Gilman Creations
Client inquiry privacy
This notice explains how Gilman Creations handles information shared in a client inquiry.
What you share and why
Our initial inquiry questionnaire is hosted by Zoho Forms. It asks for your name and an email address or phone number so Jessica can respond. The remaining questions are optional. We use the information you choose to share to review your inquiry, discuss your needs, and decide whether the project is a fit.
Submissions are stored in Zoho Forms, and inquiry notifications are sent to our business Zoho Mail account. Information or attachments you send separately may also be maintained in correspondence or working files under our control.
Please do not include confidential account access information, identity documents, banking information, or payment card details.
Who has access
Jessica is the only person authorized to access client inquiry records by default. Any access by a collaborator will be discussed with the client before it is granted. Zoho processes information through Zoho Forms and Zoho Mail. Google processes historical Gmail copies that we still maintain. These providers operate subject to their applicable terms and privacy practices.
Unsuccessful or withdrawn inquiries
Our standard retention period is 90 days after an unsuccessful or withdrawn inquiry is closed. This applies to maintained copies under our control, including Zoho submissions, Zoho Mail notifications, historical Gmail notifications, and downloaded attachments.
At the end of that period, we delete eligible copies under our control. We may retain information longer where reasonably necessary for legal obligations, disputes, or legitimate recordkeeping requirements.
Accepted projects
If a project is accepted, we move necessary inquiry information into the appropriate client record. Accepted project records are handled separately; a fixed retention period for those records has not yet been established.
Deletion requests
Send requests to jessica@gilmancreations.com. We review each request, delete eligible records under our control, and explain any information that must be retained and why.
Provider copies and backups
Provider-managed copies and backups follow the applicable provider retention and deletion processes. We cannot guarantee immediate or complete erasure, or deletion beyond our technical or contractual control.