This Privacy Policy explains how Kelly Claiborne, doing business as Systematically Kelly (“Kelly Claiborne,” “we,” “us,” or “our”) collects, uses and protects information when you visit kellyclaiborne.com (the “Site”), use the Job Cost Readiness Scorecard, or inquire about our services.
We keep this straightforward.
1. Information we collect
Information you provide directly
- Your name, email address and phone number when you contact us through the contact form, plus anything you choose to share (business name, topic, notes)
- Business information you share during conversations or by email
- If you choose to email yourself your Job Cost Readiness Scorecard results: your email address, your first name and type of work if you give them, and your 12 scorecard answers with a summary of the readout
- If you tick the optional tips box on the scorecard: a record of that choice
- If you book a call: the details you enter in the scheduling provider’s form
- Payment information processed through third-party payment platforms (we do not store card details)
We do not ask for bank, card, login or tax ID details through the Site or its forms.
The scorecard
The Job Cost Readiness Scorecard is scored in your browser. By default your answers are not sent to us or stored by the Site. They are sent only if you enter your email and choose to email yourself your results. The form says this next to the button before you submit. If you do, your name (if given), email, type of work (if given), your 12 answers and a summary of your readout are sent to us through Web3Forms. A shorter record (name, email, type of work, how many gaps were flagged, such as “6 of 10”, a plain label for that count, and your choice on the tips box) is also stored in MailerLite, our email delivery provider. MailerLite does not receive your 12 individual answers (see “Forms” below).
Forms
The contact form and the scorecard results form are processed by Web3Forms (web3forms.com), a form-handling service. When you submit either form, your browser sends what you entered directly to Web3Forms, and Web3Forms delivers it by email to hello@kellyclaiborne.com. Web3Forms handles that information under its own privacy policy. We do not use Web3Forms for advertising, and the Site does not load any Web3Forms script. Nothing is sent to Web3Forms unless you press the send button on a form.
When you choose to email yourself your scorecard results, your email address, first name (if given), type of work (if given), your result summary (how many of the chain questions were flagged, for example “6 of 10”, and a plain label such as “Several gaps flagged”) and your choice on the optional tips box are also stored in MailerLite (mailerlite.com), the email platform we use to send you your results. Your browser sends this directly to MailerLite, and the Site does not load any MailerLite script. MailerLite handles that information under its own privacy policy. We send your results email to everyone who asks for it. Marketing emails (practical job-costing tips and occasional emails about Job Cost Ready) go only to people who ticked the optional tips box. Every marketing email includes an unsubscribe link, and you can unsubscribe at any time.
Information collected automatically
Our hosting and DNS provider, Cloudflare, processes the technical details of each request (such as IP address, browser type, pages requested, date and time) to deliver the Site and keep it secure, and may keep standard server logs.
We use Cloudflare Web Analytics to count page views and see, in total, which pages are read, where visitors come from (the referring site), and rough country and device type. Cloudflare describes this tool as privacy-first and says it does not collect or use visitors’ personal data for it. It does not set cookies, and we do not see who an individual visitor is. Cloudflare handles that data under its own privacy policy.
This Site does not use advertising pixels (such as a Meta or Facebook pixel), advertising cookies or retargeting. If we add any in the future, we will update this policy first.
2. How we use your information
- To respond to inquiries and coordinate conversations
- To send the scorecard results you asked for
- If you ticked the optional tips box, to send practical job-costing tips and occasional emails about Job Cost Ready
- To prepare for a call you book, which may include reviewing scorecard answers you sent
- To deliver services you have engaged us for
- To improve the Site and keep it secure
- To comply with legal obligations
We do not sell your information. We do not share it with third parties for their marketing purposes.
3. Email communications
- If you contact us or submit a form, you may receive emails related to your inquiry.
- Marketing emails go only to people who opted in. Every one includes an unsubscribe link and our postal address. You can opt out at any time and we act on requests within 10 business days.
- We do not send unsolicited bulk email.
- The contact form does not request SMS marketing consent.
4. Scheduling and third-party tools
If you book a call through the Zcal scheduling link on the Site, Zcal’s privacy policy also applies to what you enter there. We may also use tools such as:
- Google Workspace, for email and document management
- MailerLite, our email platform, to send scorecard results and opted-in emails
- Web3Forms, a form service that delivers contact form and scorecard results form submissions to our email
- Zcal, the scheduling service used to book calls
- Cloudflare, for hosting, DNS and cookieless Web Analytics
- Payment processors, for invoicing and payment collection
- CRM platforms, to manage client relationships and follow-up
These tools operate under their own privacy policies. We do not authorize them to use your data for their own marketing.
5. Cookies
This Site does not set analytics or advertising cookies. Third-party services you choose to use from the Site, such as a scheduling page, may set their own cookies under their policies. You can disable cookies in your browser settings.
6. Data retention
We keep information only as long as needed to provide services, maintain business records and comply with legal requirements.
- Inquiry and scorecard data (including your record in MailerLite, until you unsubscribe or ask us to delete it): for the duration of our conversation or business relationship plus a reasonable period afterward
- Client records: a minimum of seven years for accounting and legal compliance
- Server logs: under our hosting provider’s retention settings
You may request deletion of your personal data at any time. We will honor deletion requests unless retention is required by law.
7. Your rights
Depending on where you live, you may have the right to access, correct, delete or receive a portable copy of the personal information we hold about you, and to opt out of email at any time.
To exercise these rights, email hello@kellyclaiborne.com. We will respond within a reasonable time and no later than 30 days.
8. Client systems data
Information we can see while working in a client’s accounting, job management or other systems is covered by that client’s service agreement, not this policy.
9. Data security
We take reasonable technical and organizational measures to protect your information. No method of transmission or storage is completely secure, and we cannot guarantee absolute security. If you believe your information has been compromised, contact hello@kellyclaiborne.com.
10. Children’s privacy
The Site is for businesses and is not directed to children under 13. We do not knowingly collect their personal information and will delete it if we learn we have.
11. Changes to this policy
We may update this policy from time to time and will update the effective date when we do. We will not make material changes to how we handle your data without reasonable notice.
12. Contact
Kelly Claiborne, doing business as Systematically Kelly
Email us at hello@kellyclaiborne.com