Our Commitment
At HERIntelAI, we take your privacy seriously. This policy explains what information we collect, how we use it, and your rights regarding your data.
The short version: We collect only what we need to provide AI Grant Strategist and communicate with you. We never sell your data. We’re transparent about everything we do.
What Information We Collect
Information You Provide Directly
When you use our website (herintelai.com):
Name and email address (via contact forms, newsletter signup, waitlist forms)
Organization name and type (optional, via contact form)
Messages you send us through contact forms
Your preferences and interests (via form checkboxes)
When you use AI Grant Strategist (the GPT):
The ChatGPT platform (OpenAI) collects conversation data according to their privacy policy
We do NOT have direct access to your GPT conversations
We do NOT store proposal content, grant searches, or strategy discussions
Any data you share in the GPT is governed by OpenAI’s privacy policy, not ours
When you subscribe to paid tiers (Empower/Accelerate):
Billing information (processed by Stripe — we don’t store credit card numbers)
Purchase history and subscription status
Email address associated with your account
Information Collected Automatically
Website analytics (via Google Analytics 4 and Squarespace Analytics):
Pages you visit and time spent on each page
Referral source (how you found us)
Device type, browser, and operating system
General geographic location (city/country level, not precise location)
IP address (anonymized after 14 days)
Cookies:
Essential cookies: Required for website functionality (login, preferences)
Analytics cookies: Help us understand how visitors use our site
You can disable cookies in your browser, but some site features may not work
How We Use Your Information
Email Communications
Send you our newsletter (if you opted in)
Provide customer support
Send account and billing updates
Notify you about product updates (if you’re a customer)
Respond to your inquiries
You can unsubscribe from marketing emails anytime using the link at the bottom of every email.
Service Delivery
Process your subscription payments
Provide access to paid tiers (when available)
Verify your account and prevent fraud
Improve our products based on usage patterns
Legal Compliance
Comply with laws and regulations
Respond to legal requests (subpoenas, court orders)
Protect our rights and enforce our Terms of Service
How We Share Your Information
We Do NOT Sell Your Data
Ever. Your information is not for sale to advertisers, data brokers, or anyone else.
We DO Share With:
Service Providers:
ConvertKit: Email marketing (stores your email and subscription preferences)
Stripe: Payment processing (stores billing information securely)
Google Analytics: Website analytics (anonymized data)
Squarespace: Website hosting (stores form submissions and site data)
All service providers are contractually required to protect your data and use it only for providing services to us.
Legal Requirements:
When required by law (subpoenas, court orders, legal investigations)
To protect rights, property, or safety of HERIntelAI, our users, or the public
Business Transfers:
If HERIntelAI is acquired or merged, your information may transfer to the new owner (you’ll be notified in advance)
We Do NOT Share With:
Advertisers
Data brokers
Social media platforms (except LinkedIn for business updates you opt into)
Third-party marketers
Your AI Grant Strategist Data
Important distinction: Data we control (on herintelai.com):
Your email, name, and contact form submissions
Your newsletter and waitlist signups
Your subscription status
Data we DON’T control (in the GPT itself):
Your conversations with AI Grant Strategist
Proposal drafts, grant searches, or strategy discussions
Any content you input into the ChatGPT interface
That data is controlled by OpenAI and subject to their privacy policy: https://openai.com/privacy
We cannot see your GPT conversations. ChatGPT’s privacy settings are between you and OpenAI.
Data Security
How We Protect Your Information
Encryption: All data transmitted to/from our website uses HTTPS/SSL encryption
Secure storage: Data stored with industry-standard security measures
Limited access: Only essential personnel can access user data
Regular audits: We review security practices regularly
Third-party security: Service providers must meet our security standards
What We Can’t Guarantee
No system is 100% secure. While we use industry-standard protections, we cannot guarantee absolute security. If we learn of a data breach, we’ll notify affected users within 72 hours.
