect visits across those two West Kite domains. After sign-in, the analytics profile is linked to your West Kite account ID, name, primary email address, and organization name so we can help with support requests. With the same consent we record sessions: page layout, clicks, scrolling, page errors, and browser console messages, so we can understand problems and fix bugs. Recordings mask everything typed into forms, email and phone links, sign-in screens, and Leads and property-owner contact details shown in the app; we do not record request or response contents. Recordings are kept for 30 days. If you reject analytics, PostHog does not load. You can change your choice using the button below at any time. Withdrawing consent stops future PostHog collection but does not automatically erase information already collected; you can request deletion by contacting us below.

Your analytics choice is saved for 180 days in a first-party cookie shared across the website and app. If your browser blocks or clears this cookie, we cannot remember the choice across visits or share it with the app. Analytics stays off if the choice cannot be saved. You can also change your choice in the app's account settings under Privacy & data. Necessary cookies also support sign-in and remember whether you are signed in. Third-party features, such as Cal.com booking, may use cookies under their own policies. We do not sell personal information or use advertising cookies for targeted ads.

Cloudflare also provides aggregate site performance measurements through its web analytics beacon. That measurement does not use our PostHog account profiles.

Our PostHog project is hosted in the United States. Our data processing agreement with PostHog includes the EU Standard Contractual Clauses and the UK International Data Transfer Addendum for applicable transfers. You can contact hello@westkite.com for information about these safeguards or to request a copy.

Retention and security

We keep personal information only as long as reasonably necessary for the purposes described above, including to maintain business records, resolve disputes, and meet legal obligations. We use reasonable administrative and technical safeguards, but no method of transmission or storage is completely secure.

Your choices

You may ask to access, correct, or delete personal information you have provided to us. You may also ask us to restrict processing, object where applicable, or provide a copy of your data. You can raise a concern with your local data protection authority. We will honor applicable privacy rights and may need to verify your request. To make a request, email hello@westkite.com.

Children

This site is intended for business users and is not directed to children under 13. We do not knowingly collect personal information from children under 13.

Changes to this policy

We may update this policy from time to time. We will post the revised policy here and update the effective date. If a change materially affects how we use personal information, we will provide additional notice where appropriate.

Contact

Questions or privacy requests for West Kite, Inc. can be sent to hello@westkite.com.

Mailing address:
West Kite, Inc.
2261 Market Street, STE 87102
San Francisco, CA 94114, United States