Privacy Policy

Last Updated: February 28, 2026

1. Our Commitment to Your Privacy

Heardsafe was built on the principle that workers should be able to document workplace safety concerns without fear. Privacy is not just a feature — it is the foundation of our Service. This Privacy Policy explains how we collect, use, protect, and share your information.

Key Principle: We will never share your identity or the contents of your reports with your employer, unless you explicitly authorize us to do so in writing.

2. Information We Collect

2.1 Information You Provide

  • Account Information: First name, last name, personal email address, personal phone number, and a secure PIN
  • Employer Information: Employer name, location, and department — used to identify workplace patterns, never to contact your employer
  • Incident Reports: Descriptions of workplace concerns, including dates, times, locations, people involved, and supporting details you choose to share
  • Voice Recordings: If you use our phone-based reporting, your call may be processed by AI to generate a written report. We do not retain voice recordings after processing

2.2 Information Collected Automatically

  • Device Information: Browser type, operating system, and device type (used for Service functionality and security)
  • Usage Data: Pages visited, features used, and timestamps (used to improve the Service)
  • IP Address: Collected for security purposes and consent verification only

3. How We Use Your Information

We use your information exclusively to:

  • Provide and maintain the Service
  • Authenticate your identity and protect your account
  • Store and organize your incident documentation
  • Send you account-related notifications (verification codes, security alerts)
  • Improve the Service based on aggregate, anonymized usage patterns
  • Comply with legal obligations

4. How We Protect Your Information

We implement multiple layers of security:

  • Encryption in Transit: All data transmitted between your device and our servers is encrypted using TLS/SSL
  • Encryption at Rest: Your incident reports and personal data are encrypted in our database
  • PIN Protection: Your PIN is hashed using industry-standard algorithms — we cannot see your PIN
  • Access Controls: Strict internal access controls limit who can access system infrastructure
  • Rate Limiting: Automated protections against brute-force attacks and unauthorized access attempts

5. Information Sharing

5.1 We Do NOT Share Your Information With:

  • Your employer or any representative of your employer
  • Advertisers or marketing companies
  • Data brokers or analytics platforms
  • Any third party for their own commercial purposes

5.2 Limited Circumstances Where We May Share Information

  • With Your Explicit Consent: If you choose to share a report with an attorney, union representative, or government agency, we will only do so with your written authorization
  • Legal Requirements: We may disclose information if required by a valid court order, subpoena, or other legal process. If legally permitted, we will notify you before disclosure
  • Service Providers: We use limited third-party services (hosting, SMS delivery) that may process your data solely to provide the Service. These providers are bound by confidentiality agreements
  • Aggregate Data: We may publish anonymized, aggregate statistics about workplace safety trends. This data will never identify individual users or employers

6. Your Rights

You have the right to:

  • Access: Request a copy of all personal data we hold about you
  • Correction: Update or correct your personal information
  • Deletion: Request deletion of your account and all associated data
  • Export: Download your incident reports and documentation
  • Withdraw Consent: Opt out of non-essential communications at any time

To exercise any of these rights, contact us at help@heardsafe.com or call 1-844-524-5174.

7. Data Retention

We retain your account and incident data for as long as your account is active. If you delete your account:

  • Personal information is deleted within 30 days
  • Incident reports are permanently deleted within 30 days
  • Anonymized aggregate data (which cannot identify you) may be retained
  • Legal hold data, if any, is retained as required by law

8. Cookies and Tracking

Heardsafe uses only essential cookies required for the Service to function (session management, security tokens). We do not use advertising cookies, tracking pixels, or third-party analytics cookies.

9. Children's Privacy

The Service is intended for adults aged 18 and older. We do not knowingly collect information from anyone under 18. If we learn we have collected data from a minor, we will promptly delete it.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify registered users of material changes via email at least 15 days before they take effect. The "Last Updated" date at the top reflects the most recent revision.

11. Contact Us

For privacy-related questions or concerns:

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