Your Rights & Choices
Access Your Data
Request a copy of all personal information we have about you.
Email: privacy@herintelai.com
Correct Your Data
Update inaccurate information we have about you.
Email: support@herintelai.com
Delete Your Data
Request deletion of your personal information (with some exceptions for legal/accounting requirements).
Email: privacy@herintelai.com
Note: Deleting your data may prevent us from providing services to you.
Opt Out of Marketing
Unsubscribe from newsletters and marketing emails using the link in any email or by emailing support@herintelai.com.
Note: You’ll still receive transactional emails (receipts, account updates, support responses).
Disable Cookies
Adjust your browser settings to block cookies. Note that some website features may not work properly.
Data Portability
Request your data in a machine-readable format (CSV, JSON) for transfer to another service.
Email: privacy@herintelai.com
Children’s Privacy
AI Grant Strategist is not intended for users under 18. We do not knowingly collect information from children. If you believe a child has provided us information, contact privacy@herintelai.com and we’ll delete it immediately.
California Privacy Rights (CCPA)
If you’re a California resident, you have additional rights:
Right to Know: What personal information we collect and how we use it
Right to Delete: Request deletion of your personal information
Right to Opt-Out: We don’t sell data, so there’s nothing to opt out of
Right to Non-Discrimination: We won’t treat you differently for exercising your rights
To exercise these rights: Email privacy@herintelai.com with “CCPA Request” in the subject line.
European Privacy Rights (GDPR)
If you’re in the EU/EEA, you have rights under GDPR:
Right to Access: Request a copy of your personal data
Right to Rectification: Correct inaccurate data
Right to Erasure: Request deletion (with legal exceptions)
Right to Restrict Processing: Limit how we use your data
Right to Data Portability: Receive data in a portable format
Right to Object: Object to certain data processing activities
Right to Withdraw Consent: Withdraw consent for data processing
Legal Basis for Processing:
Consent: Newsletter signups, optional form fields
Contract: Providing paid services you’ve purchased
Legitimate Interests: Improving our services, preventing fraud
Data Controller: HERIntelAI Systems LLC
EU Representative: [To be designated if/when we have substantial EU users]
To exercise these rights: Email privacy@herintelai.com
To file a complaint: Contact your local data protection authority
International Data Transfers
HERIntelAI is based in the United States. If you’re outside the US, your information will be transferred to and processed in the US. By using our services, you consent to this transfer.
We use standard contractual clauses and other safeguards to protect your data during international transfers.
Changes to This Policy
We may update this Privacy Policy occasionally. Changes will be posted on this page with a new “Last Updated” date.
Material changes (how we use your data, who we share it with) will be announced via:
Email notification (if you’re a subscriber or customer)
Prominent notice on our website
30 days before the change takes effect
Your continued use of our services after changes take effect means you accept the updated policy.
Third-Party Links
Our website may link to third-party sites (grant databases, foundation websites, etc.). We’re not responsible for their privacy practices. Please review their privacy policies before providing information.
Do Not Track
Some browsers have “Do Not Track” (DNT) features. We don’t currently respond to DNT signals, but we limit tracking to essential analytics as described in this policy.
Contact Us About Privacy
Questions about this policy?
Email: privacy@herintelai.com
General inquiries:
Email: support@herintelai.com
Mailing address:
HERIntelAI Systems LLC
8735 DUNWOODY PLACE STE N
ATLANTA, GA 30350
Response time: Within 7 business days for privacy requests, 24 hours for general inquiries
Summary: What You Should Know
✓ We collect minimal data — only what’s needed to provide services
✓ We never sell your information
✓ Your GPT conversations are controlled by OpenAI, not us
✓ You can access, correct, or delete your data anytime
✓ We use industry-standard security measures
✓ You can opt out of marketing emails anytime
✓ We’re transparent about everything we collect and why
Questions? Email privacy@herintelai.com
Human • Ethical • Responsible
© 2025 HERIntelAI Systems LLC