Privacy Notice

HelmAI, Inc. and its affiliates (collectively “HelmAI,” “we,” “our,” or “us”) are committed to protecting your information. This Privacy Notice describes how we collect, use, and disclose your Personal Data in the general course of our business, and explains the rights and choices you have with respect to that data.

As used in this Notice, “Personal Data” means information that identifies, relates to, describes, or could reasonably be linked or associated, directly or indirectly, with you.

If you are a California resident, please see Section 15 for additional disclosures required under the California Consumer Privacy Act (“CCPA”).

1. Applicability of This Privacy Notice

1.1 Applicability

This Privacy Notice applies to Personal Data collected and processed by HelmAI as a data controller, generally in the course of our business, including when you:

use, visit, or interact with our website at helm-ai.io or any other HelmAI website that links to this Privacy Notice (collectively, the “Sites”);
register for, attend, or participate in HelmAI events, webinars, demonstrations, or other programs (whether virtual or in-person);
create an account or otherwise interact with our support or customer service;
communicate or interact with us by email, phone, or other channels, including submitting support requests;
participate in free trials of the Service; or
participate in surveys, research, or other data collection activities facilitated by HelmAI.

1.2 HelmAI's Offerings

HelmAI is the owner and provider of an AI-powered platform designed to extract strategic signals from implementation and customer success calls and route them to relevant internal teams (the “Service”). A separate agreement governs the delivery, access, and use of the Service (the “Customer Agreement”), including HelmAI's processing of customer and authorized user data. The organization (e.g., your employer) that enters into the Customer Agreement (“Customer”) controls its instance of the Service. Please note:

(a) This Privacy Notice does not apply to HelmAI's processing of Customer or Authorized User Personal Data as a processor on behalf of a Customer, including Personal Data contained in call recordings, transcripts, CRM data, or other data submitted by Customers or Authorized Users when using the Service (collectively, “Customer Data”). If you are an Authorized User, please review Section 12.
(b) If you have received an invitation to join a Customer instance to use the Service, this Notice applies to HelmAI's processing of your Personal Data to the extent required to allow you to create an account and join that instance.

1.3 Third-Party Services

This Privacy Notice only describes HelmAI's own processing activities and does not apply to the practices of any third party, including third-party applications or integrations that connect with the Service. Links to third-party sites on our Sites are not endorsements.

1.4 Employee, Vendor, and Candidate Personal Data

This Privacy Notice does not apply to HelmAI's processing of Personal Data related to: (a) vendors, suppliers, or service providers, which is subject to separate agreements; (b) HelmAI employees, interns, or contractors, which is subject to separate internal policies; or (c) job applicants, which is governed by applicable hiring-process disclosures.

1.5 Applicable Laws

HelmAI's processing of Personal Data is subject to applicable national, federal, state, and local laws. To the extent this Privacy Notice conflicts with applicable law in your jurisdiction, the applicable law controls.

2. Personal Data We Collect

2.1 Types of Personal Data We Collect

We may collect and process the following types of Personal Data in the course of our business, including when you visit or interact with our Sites:

Contact Data: your name, email address, phone number, company name, job title, and country or region.
Technical Data: IP address, browser type and version, time zone and location, device identifiers, referring and exit pages, and similar information collected automatically when you visit our Sites.
Usage Data: information about how you interact with our Sites, including pages viewed, features accessed, and preferences. We may associate this data with other information we collect.
Location Data: general location inferred from your IP address. We do not collect precise geolocation data.
Support Data: information you provide when submitting support or technical assistance requests, including attachments such as screenshots or logs.
Communications Data: your communication preferences, feedback, and the content of your interactions with us by email, phone, or other channels. We may retain records of such communications, which may include audio recordings or transcripts.

For Authorized Users who are invited to join a Customer instance or create an account to use our Service, we also collect:

Account Data: login credentials (e.g., username, email address), authentication information, and profile and preference settings.
Service Data: information about the performance, configuration, and use of the Service, including usage telemetry (e.g., features used, commands executed) and event data (e.g., clicks, permission changes). Service Data may include limited Account Data or Technical Data but does not include Customer Data.

We may also collect, use, and share aggregated or de-identified data that does not directly identify you, such as usage statistics or trend analysis.

2.2 Sources of Personal Data

(a) From you. We collect Personal Data directly from you when you use or interact with our Sites, submit inquiries, register for events, sign up for a free trial, create an account, or contact us for support. We also automatically collect Technical Data and Service Data when you access our Sites or use the Service.
(b) From Customers. We may receive Personal Data about you from Customers who invite you to use the Service as an Authorized User.
(c) From partners and public sources. We may receive business contact information and interaction data from resellers, referral partners, and other third parties, or from publicly available sources.
(d) From analytics and advertising partners. We may use third-party analytics providers to help us understand usage of our Sites. We may also work with advertising partners who collect information about your online activity using cookies and similar tracking technologies. Please see our Cookie Notice for more information.
(e) Through automated technologies. Our Sites use cookies, web beacons, pixels, and similar technologies to collect Technical Data automatically. You can control cookie use through your browser settings or via our Cookie Settings link. See our Cookie Notice for details.

