Privacy Policy

1. Information We Collect

We collect information you provide directly to us, information we collect automatically, and information from third-party sources.

1.1 Information You Provide Directly

When you register, use our platform, or interact with our services, you may provide:

Account Information: Name, email address, phone number, business name, company details
Payment Information: Credit card details, billing address (processed securely through third-party payment processors)
Profile Information: Profile photo, bio, business description, industry, location
Business Data: Customer contact lists, CRM data, marketing campaigns, website content, pipeline information
Communication Data: Messages sent through our platform, support tickets, community posts, feedback
Assessment Data: Responses to our Strategic Assessment and onboarding questionnaires

1.2 Information We Collect Automatically

When you access our platform, we automatically collect:

Usage Data: Pages viewed, features used, time spent, navigation paths, click patterns
Device Information: IP address, browser type, operating system, device identifiers
Location Data: General geographic location based on IP address (not precise GPS location)
Cookies & Similar Technologies: Session cookies, preference cookies, analytics cookies (see Section 8)
Performance Data: Load times, error reports, technical diagnostics

1.3 Information From Third-Party Sources

Integrations: Data imported from connected services (e.g., email providers, payment processors, CRM tools)
Social Media: Public profile information if you connect social media accounts
Payment Processors: Transaction confirmation and payment status from Stripe or other processors

2. How We Use Your Information

We use your information for the following purposes:

Purpose	How We Use Your Data
Platform Services	Provide access to CRM, marketing automation, website builder, community, and all platform features
Account Management	Create and manage your account, process payments, handle subscriptions, verify identity
Communication	Send transactional emails, platform updates, support responses, community notifications
Personalization	Customize your experience, recommend relevant resources, match you with peer groups
Analytics & Improvement	Analyze usage patterns, improve features, fix bugs, optimize performance, conduct A/B testing
Security & Fraud Prevention	Detect and prevent fraud, unauthorized access, security threats, and policy violations
Legal Compliance	Comply with legal obligations, respond to legal requests, enforce our Terms of Service
Marketing (with consent)	Send promotional emails, product updates, educational content (you can opt out anytime)

3. How We Share Your Information

We do NOT sell your personal information. We only share your data in the following limited circumstances:

3.1 Service Providers

We share data with trusted third-party vendors who help us operate our platform:

Hosting & Infrastructure: Cloud storage, server hosting, CDN services
Payment Processing: Stripe and other payment processors (they process payments securely)
Email & Communication: Email service providers, SMS providers, notification systems
Analytics & Monitoring: Google Analytics, error tracking, performance monitoring
Customer Support: Help desk software, live chat tools

All service providers are contractually required to protect your data and use it only for the specified purposes.

3.2 Community Members (Limited Sharing)

Within our member community:

Your profile information (name, business, bio, photo) is visible to other members
Your community posts and comments are visible to other members
Your business contact data (CRM, customer lists) is NOT shared with other members

3.3 Business Transfers

If Holistically Simple is acquired, merged, or undergoes a business transition, your information may be transferred to the new entity. You will be notified of any such change.

3.4 Legal Requirements

We may disclose your information if required by law, court order, subpoena, or government request, or to:

Protect the rights, property, or safety of Holistically Simple, our users, or the public
Enforce our Terms of Service or other agreements
Investigate fraud, security incidents, or policy violations

3.5 With Your Consent

We may share your information with third parties if you explicitly consent (e.g., connecting third-party integrations).

4. Data Retention

We retain your personal information for as long as necessary to provide our services and comply with legal obligations:

Active Accounts: Data is retained while your membership is active
Canceled Accounts: Data is retained for 90 days after cancellation (to allow reactivation), then deleted unless legally required to retain longer
Financial Records: Payment and transaction data retained for 7 years (tax and legal compliance)
Communications: Support tickets and community posts retained indefinitely unless deletion is requested
Backup Systems: Data in backups is deleted within 90 days of deletion from active systems

5. Your Privacy Rights

Depending on your location, you may have the following rights regarding your personal data:

            Your Rights Include:
            Access: Request a copy of the personal data we hold about you
Correction: Request correction of inaccurate or incomplete data
Deletion: Request deletion of your personal data ("right to be forgotten")
Portability: Request a copy of your data in a portable format (e.g., CSV, JSON)
Restriction: Request that we limit how we use your data
Objection: Object to certain uses of your data (e.g., marketing)
Opt-Out: Unsubscribe from marketing emails at any time
Withdraw Consent: Withdraw consent for data processing where consent was the legal basis

        

How to Exercise Your Rights

To exercise any of these rights, contact us at:

Email: [email protected]
Phone: +1 (757) 573-9818
Mail: 4701 Shore Dr, Ste. #103-440, Virginia Beach, VA 23455

We will respond to your request within 30 days. Identity verification may be required to protect your privacy.

6. Data Security

We implement industry-standard security measures to protect your personal information:

6.1 Technical Safeguards

Encryption: Data in transit is encrypted using TLS/SSL; sensitive data at rest is encrypted
Access Controls: Role-based access controls limit who can access your data internally
Authentication: Strong password requirements, optional two-factor authentication (2FA)
Monitoring: Continuous monitoring for security threats and unauthorized access
Backups: Regular encrypted backups to prevent data loss

6.2 Organizational Safeguards

Employee training on data privacy and security best practices
Confidentiality agreements for all employees and contractors
Regular security audits and vulnerability assessments
Incident response plan for data breaches

6.3 Important Security Notice

No system is 100% secure. While we use best practices to protect your data, we cannot guarantee absolute security. You are responsible for maintaining the confidentiality of your login credentials and notifying us immediately of any suspected unauthorized access.

7. Children's Privacy

Our services are NOT intended for individuals under 18 years of age. We do not knowingly collect personal information from children under 18.

If we become aware that we have collected data from a child under 18, we will delete that information immediately. If you believe we have collected information from a child, contact us at [email protected].

8. Cookies & Tracking Technologies

We use cookies and similar technologies to enhance your experience, analyze usage, and personalize content.

8.1 Types of Cookies We Use

Cookie Type	Purpose
Essential Cookies	Required for platform functionality (login, session management, security)
Preference Cookies	Remember your settings and preferences (language, layout, theme)
Analytics Cookies	Track usage patterns to improve our platform (Google Analytics, Mixpanel)
Marketing Cookies	Deliver relevant ads and measure campaign effectiveness (can be disabled)

8.2 Managing Cookies

You can control cookies through:

Browser Settings: Most browsers allow you to block or delete cookies
Opt-Out Tools: Google Analytics Opt-Out: https://tools.google.com/dlpage/gaoptout

Note: Disabling essential cookies may affect platform functionality.

9. International Data Transfers

Holistically Simple is based in the United States. If you access our services from outside the U.S., your data may be transferred to, stored, and processed in the United States or other countries where our service providers operate.

By using our services, you consent to the transfer of your data to countries that may have different data protection laws than your home country. We take appropriate safeguards to protect your data in accordance with this Privacy Policy.

10. California Privacy Rights (CCPA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):

Right to Know: Request disclosure of the categories and specific pieces of personal information we collect
Right to Delete: Request deletion of your personal information (subject to legal exceptions)
Right to Opt-Out: Opt out of the "sale" of personal information (we do NOT sell data)
Right to Non-Discrimination: You will not be discriminated against for exercising your rights

To exercise these rights, contact us at [email protected].

11. European Privacy Rights (GDPR)

If you are located in the European Economic Area (EEA), UK, or Switzerland, you have additional rights under the General Data Protection Regulation (GDPR):

Legal Basis for Processing: We process your data based on consent, contract performance, legal obligation, or legitimate interests
Right to Lodge a Complaint: You can file a complaint with your local data protection authority
Data Protection Officer: Contact our DPO at [email protected]

12. Third-Party Links

Our platform may contain links to third-party websites, services, or integrations. We are NOT responsible for the privacy practices of these external sites.

We encourage you to review the privacy policies of any third-party services you connect to or visit through our platform.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or platform features.

When we make material changes:

We will update the "Last Updated" date at the top of this page
We will notify you via email or platform notification
Continued use of our services after changes take effect constitutes acceptance of the updated policy

14. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us: