Privacy Policy

1. Who We Are

HeartTech Soulutions LLC ("HeartTech," "we," "our," or "us") is a North Carolina limited liability company and the sole operator of the UsOS platform ("Service"). The Heart of Peace Foundation ("THOPF") is an independent nonprofit entity that promotes the Service but does not operate, control, or process personal data through it. This Privacy Policy governs HeartTech's collection and use of your information.

2. Information We Collect

We collect the following categories of information:

• Account information — your name, email address, and credentials when you register.
• Organization data — records you and your team enter within the Service, including meeting minutes, financial data, governance documents, and member information.
• Usage logs — feature interaction records, timestamps, and error logs used to operate and improve the Service.
• Communications — messages and inquiries you send to us.

3. How We Use Your Information

We use your information to:

• Create and manage your account
• Operate and maintain the Service
• Authenticate users and enforce organizational access controls
• Generate documents, reports, and compliance assessments on your behalf
• Respond to support requests and communications
• Comply with applicable legal obligations

4. Artificial Intelligence Features

The Service uses artificial intelligence to assist with tasks such as summarizing meeting recordings and identifying potential compliance items. AI processing is performed by a contracted third-party provider under a data processing agreement that restricts use to service delivery only. We do not use your data to train AI models. AI-generated output is provided for your review and does not take effect until you approve it.

5. Third-Party Service Providers

We engage third-party providers for cloud infrastructure, data storage, and technical operations necessary to run the Service. These providers are contractually prohibited from using your data for any purpose other than delivering the Service. We do not sell, rent, or trade your personal information.

Financial account connections: We use Plaid Inc. to connect your organization's financial accounts. When you authorize a bank account connection through the Service, Plaid collects your financial institution credentials and account data on our behalf under a data processing agreement. Plaid's collection and use of your data is governed by the Plaid Privacy Policy.

5a. Do Not Sell or Share My Personal Information

As stated in Section 5 above, we do not sell, rent, or trade your personal information. This section confirms that specifically for California residents under the CCPA: we also do not share your information for cross-context behavioral advertising, so there is no "sale" or "share" to opt out of under California law.

6. Organization Data Ownership

Data your organization submits to the Service — including member records, documents, and financial information — belongs to your organization. We process it solely to deliver the Service. You may export or request deletion of your organization's data at any time by contacting us at here4u@hearttech.solutions.

7. Data Retention

We retain account information while your account is active and for up to 90 days after closure to satisfy legal obligations. Organization data is retained until you request deletion or close your account. Backup copies may persist for up to 30 additional days following a deletion request.

8. Security

We implement technical and organizational measures appropriate to the sensitivity of the data we hold, including access controls, encryption in transit, and periodic security reviews. No system is completely secure; we cannot guarantee the absolute security of your information. Please notify us promptly at here4u@hearttech.solutions if you believe your account has been compromised.

9. Cookies and Browser Storage

We use browser local storage to preserve your display preferences (such as theme and language selection). We do not use advertising trackers, cross-site tracking cookies, or behavioral profiling.

Analytics: We use Umami, a self-hosted, cookieless analytics tool, to understand aggregate usage of the web application. Umami does not set cookies, does not create persistent visitor identifiers, does not perform device fingerprinting, and does not track you across other websites. Because no cookie or other consent-requiring identifier (as defined under the GDPR and the ePrivacy Directive) is used, no cookie consent banner is required for this feature. Analytics data is limited to aggregate usage patterns and does not identify you individually. This same analytics approach is also used in our native mobile applications, under a separately tracked property so mobile and web usage are measured independently.

10. Your Rights

You have the right to:

• Access or correct your personal information
• Request deletion of your account and personal data
• Export your organization's data in a portable format
• Withdraw consent where processing is based on consent

To exercise any of these rights, contact us at here4u@hearttech.solutions. We respond within 30 days.

11. Children

The Service is intended for users aged 18 and older. We do not knowingly collect personal information from individuals under 13. If you believe we have inadvertently collected such information, contact us and we will delete it promptly.

12. Governing Law

This Privacy Policy is governed by the laws of the State of North Carolina, without regard to its conflict-of-law provisions.

13. Updates

We may update this policy periodically. Material changes will be communicated by updating the effective date above and, where appropriate, by email notice. Continued use of the Service after a policy update constitutes acceptance of the revised terms.