3. Our Uses of Personal Data

We use and process your Personal Data to operate, maintain, and improve our Sites, Service, and business, including for the following purposes:

3.1 Providing, Maintaining, and Personalizing the Service

Delivering the Service and any support you request.
Creating, maintaining, and managing your account and provisioning access to a Customer instance.
Detecting bugs, errors, and service quality or safety issues.
Monitoring and measuring your use of our Sites and Service.
Personalizing your experience, including surfacing relevant content and recommendations.

3.2 Analyzing and Improving the Service

Generating aggregated statistics about how our Sites and Service are used.
Understanding our user base and improving the Sites and Service based on that understanding.
Developing new features and functionality.

3.3 Communicating with You

Responding to your questions, comments, and requests.
Sending service notifications, security alerts, confirmations, and administrative messages.
Providing updates to our Service, Sites, Privacy Notice, or terms.
Conducting surveys and collecting feedback.

3.4 Marketing and Advertising

Developing and sending marketing communications about the Service, events, and related offerings (consistent with your preferences).
Serving targeted advertising on third-party platforms, subject to your opt-out rights described in Section 6.
Measuring the effectiveness of marketing and advertising campaigns.

3.5 Legal and Compliance

Complying with legal obligations and monitoring compliance with contractual requirements.
Investigating and deterring fraudulent, unauthorized, or illegal activity.
Responding to lawful requests, subpoenas, or government inquiries.
Enforcing our terms and agreements and protecting HelmAI's legal rights.

3.6 Security

Monitoring and maintaining the security of our Sites, Service, and systems.
Detecting, investigating, and preventing security incidents.
Verifying identity and access to prevent unauthorized use.

3.7 Business Operations and Analytics

Conducting audits, due diligence, or business reporting.
Measuring performance and analyzing key business metrics.
Conducting research and benchmarking to improve our business.

We may also process your Personal Data for other purposes where you have given your consent.

4. Disclosure of Personal Data

We may disclose your Personal Data as described below and elsewhere in this Privacy Notice.

4.1 Affiliates

We may share your Personal Data with our subsidiaries and affiliated companies, in which case we will require them to comply with this Privacy Notice.

4.2 Service Providers

We may disclose your Personal Data to third-party service providers who perform functions on our behalf, such as hosting, analytics, security, payment processing, and customer support. We require service providers to safeguard your Personal Data and process it only as necessary for the services they provide.

4.3 Business Partners

We may share your Personal Data with resellers, referral partners, event co-sponsors, and advertising and marketing partners involved in delivering our services or events to you. Advertising and marketing partners may use cookies and tracking technologies to serve targeted ads. Event partners are responsible for managing their own use of your data.

4.4 Legal Compliance

We may disclose your Personal Data to comply with legal obligations, respond to court orders, administrative or judicial processes, or lawful requests from public authorities.

4.5 Corporate Restructuring

We may transfer or disclose your Personal Data in connection with a merger, acquisition, financing, or sale of all or a portion of our business or assets. We will inform any acquirer that your Personal Data may only be used in accordance with this Privacy Notice.

4.6 Legitimate Interests and Vital Interests

We may disclose your Personal Data where necessary for our legitimate interests (e.g., to establish or defend legal claims, prevent violations of law) or to protect the vital interests of you or another person.

4.7 Other Disclosures

We may disclose your Personal Data to fulfill the purpose for which you provided it, as disclosed at the time of collection, or with your consent.

We may disclose or use aggregated or de-identified information for any purpose, including for research, reporting, or business development.

5. Your Privacy Rights

5.1 Your Rights

Depending on your location, you may have some or all of the following rights with respect to your Personal Data:

Right to know what Personal Data we have collected about you and to access a copy.
Right to seek confirmation that we are processing your Personal Data.
Right to correct inaccurate, outdated, or incomplete Personal Data.
Right to request deletion of Personal Data we have collected from you (subject to legal obligations that may require us to retain certain data).
Right to limit the processing or disclosure of your sensitive Personal Data.
Right to withdraw consent, where we rely on consent to process your data, without affecting the lawfulness of prior processing.
Right to request suspension of processing in certain circumstances.
Right to opt out of sale, sharing, targeted advertising, or cross-context behavioral advertising.
Right to data portability — to receive your Personal Data in a readable, standardized format.
Right to appeal our decisions related to your privacy requests.

5.2 Exercising Your Rights

To exercise your rights or submit an appeal, please contact us by emailing info@helm-ai.io or using the privacy request form on our Site.

5.3 Our Obligations

We will not discriminate against you for exercising your privacy rights. We will confirm receipt of your request within 10 business days and respond within 30 to 45 calendar days, subject to applicable law. We may extend this timeframe when reasonably necessary and will notify you if we do. We may decline to process requests that are frivolous, unreasonably repetitive, or that would risk the privacy or rights of others.

5.4 Verification

We may request information to verify your identity before responding to a privacy rights request. This may include confirming your name, email address, or other identifying information in our records.

