Privacy Policy

Heartbeat Associates

Introduction

Heartbeat Associates (“Heartbeat Associates” “we”) is a forward-thinking technology company dedicated to delivering CRM, SaaS platforms, and workflow automation tools for businesses. We understand the importance of protecting the personal and confidential information of our clients, users, partners, and employees.

This Privacy Policy outlines how we collect, use, store, and disclose personal data in accordance with applicable laws and industry standards.

Scope

This Privacy Policy applies to all personal data collected by Heartbeat Associates, including but not limited to:

  • Clients using our HRHC CRM or other SaaS solutions

  • Customers interacting with our services, software, or website

  • Employees and representatives using our platforms

  • Visitors to our website

Website: https://heartbeatassociate.com

Mandatory Text for 10DLC Compliance (SMS Consent)

We will not share your opt-in to an SMS campaign with any third party for purposes unrelated to providing you with the services of that campaign. We may share your Personal Data, including your SMS opt-in or consent status, with third parties that help us provide messaging services—this may include platform providers, telecom carriers, and vendors assisting in the delivery of text messages.

All of the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

Types of Personal Data Collected

Heartbeat Associates may collect the following categories of personal data:

1. Contact Information

  • Name

  • Email address

  • Phone number

  • Business address

2. Professional & Business Information

  • Company name

  • Job title or role

  • Organizational details

  • User credentials (in account creation)

3. Service & Platform Usage Information

  • Activity logs within HRHC CRM and other SaaS products

  • Device and browser information

  • IP address

  • Cookies and usage analytics

4. Communication Data

  • Emails, support messages, and inquiry details

  • SMS opt-in information and messaging history

5. Billing & Financial Information

  • Billing address

  • Payment details (processed securely for subscription purposes)

How We Collect Personal Data

We collect personal data through the following channels:

  • Website forms: sign-up forms, demo requests, contact forms

  • Account creation: when users register to use HRHC CRM or our SaaS solutions

  • Phone and email communications: customer support, billing, and onboarding

  • Automated tracking tools: cookies, analytics platforms, and server logs

  • In-app interactions: user activity within our software platform

How We Use Personal Data

We use personal data for the following purposes:

  • To provide access to our CRM and SaaS platforms

  • To manage client accounts and service subscriptions

  • To offer customer support and respond to inquiries

  • To deliver product updates, notifications, and marketing communications (when consented)

  • To process payments and generate invoices

  • To improve platform performance and user experience

  • To maintain system security and prevent fraudulent activity

Opt-Out Process (SMS & Email)

You may opt out of receiving text messages from Heartbeat Associates at any time.

How to Opt Out (SMS):

Reply to any message with:
“STOP” or “UNSUBSCRIBE”

or text us directly at:
(307) 226-1424 Ext 3

Once we receive your request, your number will be promptly removed from our SMS list.

Email Opt-Out:

Click the Unsubscribe link included in any marketing email.

How We Disclose Personal Data

We may share personal data under the following circumstances:

  • Service Providers: To trusted third-party vendors that support our CRM platform, payment processing, hosting, analytics, or SMS delivery

  • Legal Requirements: When required by law, government authorities, or court orders

  • Platform Functionality: When necessary to provide key features or integrations requested by users

We do not sell or rent personal information to third parties.

Security Measures

We implement appropriate technical and organizational safeguards to protect personal data, including:

  • Encrypted data transmission (SSL/TLS)

  • Secure servers and restricted data access

  • Role-based access controls within HRHC CRM

  • Regular security audits and backups

  • Multi-layer authentication features

Data Retention

We retain personal data only for as long as necessary to:

  • Fulfill business purposes

  • Comply with legal requirements

  • Maintain active client accounts

When data is no longer required, we securely delete or anonymize it.

Your Rights

Individuals have the right to:

  • Request access to their personal data

  • Request correction, update, or deletion of their data

  • Object to specific types of processing

  • Withdraw consent for communications at any time

  • File a complaint with a supervisory authority, if applicable

To exercise any of these rights, please contact us using the information below.

Changes to This Privacy Policy

Heartbeat Associates reserves the right to update or revise this Privacy Policy at any time. Updates will become effective immediately upon posting on our website. Continued use of our services indicates acceptance of the updated policy.

Contact Us

For questions, concerns, or data-related requests, please contact:

Heartbeat Associates
1309 Coffen Avenue, Suite 1200
Sheridan, Wyoming
Email: billing@heartbeatassociate.com
Phone: (307) 226-1424 Ext 3

We are committed to protecting your privacy and ensuring your personal information is handled responsibly and securely.