Privacy Policy

WarmKit ("we," "our," or "us") operates the WarmKit platform at warmkit.io (the "Service"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Service.

By accessing or using WarmKit, you agree to this Privacy Policy. If you do not agree with the terms of this policy, please do not access the Service.

2.1 Account Information

When you create a WarmKit account, we collect:

• Name and email address
• Organization/workspace name
• Role within your organization (Admin, Manager, or Closer)
• Billing information (processed securely through our payment provider)

2.2 Calendly Integration Data

When you connect your Calendly account, we receive webhook data including:

• Booking events (scheduled, cancelled, rescheduled)
• Invitee names and email addresses
• Event types and scheduling details
• UTM parameters and tracking data associated with bookings
• Custom invitee questions and responses
• No-show and cancellation status

2.3 Domain Email Integration Data

When organization admins connect their company domain by adding DNS records (SPF, DKIM, DMARC), WarmKit gains the ability to:

• Send emails on behalf of team members using their company email addresses (for pre-call reminders only)
• Process incoming replies to reminder emails sent through WarmKit
• Use sender name and email address for personalization purposes

Important: We do not read, scan, or access any inbox. We only process replies to emails that were sent through the WarmKit platform.

2.4 Usage Data

We automatically collect certain information when you use the Service, including:

• Browser type, IP address, and device information
• Pages visited and features used within the platform
• Date and time of access
• Referring URLs

We use the information we collect to:

• Provide the Service — Send automated pre-call reminders from closers' email addresses, track show-up rates, and generate analytics
• Calculate show-up metrics — Automatically compute show-up rates by source, campaign, closer, and custom groupings
• Surface reply visibility — Display invitee replies to reminder emails within the WarmKit dashboard for team coordination
• Track call confirmations — Identify which leads have confirmed attendance and flag at-risk appointments
• Manage accounts — Authenticate users, manage workspace roles, and process billing
• Improve the Service — Analyze usage patterns to enhance features and performance
• Communicate with you — Send service updates, security alerts, and support messages

We do not sell your personal information. We may share data in the following limited circumstances:

• Within your workspace — Show-up data, analytics, and reply content are visible to authorized members of your organization based on their role (Admin, Manager, Closer)
• Service providers — We use trusted third-party providers for infrastructure (hosting, database), payment processing, and email delivery, who are bound by contractual data protection obligations
• Legal requirements — We may disclose information if required by law, regulation, legal process, or governmental request
• Business transfers — In the event of a merger, acquisition, or sale of assets, your data may be transferred as part of that transaction

We implement industry-standard security measures to protect your data:

• All data is encrypted in transit (TLS/SSL) and at rest
• OAuth tokens for Calendly and domain DNS verification records are stored securely and never exposed to other users
• Role-based access controls ensure team members only see data appropriate to their role
• Our infrastructure is hosted on reputable cloud providers with SOC 2 compliance
• We conduct regular security reviews of our codebase and infrastructure

While we strive to protect your information, no method of electronic transmission or storage is 100% secure. We cannot guarantee absolute security.

We retain your data for as long as your account is active or as needed to provide the Service. Specifically:

• Account data is retained until you delete your account or request deletion
• Booking and show-up data is retained for the duration of your subscription to enable historical analytics
• Email reply data is retained for as long as the associated booking data exists

Upon account deletion or termination, we will retain your data for 30 days to allow for data export, after which it will be permanently deleted unless retention is required by law.

Depending on your location, you may have the right to:

• Access the personal data we hold about you
• Correct inaccurate or incomplete data
• Delete your personal data
• Export your data in a portable format
• Restrict or object to processing of your data
• Withdraw consent where processing is based on consent

To exercise any of these rights, contact us at privacy@warmkit.io.

We use essential cookies to maintain your session and authenticate your account. We may also use analytics cookies to understand how the Service is used. You can control cookie preferences through your browser settings.

WarmKit integrates with third-party services including Calendly and Fathom. Your use of these integrations is also subject to their respective privacy policies:

• Calendly Privacy Policy
• Fathom Privacy Policy

You may disconnect these integrations at any time from your WarmKit account settings.

WarmKit is a business-to-business platform and is not intended for use by individuals under the age of 18. We do not knowingly collect information from children.

Your data may be processed in countries other than your own. We ensure appropriate safeguards are in place for any international data transfers in compliance with applicable data protection laws.

We may update this Privacy Policy from time to time. We will notify you of material changes via email or an in-app notification at least 30 days before they take effect. We will also update the "Last updated" date on this page. Your continued use of the Service after changes take effect constitutes acceptance of the updated policy.

If you have questions about this Privacy Policy or our data practices, contact us at:

• Email: privacy@warmkit.io
• Website: warmkit.io