5.5 Agent Requests

You may authorize someone to make a privacy rights request on your behalf. Authorized agents must demonstrate your authorization or provide evidence of power of attorney. HelmAI may contact you directly to confirm the agent's authority. Authorized agents may not use your Personal Data for any purpose other than fulfilling your request.

6. Your Choices and Controls

We offer you choices regarding the collection, use, and disclosure of your Personal Data. Please note that limiting certain data collection may affect your ability to use our Sites or Service.

6.1 Account Data

Authorized Users may review, update, or delete Personal Data associated with their accounts through the Service's account settings, by submitting a support request, or by exercising their rights under Section 5.

6.2 Opt-Out of Marketing

If you no longer wish to receive marketing communications from us, you may opt out via the unsubscribe link in any such communication, or by contacting us at privacy@helm-ai.io. Opting out of marketing does not affect service-related communications necessary to provide you with the Service.

6.3 Opt-Out of Sale, Sharing, and Targeted Advertising

To the extent HelmAI engages in the “sale,” “sharing,” or use of your Personal Data for “targeted advertising” or “cross-context behavioral advertising” as defined under applicable state privacy laws, you have the right to opt out. You may do so by:

Visiting our Cookie Settings on our Site and disabling optional tracking cookies.
Enabling a legally recognized opt-out preference signal in your browser (such as the Global Privacy Control).
Contacting us at privacy@helm-ai.io to opt out of email or phone-based targeted advertising.

7. International Users and Data Transfers

7.1 International Transfers

Your Personal Data may be transferred to and processed in countries other than the country where it was provided, including the United States, where HelmAI and its service providers operate. We will ensure that appropriate safeguards are in place for such transfers in accordance with applicable data protection laws, including, where required, the use of Standard Contractual Clauses or other lawful transfer mechanisms.

7.2 Information for Individuals in the EU, UK, and Switzerland

If you are located in the EU, UK, or Switzerland, please see our Supplemental Notice for EU, UK, and Swiss Individuals for additional information on how we process your Personal Data and any additional rights you may have.

8. Data Retention

We retain your Personal Data only for as long as reasonably necessary to fulfill the purposes for which it was collected, or as required or permitted by applicable law. We securely delete or anonymize Personal Data when retention is no longer necessary. Where deletion or anonymization is not immediately possible (e.g., data stored in backup archives), we will securely store your Personal Data and isolate it from further processing until deletion is possible.

For questions about our retention practices or to make specific retention requests, please contact info@helm-ai.io.

9. Storage, Access, and Security

We have implemented reasonable technical and organizational measures designed to protect your Personal Data against unauthorized, accidental, or unlawful access, destruction, loss, alteration, disclosure, or use. These measures are designed to be appropriate to the risk presented by the data we process. However, no security measures are perfect or impenetrable, and we cannot guarantee the absolute security of your Personal Data.

Access to Personal Data is restricted to personnel who require access for the purposes described in Section 3. All such personnel are subject to confidentiality obligations and receive privacy-related training.

10. Use by Children

Our Sites and Service are intended for adults and are not directed at individuals under the age of 18. We do not knowingly collect Personal Data from anyone under 18. If a parent or guardian believes that a minor has provided us with Personal Data without their consent, please contact us at privacy@helm-ai.io. We will delete such data within a commercially reasonable time.

11. Third-Party Websites

Our Sites may contain links to third-party websites, applications, or services. When you follow such a link, the collection, use, and processing of your Personal Data will be governed by that third party's own terms and privacy policies. We have no control over and are not responsible for the privacy practices of third-party websites. Links on our Sites do not constitute endorsements.

12. Notice to Authorized Users

12.1 Customer Controls

Where the Service is made available to you by or through a Customer (e.g., your employer), that Customer controls your access to and use of the Service, including your account settings, permissions, and access to Customer Data. HelmAI is not responsible for the privacy or security practices of Customer organizations. Please refer to the relevant Customer's policies for information about their privacy practices.

12.2 Exercising Privacy Rights in Customer Data

If Personal Data about you has been submitted to the Service by or on behalf of a Customer and you wish to exercise privacy rights with respect to that data, please contact the relevant Customer directly. HelmAI processes such data as a data processor on behalf of the Customer and will refer such requests to the applicable Customer.

13. Changes to This Privacy Notice

We reserve the right to update this Privacy Notice at any time. The “Last Updated” date at the top of this Notice reflects when it was last revised. Material changes will be posted on this page with an updated date. We encourage you to review this Privacy Notice periodically. We may, in our discretion, notify you of material changes by email, but such notification does not substitute for your responsibility to review this Notice.

14. Contact Us

If you have questions about this Privacy Notice or our privacy practices, or would like to access the information it contains in an alternative format, please contact us:

Email: info@helm-ai.io

15. Supplemental Notices

Additional information for individuals in certain jurisdictions is available in the following supplemental notices:

Supplemental Notice for California Residents (CCPA)
Supplemental Notice for EU, UK, and Swiss Individuals