Privacy Policy

Your privacy matters. This policy explains what information we collect when you visit heartwired.co, how we use it, and what choices you have. We’ve written it to be as straightforward as possible.

1. Who We Are
HEARTWIRED CO.™ is a systems and CRM consulting brand operated by Erica Rice Digital Consulting LLC, based in Virginia, USA. When this policy refers to “we,” “us,” or “our,” it means HEARTWIRED CO.™ and Erica Rice Digital Consulting LLC.

Questions about this policy? Reach us at: info@heartwired.co

2. What Information We Collect
Information You Give Us
We collect information you provide directly, which may include:

Name and email address when you submit a contact form, sign up for our newsletter, or book a call or consultation
Business information (such as your business name, website, or the services you’re interested in) when you fill out a qualifying or intake form
Payment information when you purchase a service (processed securely by third-party payment processors; we do not store card data)
Communications you send us via email or contact forms
Information Collected Automatically
When you visit our website, we may automatically receive standard technical data, including:

Your IP address and general geographic location
Browser type and version
Pages visited, time on page, and referral source
Device type and operating system

This data is collected through website analytics tools and does not personally identify you on its own.

3. How We Use Your Information
We use the information we collect to:

Respond to your inquiries and schedule consultations
Deliver services you’ve purchased or expressed interest in
Send our newsletter and other communications you’ve opted into
Improve our website and understand how visitors use it
Fulfill our legal and contractual obligations
Protect the security and integrity of our business

We do not sell your personal information. We do not share your personal information with third parties for their own marketing or advertising purposes. We do not use your information for purposes beyond what is described here.

If you are a California resident, you have the right to request that we not sell or share your personal information. As stated above, we do not sell or share personal information, so no opt-out action is required. To confirm or ask questions, contact us at info@heartwired.co.

4. Legal Basis for Processing (UK and EU Visitors)
If you are located in the United Kingdom or European Union, we are required under UK GDPR and EU GDPR to identify the legal basis on which we process your personal data. We rely on the following:

Contract: When you book a call or engage our services, we process your name, email, and business information to fulfill that agreement.
Consent: When you sign up for our newsletter or submit a contact form, we process your data based on your consent. You may withdraw consent at any time by unsubscribing or contacting us at info@heartwired.co.
Legitimate interests: We use website analytics data to understand how our site is used and improve it. We rely on legitimate interests for this purpose, balanced against your right to privacy.
Legal obligation: We may retain certain records to comply with applicable laws and regulations.

5. Third-Party Tools and Service Providers
To run our business, we use trusted third-party tools that may process your data on our behalf. These include:

Email marketing platform — manages our newsletter and email communications
Scheduling and CRM platform — handles client booking, scheduling, and contact management
Zapier — powers our website chatbot and workflow automations; any information you submit through the chatbot (such as your name, email, or questions) is processed through Zapier’s platform. The chatbot is used for routing and communication purposes only and does not make automated decisions about you.
Google Analytics — website analytics provided by Google; collects data about your visit including pages viewed, time on site, and device/browser information using cookies and similar tracking technologies
Payment processors (such as Stripe or PayPal) — for secure payment handling
Website hosting providers — for site performance and uptime

Each of these providers has their own privacy practices. We choose tools that take data security seriously, but we encourage you to review their policies if you have questions about how they handle your data.

We do not share your personal information with third parties for their own marketing purposes.

6. Email Communications
If you sign up for our newsletter or request a resource from our site, you’ll be added to our email list. You can unsubscribe at any time using the link at the bottom of any email we send.

If you book a call or become a client, we may send you transactional or service-related emails as part of that relationship.

7. Cookies
Our website uses cookies — small text files stored on your device — to support basic site functionality and analytics.

We use Google Analytics, which places its own cookies to collect information about how visitors use our site (pages visited, time on site, traffic sources, and similar data). This data is aggregated and anonymized. Google may use this data in accordance with their own privacy policy. You can opt out of Google Analytics tracking at any time using Google’s opt-out browser add-on.

You can control cookie settings through your browser preferences. Disabling cookies may affect some features of the site.

8. Data Retention
We keep your information only as long as necessary for the purposes described in this policy or as required by law. Client records are retained for a reasonable period after the end of our working relationship for administrative and legal purposes. Newsletter subscriber data is retained until you unsubscribe or request removal.

8. International Data Transfers (UK and EU Visitors)
Our business is based in the United States. The third-party tools we use — including Flodesk, 17hats, Zapier, and Google Analytics — are also US-based. If you are located in the United Kingdom or European Union, this means your personal data may be transferred to and processed in the United States, which has different data protection standards than the UK and EU.

Where such transfers occur, we rely on the safeguards put in place by our third-party providers, including Standard Contractual Clauses approved by the European Commission or the UK equivalent, as applicable. We encourage you to review the privacy policies of those providers for details on their transfer mechanisms.

10. Your Rights and Choices
You have the right to:

Access the personal information we hold about you
Correct inaccurate or outdated information
Request deletion of your personal information, subject to any legal obligations we have to retain it
Restrict or object to how we process your data in certain circumstances
Data portability — request a copy of your data in a commonly used, machine-readable format
Opt out of marketing communications at any time
Withdraw consent where we rely on consent to process your data

If you are located in the United Kingdom or European Union, you also have the right to lodge a complaint with your local data protection authority. In the UK, that is the Information Commissioner’s Office (ICO) at ico.org.uk. In the EU, it is the supervisory authority in your country of residence.

To exercise any of your rights, contact us at info@heartwired.co and we will respond promptly. If we are unable to fulfill a request, we will explain why and you may appeal that decision by contacting us again with your original request and the reason you are appealing.

11. Data Security
We take reasonable steps to protect your information from unauthorized access, loss, or misuse. That said, no method of electronic transmission or storage is completely secure. We cannot guarantee absolute security, but we are committed to handling your data responsibly.

12. Children’s Privacy
Our website and services are intended for adults. We do not knowingly collect personal information from anyone under the age of 18. If you believe a minor has provided us with their information, please contact us and we will promptly remove it.

13. Links to Other Websites
Our site may contain links to external websites we do not operate. We are not responsible for the privacy practices of those sites and encourage you to review their policies independently.

14. Changes to This Policy
We may update this policy from time to time. When we do, we will update the effective date at the top of this page. Significant changes will be communicated more prominently. Your continued use of heartwired.co after any changes constitutes your acceptance of the updated policy.

15. Contact
If you have questions, concerns, or requests related to this privacy policy, please reach out:

Erica Rice Digital Consulting LLC DBA HEARTWIRED CO.™ P.O. Box 962 Troy, VA 22974 info@heartwired.co heartwired.co