Privacy policy

Information we collect

If you contact us, we collect what 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. Public listings may process the searches, filters, and pages you request.

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 to deliver, maintain, and protect the site.

How we use information

We use information to:

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

Website analytics follows your banner choice. The app analytics default and opt-out are explained below. 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 run West Kite, including hosting, security, sign-in, payments, scheduling, maps, email, phone calls, printing and mailing, analytics, and AI processing. They may use it only to provide their services to us or as described in their own privacy policies.

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

You can connect a Microsoft Outlook or Microsoft 365 mailbox, including a shared mailbox, so West Kite can send the emails you write or approve and tell you when people reply. Connecting is optional. When you connect, you approve Microsoft permissions to sign you in, keep access while you are away, read and write mail, and send mail as you.

We use that access only to:

• send the emails and follow-ups you write, schedule, or approve, from your own address, creating each as a draft in your mailbox first;
• find replies from, and emails you sent to, people in your pipeline, in messages that arrive after you connect; 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, and mail from before you connected is never imported. We use AI to draft emails and sort replies, and our AI provider does not use that text to train its models.

Mailbox data is not sold and not used for advertising or 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. Sign-in tokens are stored encrypted.

You can disconnect a mailbox at any time under Settings, Email. This deletes its sign-in tokens and cancels emails still waiting to send. Messages already on your pipeline stay there; email hello@westkite.com to have them deleted.

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.

AI assistant connections

You can connect an AI assistant, such as Claude or ChatGPT, to your account. Connecting is optional, and you choose whether it can read only or also prepare changes. Depending on that choice, the assistant can receive:

• property, ownership, sale, financing, permit, listing, business, broker and market records, including the names and published contact details of owners, businesses and brokers;
• your saved items, Pipeline, leads and their contact details, notes, replies, drafts and research;
• your West Kite Agent conversations and your workspace's documents and files; and
• your name and email address, if you choose to share them.

The assistant's provider handles what it receives under its own terms and privacy policy. We log which tools an assistant uses but not the contents of its requests or responses, and delete those logs after 90 days. You can disconnect an assistant at any time under Connect AI.

Calls and mailed letters

Calls from the West Kite app go through our phone provider, and both sides of a connected call are recorded and transcribed, with AI writing notes on the lead. Our transcription and AI providers do not use it to train their models. We delete the recording after 30 days. The transcript and notes stay on the lead. 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.

Cookies and tracking

We use PostHog to understand product use, troubleshoot errors, and improve West Kite. On westkite.com, analytics starts only if you select Allow analytics in the website banner. In app.westkite.com, analytics and masked session recordings are enabled by default, including on sign-in and signup pages before you create an account, unless you have opted out of app analytics in this browser. The app does not show a second analytics popup. You can turn analytics off in Settings → Privacy & data at any time.

PostHog receives usage events, such as page visits, feature actions, errors, and timing, and uses a first-party cookie and browser storage. After sign-in, events are linked to your account ID, name, primary email address, and organization. Session recordings capture page layout, visible content, clicks, scrolling, and maps. Designated Agent prompt and property-search inputs, public property information, and ownership research may appear in recordings. We also collect bounded prompt and search text, selected property filters, property and research identifiers, outcomes, errors, and timing as product analytics to understand requests and improve results. We redact common credential and contact patterns from collected prompt and search text, but free-form text may still contain personal or confidential information; please do not include secrets. Passwords, other authentication inputs, private contact fields, and outreach drafts remain masked. Recordings are retained for 30 days. We do not collect full network request or response bodies or authorization headers as analytics.

Website analytics and app analytics have separate controls. The website banner and the button below change website analytics only. App Settings → Privacy & data changes app analytics only. Visiting this policy does not enable tracking or change either preference. The app default is not acceptance of website analytics. If you have not chosen a website preference, its banner will still ask.

Each explicit preference is saved for 180 days in this browser, not across all devices. We preserve choices made under our previous shared control until you change the relevant preference. In particular, an earlier rejection remains effective for both surfaces until you separately enable either one. Signing in never overrides an app rejection. Signing out resets analytics identity and starts a new anonymous session. If browser cookie access fails, analytics stays off. Turning analytics off stops future collection on that surface; it does not erase information already collected. Contact us to request deletion.

To change app analytics, open the app and go to Settings → Privacy & data.

Necessary cookies support sign-in. Third-party features, such as scheduling, may use cookies under their own policies. Our hosting provider also gives us aggregate site performance measurements. We do not use advertising cookies.

Our analytics provider hosts data in the United States. Our agreement with it includes the EU Standard Contractual Clauses and the UK International Data Transfer Addendum. Email hello@westkite.com 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