Privacy Policy

This policy explains what information Ikaevo LLC (“Ikaevo,” “we,” “us,” “our”), a Texas limited liability company, collects through this website and our private client portal, how we use it, and the choices and rights you have. We keep data collection minimal. We don't run advertising trackers, and we don't sell or rent your information to anyone.

Our services, and this website, are intended for and offered only to businesses in the United States. We work with business owners and their staff, not with consumers.

Information you give us

You choose what to send, and we receive it when you:

• Use the contact form or email us: your name, email address, company, your message, and the answers you tap, such as your type of business, what you would most like to fix, your team size, and how soon you want help. If you choose to, also a phone number and whether you would rather we email, text or call you back.
• Use the readiness check or a free tool (the plan builder, the “see where to start” tool, or the calculator), or ask for a guide: your email address, your name if you give it, and the answers or numbers you enter, such as your type of business, what slips in your week, the software you use, your team size and how soon you want help. Some questions are optional, like your role and a rough budget. If you ask for a copy of your result, we email it to you.
• Tick the box to get the occasional practical note from us: that choice and when you made it.

A phone number is only asked for on the contact form, it is optional, and we use it only to reply to you the way you asked. We never add it to a marketing list. Please don't send sensitive personal information through the site, such as health or patient details, payment-card numbers, or government ID numbers. We don't need it and don't ask for it.

If you become a client

Clients get a private portal. To run it, and to do the work, we keep:

• Account details: your name, email address, company, and phone number if you add one.
• Project records: plans, updates, messages between us, files and deliverables, and meetings (the time, the place or video link, and any notes). Meeting invites are sent as calendar files by email.
• Signatures: when you sign an agreement in the portal, we keep a signing record. It holds your typed name, the email you were signed in with, the date and time, your internet address, your browser and device type, the consent statement you ticked, and a digital fingerprint of the document, so the signature can be proven later. Some agreements are sent through DocuSign instead, which keeps its own record.
• Billing: invoices, sales tax, payments, refunds and disputes, and how you told us you paid (for example wire or Zelle, with any reference you add). If you save a card or bank account for autopay, Stripe keeps the full details. We only see the type, the card brand or bank name, and the last four digits.
• Email records: which portal and billing emails we sent you, when, and whether they were delivered.

Information collected automatically

• Server logs: our hosting provider records standard technical data such as internet (IP) address, browser and device type, the pages requested, and timestamps, to run and secure the site.
• Country check: because our services are offered only in the United States, the site looks at the country our hosting provider works out from your internet address when you visit. We use it to decide whether to show the site, and we don't store it.
• Spam protection: when you send a form, your internet address is held for up to an hour to limit how many times it can be sent.
• Where you came from: when you send a form, we store the website that sent you, any campaign tags in the link you followed (such as utm_source), and the first page you landed on, together with your enquiry. This is held in the page's memory while you browse, not in a cookie, and is only sent when you submit a form.
• Analytics: we count visits without cookies. On the public pages, PostHog (PostHog, Inc., US cloud) records page views, the site you came from, scroll depth, clicks on buttons and links, and a rough device type and country. Our own page counter and Vercel's cookieless analytics and speed measurements do the same kind of counting. None of this is tied to your identity. None of it runs in the client portal or the admin area: portal page loads are not counted. Our Cookie Policy has the details and a switch to turn all of it off.

Cookies

We don't use advertising or cross-site tracking cookies, and our analytics is cookieless. The only cookies we set are strictly necessary ones for people who sign in: us, in the site's admin area, and clients using the private portal (to keep them signed in and remember a display choice). People browsing the public site are never given a cookie, so the public site needs no cookie banner.

Our Cookie Policy lists every cookie by name, with what it does and how long it lasts. It also has a “Don't count my visits” switch. We also honour Global Privacy Control and Do Not Track: if your browser sends either, we don't count your visits.

How we use information

We use what we collect to:

• Reply to you, understand your needs, and scope and deliver any work you ask us to do.
• Send you a result, guide, or resource you asked for.
• Run the client portal, bill for our work, and take payments.
• Follow up about our services where appropriate.
• Operate, secure, debug, and improve the site.
• Meet our legal, tax, and accounting obligations.

To answer the most pressing enquiries first, the site gives each enquiry a simple score from the answers you choose (for example how soon you want help). A person reads every enquiry. We don't use your information to make automated decisions that produce legal or similarly significant effects about you, and our free tools only return general estimates based on what you enter.

The website and the client portal don't send your information to AI services. If we build you a system that uses AI, which provider handles which data is agreed with you as part of that project.

Emails we send

We send emails you ask for (a reply, your result, a guide) and, for clients, portal and billing emails such as sign-in links, invoices, receipts, reminders and meeting invites. These are part of the service and don't need a separate opt-in.

We only send the occasional practical note if you ticked the box asking for it. Every one of those emails has an unsubscribe link that works in one click. When you unsubscribe, we keep your email address on a do-not-send list so we don't email you marketing again. You can also just reply and ask us to stop.

Some email apps load our brand font from Fontshare (Indian Type Foundry) when you open one of our emails, which lets Fontshare see a request from your device. Most apps that block remote content skip it.

How we share it

We don't sell or rent your personal information, and we don't share it for targeted advertising. We share it only with the service providers that help us run the business, under terms that limit them to that purpose:

• Hosting, the country check, and cookieless analytics: Vercel.
• Cookieless analytics on the public pages: PostHog, Inc. (US cloud).
• Lead, counter, and do-not-send list storage: Vercel KV (Upstash).
• Email delivery, including portal sign-in links: Resend.
• Client portal accounts, project data, and file storage: Supabase.
• Bot protection on the portal sign-in, and client file delivery: Cloudflare (Turnstile and R2).
• Card and bank (ACH) payments for monthly plans, and saved payment methods for autopay: Stripe.
• Agreements we send for signature that way: DocuSign.
• Meetings: the video call service named in your invite, and any booking page we send you, run by their own providers under their own privacy terms.

When you pay a project invoice by wire, bank transfer, or Zelle, the payment goes from your bank to ours, and both banks handle it under their own terms. We may also share information with our own professional advisers (such as an accountant or lawyer), if the law requires it, to protect our rights or safety, or as part of a business sale or reorganisation. In that case we'll require the recipient to honour this policy.

Where it is kept

We're based in Texas, and we and our providers store and process information in the United States. Some providers may also process it in other countries under their own safeguards.

How long we keep it

• Enquiries and tool results: we keep the most recent 500. Older ones drop off automatically as new ones arrive, and you can ask us to delete yours sooner at any time.
• Marketing notes: until you unsubscribe or the short series ends. The do-not-send list is kept so we can keep honouring your choice.
• Client records: for as long as we work together, and afterwards for as long as tax, accounting, and contract law require (usually several years). Signed agreements and their signing records are kept for as long as the agreement could matter. When a client account is deleted, its projects, messages, files, invoices, and saved payment methods are deleted with it, except where the law requires us to keep a record.
• Spam-protection records: about an hour. Daily visit counts: about 40 days. Totals that can't identify anyone may be kept indefinitely.

How we protect it

We use reasonable technical and organisational measures, including encryption in transit (HTTPS, with HSTS enforced), a strict content security policy, database access rules so each client can only see their own records, and restricted, authenticated access to our admin area. No website or method of storage is completely secure, so we can't promise absolute security, but we take it seriously.

Your rights and choices

Wherever you live in the United States, you can ask us at any time to tell you what personal information we hold about you, give you a copy, correct it, or delete it, and you can opt out of marketing email. Email us at info@ikaevo.ai or reach us through our contact form. We may need to verify your identity. We answer within 45 days. If we can't do what you asked, we'll tell you why, and you can ask us to look at it again by replying to our answer. We won't treat you differently for using these rights.

Some things we can't delete on request while the law requires us to keep them, such as invoices, payment records, and signed agreements. We'll tell you if that applies.

State privacy laws

Many state privacy laws, including the Texas Data Privacy and Security Act, protect people acting as consumers rather than in a business role, and exempt small businesses like ours. The California Consumer Privacy Act applies only to businesses above size thresholds we don't currently meet. We still honour the rights above for everyone, and we honour Global Privacy Control. We don't sell personal information or share it for targeted advertising, so there is nothing to opt out of. If a state law does apply to you and you disagree with our answer to a request, you can contact your state attorney general (in Texas, the Office of the Attorney General).

California: categories of personal information

For California residents, here are the categories of personal information (as the CCPA and CPRA define them) we have collected in the past 12 months, and why:

• Identifiers: your name, email address, phone number (clients, and visitors who give one on the contact form), and internet address. Used to reply to you, send a result or file you asked for, run the client portal, and run and secure the site.
• Commercial and professional information: your company, the topic and message you send us, the answers you give our forms and free tools, and for clients, project, agreement, invoice, and payment records. Used to understand your needs, do and bill for the work, and keep our records.
• Internet and electronic activity: pages you view, the site you came from, scroll depth, which buttons and links you click, your browser and device type, and an approximate country. Used, in anonymous and aggregated form, to operate and improve the site, and to limit it to the United States.

We collect these directly from you and automatically from your device or browser, as described above. We don't collect sensitive personal information, full financial-account or payment-card numbers, government-ID numbers, biometric data, or precise geolocation. We don't sell or share any of these categories, and we keep each only for the periods set out in “How long we keep it.”

Health information

This website and the client portal are not built to receive patient health information, so please don't send it through them. If a project we do for a health business would need patient health information to pass through our own hands, we agree how it is handled in writing before any of it is shared, including a business associate agreement where HIPAA requires one.

Outside the United States

We don't offer our services outside the United States, and the site may not load there. If you contact us from elsewhere anyway, we handle your information under this policy and answer any request about it.

Children

This site is meant for businesses and isn't directed to anyone under 18. We don't knowingly collect personal information from children under 13, or from anyone under 18. If you believe a child has given us information, email us at info@ikaevo.ai and we'll delete it.

Changes to this policy

We may update this policy as our business or the law changes. We'll post the new version here and update the date above. If a change affects how we use information we already hold from clients in a significant way, we'll tell clients directly.

Contact

This site is operated by Ikaevo LLC, which is responsible for your information. Questions, or want to exercise a right? Email us at info@ikaevo.ai or reach us through our contact form. This policy works alongside our Terms of use and Cookie Policy.