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Draft for legal review. This document was prepared for HEARTBEAT and has not yet been reviewed by qualified counsel. It is informational until formally adopted.

Privacy Policy

Version 0.1 (draft) · 12 July 2026 · Applies to the HEARTBEAT application and public site.

1. Who we are

HEARTBEAT ("we") provides a project-delivery platform for organisations ("customers"). Each customer organisation controls the personal data of its own workspace; we process it on their instructions. For data entered on our public site (blog, sign-up), we are the controller.

2. What we collect

  • Account data — name, work email, role archetype, password hash (never the password itself).
  • Work records — projects, tasks, progress logs, quality checks, comments, leave and crew records your organisation creates.
  • Wellbeing pulse (special design) — individual sentiment entries are stored only as keyed HMAC hashes. No manager, administrator, or HEARTBEAT operator can read an individual's sentiment — this denial is enforced in software and cryptography, not policy. Only anonymous team aggregates exist in readable form.
  • Voice — voice commands are processed only while the microphone is held; audio becomes text on your device (or your chosen speech engine) and is then discarded. Audio is never stored. Text transcripts are kept only where your organisation enables "transcript as evidence".
  • Technical data — session records (IP, device string, timestamps), audit events, error logs.

3. Why we process it (legal bases)

Contract performance (running your workspace), legitimate interests (security, abuse prevention, product improvement in aggregate), consent (cookies beyond essential, marketing), and legal obligations.

4. Retention

Work records are retained while your organisation's subscription is active and per its configured retention windows. Sessions and audit logs default to 12 months. Erasure requests are honoured as described in section 6.

5. Sharing

We use a small set of subprocessors (see the Subprocessor list). We do not sell personal data and we show no advertising.

6. Your rights (GDPR / India DPDP)

Access, rectification, erasure, restriction, portability, and objection. In-product: Settings → Privacy provides self-service export; erasure requests go to your organisation administrator and are executed through an integrity-preserving anonymisation workflow. Public-site data: contact the address below. You may lodge complaints with your supervisory authority (EU) or grievance officer (India DPDP Act 2023).

7. International transfers

Primary hosting region is chosen by your organisation at onboarding. Transfers outside the region use standard contractual clauses.

8. Contact

Privacy contact: [privacy@yourdomain — placeholder until the operating entity's details are finalised].