Privacy Policy

1. What we collect and why

Before you are a customer. We look at information a business has itself made public: its Google listing, its website, its social media pages and public directory profiles. From those we record the business name, address, phone number, the email address or contact form the business published, opening hours, services, public reviews and public photos. We use this to build a preview website and to send the business one short message about it, with follow-ups over about two weeks. The legal basis is that the information was published by the business for exactly this kind of contact (the published-address rule in Canada’s anti-spam law), and every message identifies us, includes our postal address, and has a one-click way to stop.

When you ask for a website. If you fill in the form on our site, we keep your business name, the link you gave us, your name, email and, if you add it, your phone number, so we can build the preview and send it to you.

When you ask about automation or bookkeeping. We keep what you tell us (your business, the work you want automated or the state of your books, the tools you use) and your contact details, so we can reply and prepare a quote. Please do not send passwords, bank logins or financial statements through our forms.

When you keep a site. Stripe collects your payment details; we never see your card number. We keep your name, email, your web address, your country (to show the right currency) and your payment status so we can host the site, connect your web address and bill you.

When you ask for a change. We keep what you send us, by email, in your Kohmera account or through our team, including photos and files, so we can make the change and keep a record of what was changed. Before a photo goes on your website we remove its location and camera details.

When we keep your books. We access your accounting records through your accounting software’s own permission system, only to do the bookkeeping you asked for. We keep working copies of documents such as receipts and invoices only as long as the work and the law require.

Your Kohmera account. my.kohmera.com uses only the cookies needed to keep you signed in. No tracking and no advertising.

2. Analytics on kohmera.com

We improve our own website the way we improve our customers’ websites, so we measure how it is used: pages visited, where visitors came from, buttons and links used, forms started and completed, how far people scroll and the type of device. We use Google Analytics 4 with advertising features switched off. It stores first-party cookies only when allowed.

Where the law expects permission first (for example in the European Union, the United Kingdom, Switzerland, Quebec and Jamaica), we ask before anything is measured. Everywhere else we measure by default and you can switch it off at any time with “Privacy choices” at the bottom of every page. We treat Global Privacy Control and Do Not Track signals as a no.

We do not use advertising cookies, we do not sell data and we do not build profiles of individual visitors. Your browser also remembers one small preference we set: your privacy choice.

Cloudflare, which serves the site, keeps standard server logs (IP address, pages requested) for security. It may tell the site which country a visitor is in so it can show prices in the right currency. That country is not stored.

3. On the websites we host

Sites we host use privacy-friendly analytics to measure how the site is used, in aggregate, so we can improve it. Consent is requested where the law requires it. Sites carry no advertising trackers unless the business asks for them. Cloudflare keeps standard server logs for security.

4. How we use it

Only for the purposes above: building and showing a preview, one short message sequence, replying to enquiries and preparing quotes, billing, hosting, support, the changes, automation, bookkeeping and add-ons you ask for, improving our website and yours, and legal record keeping. We do not sell personal information and we do not use it for advertising.

5. Who sees it

Stripe (payments), Cloudflare (hosting, email routing, your Kohmera account and our lead database), Google (analytics on kohmera.com, only when allowed), our email provider (sending and receiving mail), the software our bookkeeping customers already use (for example QuickBooks Online) under their own accounts, and the AI tools our team works with: Anthropic’s Claude, which reads change requests and prepares changes, and OpenAI’s ChatGPT, which helps plan preview websites from public information. Each is bound by its own privacy terms. Some of these providers store data in the United States. We do not share information with anyone else unless the law requires it.

6. How long we keep it

Prospect information is deleted 90 days after the preview expires if the business does not respond. Website, automation and bookkeeping enquiries that never lead to work are deleted after 90 days. Customer information is kept while you are a customer and for 7 years after for tax records, as Canadian law requires. Analytics data is kept for no longer than 14 months. Emails asking us to stop contacting you are kept permanently so we honour them.

7. Your rights

You can ask what we hold about you, ask us to correct it, or ask us to delete it. Email hello@kohmera.com. We answer within 30 days. If you are not satisfied you can complain to the Office of the Privacy Commissioner of Canada.

8. Stopping messages

Every message we send has a one-click unsubscribe link. Replying “stop” works too. We stop within one working day, usually instantly.

9. Security

Data lives in encrypted databases at the providers named above and on machines with disk encryption. Access is limited to the people who run the service.

10. Changes

We post changes here with a new date. Material changes are emailed to customers.