This policy explains how Hopkins Systems handles personal information on our website and on the platform.
Two kinds of information
- Account information: the names and emails of business owners, managers and staff who sign in, and billing details for platform plans. Hopkins Systems is responsible for this.
- Business customer information: the names, emails, phone numbers, addresses, notes, visit records, photos, documents, invoices and payment records a business keeps about its own customers and clients. The business is responsible for this. Hopkins Systems processes it on the business's behalf, following its instructions and the Data Processing Agreement.
If you are a customer of a business that uses the platform, contact that business about your information. We will help them respond.
Our website
When you book a setup call, send a question or use the chat on our website, we collect what you enter: your name, email, phone number if you give one, business name, industry, how you prefer to be contacted, good times to reach you, and your message. We use it only to reply to you and to set up your workspace if you sign up. We do not sell it or add you to a marketing list without asking. We may count visits to our website with privacy-friendly analytics that do not use cookies or track you across other websites.
What we collect on the platform
- Information entered by businesses and their teams, and by customers on public pages, request forms, inquiry forms, visit pages, quote pages and payment pages.
- Sign-in records (such as the last time someone signed in) and a history of changes to each workspace, used for security and support.
- Basic technical information needed to run the service, such as browser type. The platform does not use advertising trackers and does not sell personal information.
How we use it
To provide the service, send the emails the service sends (confirmations, reminders, receipts, invites and notifications), secure accounts, provide support, and bill for platform plans.
Who we share it with
Only the service providers needed to run the platform, under contracts that protect the data:
| Provider | What for |
|---|---|
| Supabase | Database, sign-in and file storage |
| Resend | Sending email |
| Stripe | Card payments to businesses, and platform plan billing |
| Cloudflare | Serving the website and apps, and visit counts |
| Geoapify | Placing visit addresses on the day map. Only the address is sent, never the customer's name |
We may also disclose information when the law requires it.
How long we keep it
While a workspace is active. After a workspace is closed, its data is deleted 60 days later unless it is reopened. A business can erase a customer's personal details at that customer's request; payment records stay with the name removed so the business's income records remain accurate.
Security
Card payments are handled by Stripe. Hopkins Systems never sees or stores full card numbers.
Access is limited by role: staff see only their own jobs, and access notes only after they start a job. Data is encrypted in transit. Hopkins Systems views a workspace only to give support, and each view is logged.
Your choices and rights
You can see and correct your account information in Your account. Depending on where you live, you may have rights to access, correct or delete personal information. Email us at [email protected] and we will respond within 30 days.
Children
The platform is for businesses and is not directed to children under 13.
Changes
We will post changes here and, for important changes, email account owners.