Effective October 12, 2026
This Privacy Policy explains how Wilbur LLC (“Wilbur,” “we,” “us,” or “our”), a creative agency based in Cincinnati, Ohio, collects, uses, and shares information when you use our website at wilbur.co (the “Site”), use our client portal at portal.wilbur.co (the “Portal”), or contact us. By using the Site or the Portal, you agree to this Policy. Section 2 explains how the Portal handles the business data our clients connect to it.
When you book a call, fill out a form, or email us, we collect the details you provide, typically your name, business/company, email address, phone number, service area, and anything you tell us about your project or goals.
When you visit the Site, we and our providers automatically collect standard technical and usage data, such as your device type, browser, IP address, pages viewed, time on page, and referring links, through cookies, pixels, and similar technologies, including analytics and advertising tools described in “Cookies, Analytics & Advertising” below.
We also use third-party visitor-identification and data-enrichment tools (for example, Apollo) that use cookies and similar technologies to recognize visitors, track browsing activity on the Site, and associate that activity with an individual person or business. To do this, your IP address and other online identifiers are shared with these providers, who may match them against their own data to identify you or your company and supply us with business contact and firmographic information. We use this to understand who is interested in our services and to follow up about a potential project. You can opt out as described in “Cookies, Analytics & Advertising” below.
Our booking calendar is provided by a third-party scheduling/CRM platform. When you book, that platform processes the contact and appointment details you submit so we can meet with you and follow up.
The Portal is a private, invitation-only workspace where Wilbur’s clients follow the marketing work we do with them: results, budgets, ad creative, files, and billing records. Only people invited by Wilbur can sign in, and each client can see only its own workspace.
When you sign in, we collect your name, email address, and sign-in activity. Sign-in is handled by our authentication provider (Clerk), including “Sign in with Google” if you choose it. We keep standard server logs (such as IP address, browser, and the pages requested) to secure and troubleshoot the Portal.
With a client’s authorization, the Portal connects to the business tools that client uses, such as its field service or CRM software (for example, ServiceTitan or HouseCall Pro), call and form tracking (for example, CallRail, Nimbata, or LeadTruffle), advertising accounts (for example, Google Ads, Meta, Microsoft Advertising, or Vibe), website analytics (Google Analytics), and local search reporting (BrightLocal). It copies the records needed for reporting: leads and their contact details, estimates, jobs, revenue, calls and form submissions, website traffic, search rankings and reviews, and advertising spend. We use this data only to show that client which marketing brings in its jobs and revenue, and to provide our services to that client. Clients may also upload a customer list, which is used the same way.
When a client authorizes it, the Portal connects to that client’s ServiceTitan account with read-onlyaccess. It reads customers (name, phone, email, address, and created date), jobs (type, status, dates, and campaign or lead source), estimates (amounts and status), and invoices (totals and dates). We use these records only to match the client’s tracked calls, forms, and ads to its booked jobs and revenue, and show the results to that client. The Portal never creates, changes, or deletes anything in ServiceTitan. ServiceTitan data is never shared with other clients or third parties, sold, or used for advertising, and the client can disconnect it at any time.
Wilbur invoices its clients through Stripe or Intuit QuickBooks Online. The Portal connects to Wilbur’s own Stripe and QuickBooks Online accounts with read-onlyaccess, so each client can see the invoices and payments Wilbur has issued to it. For each client, it reads that client’s customer name and email, invoice numbers, dates, amounts, balances, status, payment links, and invoice PDFs. These records are fetched live when the Billing page is opened and are not copied into our database; we store only which Stripe or QuickBooks customer belongs to which client, plus the encrypted connection credentials. The Portal never creates, changes, or deletes anything in Stripe or QuickBooks. A client’s billing records are shown only to that client’s invited users and to the Wilbur team.
The Portal lists links to a client’s photos, videos, and ads stored in Google Drive. The files stay in Google Drive and are governed by its sharing settings.
We keep Portal data while the client relationship is active and delete it within 90 days after it ends, or sooner on request, except where we must keep records for legal or accounting reasons. A connected service can be disconnected at any time; disconnecting deletes the stored credentials and stops all further access. Wilbur’s QuickBooks connection can also be removed from within QuickBooks Online. To ask about or delete Portal data, email hello@wilbur.co.
We do not sell your personal information. We share it only:
If you give us your phone number, for example, when you book a call or submit a form, you consent to receive calls and text messages from Wilbur at that number, including messages sent using automated technology, about your inquiry, scheduling, and our services and offers. Consent to receive marketing texts is not a condition of any purchase.
Message frequency varies. Message and data rates may apply. Reply STOP to opt out of texts at any time, or HELPfor help. We’ll still send transactional messages related to a call you’ve scheduled, and you can opt out of email marketing using the unsubscribe link or by emailing us.
We do not sell or share your mobile phone number or SMS opt-in consent with third parties for their own marketing purposes.
The Portal uses only the cookies needed to keep you signed in; it has no advertising or tracking pixels. The Site uses cookies, pixels, and similar technologies to keep it working, remember preferences, measure performance, and support advertising. These include:
These third parties may combine this information with data they hold from other sources, subject to their own privacy policies. You can opt out of personalized ads through Google Ad Settings, your Meta account settings, and the DAA opt-out tool, and you can control cookies through your browser settings. To opt out of visitor- identification tracking, email hello@wilbur.co or disable cookies as described above. Disabling cookies may affect how parts of the Site function.
We keep personal information for as long as needed to fulfill the purposes described here, to respond to you, provide services, and meet legal, accounting, or reporting requirements, and then delete or anonymize it.
Depending on where you live, you may have the right to access, correct, delete, or restrict the use of your personal information, or to opt out of certain processing. To make a request, email hello@wilbur.coand we’ll respond as required by applicable law.
We use reasonable administrative and technical measures to protect your information. No method of transmission or storage is 100% secure, however, so we can’t guarantee absolute security.
The Site is intended for businesses and adults. It is not directed to children under 16, and we do not knowingly collect information from them. If you believe a child has provided us information, please contact us and we’ll delete it.
The Site may link to or embed third-party services. We are not responsible for the privacy practices of those services; please review their own policies.
We may update this Policy from time to time. Changes are effective when posted, with an updated effective date. Significant changes may be highlighted on the Site.
Questions about this Policy or your information? Email hello@wilbur.co or call (513) 822-2487. Wilbur is based in Cincinnati, Ohio.
