Privacy policy

This policy covers our website, kindregardsmedia.com, and the work we do for clients. Questions? Email kindregardsmediaus@gmail.com.

The short version

• Our website has one form: the free visibility check. It asks only for what we need to reply to you.
• We don't use advertising trackers, Google Analytics, or social media tracking on our site.
• We only get your personal information if you send it to us (through the form, by email, or by Facebook message) or if you become a client.
• We don't sell your information, and we don't share it for advertising.
• You can ask us to show you, fix, or delete your information at any time.

1. When you visit our website

• Hosting and security. Our site is hosted by Cloudflare. Like any web host, Cloudflare processes basic technical information (such as your IP address, browser type, and the pages requested) to deliver the site and protect it from attacks. Cloudflare may set a strictly necessary security cookie to tell real visitors from bots.
• No ad trackers or analytics. We don't use Google Analytics, advertising pixels, or social media tracking on our site. Our fonts are stored on our own site, so loading a page doesn't send your information to a font service.
• Links to other sites. Our site links to our Facebook page and to email. Those services have their own privacy policies.

2. When you use our visibility-check form

The free visibility-check form asks for your name, business name, town, and email. You can also add a phone number, your website or Facebook page, the best time to reach you, and any notes.

• Where it goes. The form is sent to Google Forms, and the answers are stored in our Google account (Google Forms and Google Sheets). Google processes it under its own privacy policy.
• What we use it for. Only to reply to you and do the free check you asked for. We don't add you to a mailing list, and we don't sell or share it.
• How long we keep it. If you don't become a client, we delete your form answers when we no longer need them to follow up, and you can ask us to delete them sooner.

3. When you email or message us

If you email us or message us on Facebook, we receive whatever you choose to send, usually your name, your email address or Facebook profile, your business name, and your question. We use it to reply and, if you ask, to do a free visibility check. Our email runs on Google's Gmail, and Facebook messages run on Meta's Messenger, so those companies also process those messages under their own privacy policies.

4. When you become a client

To do the work, we collect:

• Contact and business details: your name, business name, email, phone, address, and the information you put on our intake form.
• Billing details: we bill through Square or by invoice. Card and bank payments go through Square, which handles your card or bank details. We don't store full card numbers. We keep invoices and payment records for our books and taxes.
• Access to your accounts: you give us role-based access (for example, Manager on your Google Business Profile, task or partner access on your Facebook Page, contributor access to your website). We never ask for your passwords. You stay the owner and can remove our access at any time.
• Your customers' public content: while managing your profiles, we see reviews, comments, and messages your customers send to your business. We use them only to do the work you hired us for, such as replying or passing a message along to you.
• Photos and content: photos you give us, or ones we take with your OK, and the posts we write for you.

We use this information only to provide our services, bill you, and keep you updated. We only name your business or share your work (for example, as a testimonial or example) with your written OK.

5. Who we share information with

We share information only as needed to run our business:

• Service providers that process data for us: Cloudflare (website hosting), Google (email, our visibility-check form, and Google Business Profile, which you own), Meta (Facebook and Instagram, which you own), Square (payments), and website platforms you choose, such as Squarespace or Wix.
• Our team: Brett Lowery (Gladstone area) and Tyson Fugate (Roseburg area), who work under the Kind Regards Media name.
• When the law requires it: for example, to respond to a valid legal request, or to protect someone's safety.

We don't sell personal information, and we don't share it for targeted advertising.

6. How long we keep it

We keep client records for as long as you're a client and afterward only as long as we need them for taxes, accounting, or legal reasons. When you leave, we remove our access to your accounts. If you contact us without becoming a client, we delete the conversation and any form answers when they're no longer needed.

7. Your choices and rights

You can ask us to:

• tell you what personal information we have about you and give you a copy,
• correct it, or
• delete it (unless we must keep it for taxes or legal reasons).

Email kindregardsmediaus@gmail.com with your request. We may need to confirm it's really you. We'll respond within 45 days. We won't treat you differently for asking.

8. Security

We use two-step verification on our accounts, use role-based access instead of passwords, and limit access to the people doing your work. No system is perfectly secure, so if something goes wrong that affects your information, we'll tell you promptly and as required by law.

9. Children

Our site and services are for businesses. They aren't meant for children under 13, and we don't knowingly collect information from them.

10. Changes to this policy

If we change this policy, we'll update it on this page and change the effective date above. If a change is significant and you're a client, we'll email you.

11. Contact

Kind Regards Media, Gladstone, Oregon
Email: kindregardsmediaus@gmail.com