Your information deserves care.

1. Scope and our role

This policy applies to visitors, founding-group applicants, business customers, account users, and people whose information is entered into HearthOS. When a fireplace business uses HearthOS to manage its customers, prospects, employees, or vendors, that business controls the information and instructs HearthOS how to process it. Requests about records maintained by a HearthOS business customer should usually be directed to that business first.

2. Information we collect

Website and early-access information. We collect the name, work email, company name, number of locations, operational challenges, product feedback, and other details you submit. If you optionally provide a mobile number, we collect that number and whether you checked the SMS consent box. We also record consent evidence such as the disclosure version, date and time, form URL, IP address, and browser user agent.

Account and business information. We collect account credentials, contact details, company profile, locations, team members, roles, permissions, preferences, subscription information, and support requests.

Operational and customer information. Depending on how a customer configures HearthOS, we may process customer and lead contact details, notes, calls, texts, emails, appointments, calendar events, dispatch records, technician information, time records, product and service catalogs, estimates, invoices, payment status, reviews, uploaded files, and related activity history.

Connected-service information. We receive information from services you choose to connect, such as QuickBooks Online, calendars, email, phone, messaging, payments, or payroll providers. The information depends on the integration and permissions you approve.

Usage and device information. We collect logs and basic analytics such as pages and features used, timestamps, IP address, browser or device type, referring pages, error reports, and security events. We may use cookies and similar technologies needed to operate, remember, secure, and understand the Services.

3. QuickBooks Online information

When an authorized user connects QuickBooks Online, HearthOS uses Intuit’s authorization process and receives access tokens rather than the user’s QuickBooks password. Depending on enabled features and approved permissions, HearthOS may access, import, create, or update company details, customers, products and services, estimates, invoices, and invoice payment status. This supports company verification, two-way customer and product synchronization, estimate and invoice workflows, invoice sending, and payment-status updates.

We use connected QuickBooks data only to provide, secure, troubleshoot, and support user-facing HearthOS functionality; comply with the customer’s instructions; and meet legal obligations. We do not sell connected QuickBooks data, use it for targeted advertising, or use it to train generalized AI models. Access tokens are treated as sensitive credentials and protected using technical safeguards. You may disconnect QuickBooks in HearthOS or revoke access through Intuit. Disconnection stops new access but does not automatically delete records already synchronized into HearthOS or QuickBooks. You may request deletion as described below, subject to legal and contractual retention requirements.

4. How we use information

We use information to provide and personalize the Services; create and manage accounts; synchronize connected services; route and respond to communications; manage schedules, estimates, invoices, and operations; provide support; verify identity and company connections; monitor performance; detect errors, fraud, abuse, and security threats; develop and improve features; administer pilots and subscriptions; communicate service notices and product updates; enforce agreements; and comply with law.

Automated and AI-assisted features may analyze messages or operational records to draft replies, summarize needs, route work, or support configured workflows. Business customers control whether and how these features are used and should review consequential outputs.

5. Text messaging and communications

Website SMS consent is optional and is not a condition of purchase. If you opt in, we may send recurring texts about your request, pilot invitations, and product updates. Message frequency varies, and message and data rates may apply. Reply STOP to opt out or HELP for help.

We do not sell mobile numbers or share mobile information or SMS consent with third parties for their own marketing or promotional purposes. Mobile information may be provided to messaging vendors solely to deliver and support messages. When a business customer sends communications through HearthOS, that business is responsible for the content, recipient permissions, and required notices.

6. How we disclose information

Service providers. We disclose information to vendors that host infrastructure, store data, deliver email or messages, support users, monitor security, provide analytics, process payments, or otherwise operate the Services. They may use information only to provide contracted services to us.

Connected services and customer-directed recipients. We exchange information with QuickBooks Online and other integrations when an authorized user directs us to connect, synchronize, send, or receive records.

Your organization. Account owners and authorized administrators may access information associated with their organization and manage user access.

Legal, safety, and business transfers. We may disclose information when reasonably necessary to comply with law or legal process; protect rights, safety, data, or the Services; investigate misuse; or complete a financing, merger, acquisition, reorganization, or sale, subject to appropriate protections.

We do not sell personal information. We do not share personal information for cross-context behavioral advertising.

7. Data retention

We retain information for as long as reasonably needed to provide the Services, maintain business and consent records, comply with law, resolve disputes, prevent abuse, and enforce agreements. Retention depends on the type of information, customer instructions, account status, legal requirements, and backup cycles. A business customer may be able to delete or export records through HearthOS. After an account closes, we may delete or de-identify information after a reasonable transition period, except where retention is required or permitted by law.

8. Security

We use reasonable administrative, technical, and organizational safeguards designed to protect information, including access controls and protections for sensitive integration credentials. Data sent over public networks is protected using industry-standard encrypted connections where supported. No online system is completely secure, and we cannot guarantee absolute security. Please notify us promptly if you suspect unauthorized use of an account.

9. Your choices and privacy rights

You may update certain account information in HearthOS, manage integration permissions, disconnect connected services, or change communication preferences. Reply STOP to opt out of founding-group texts. You may request access, correction, deletion, or a copy of personal information, or object to or restrict certain processing, by emailing us. We may need to verify your identity and authority before completing a request.

Residents of states that provide additional privacy rights may also have the right to appeal a denied request or to opt out of certain sales, sharing, or targeted advertising. HearthOS does not currently sell personal information or use it for cross-context behavioral advertising. Authorized agents may submit requests where permitted by law. We will not discriminate against you for exercising applicable privacy rights.

If your information is controlled by a HearthOS business customer, we may forward the request to that customer or ask you to contact it directly. We will assist business customers with verified requests as required by our agreement and applicable law.

10. Cookies and browser controls

We may use essential cookies for authentication, security, preferences, and service operation, and limited analytics technologies to understand performance and usage. Browser settings may allow you to block or delete cookies, but some Services may not function properly without essential cookies. Where legally required, we will provide additional cookie choices.

11. Children

The Services are intended for business use and are not directed to children under 13. We do not knowingly collect personal information directly from children under 13. If you believe a child has provided information to us, contact us so we can review and delete it where appropriate.

12. Changes to this policy

We may update this policy as HearthOS and applicable law evolve. We will post the revised effective date and provide additional notice when required by law or when a material change warrants it.

13. Contact us

Questions, privacy requests, or requests concerning QuickBooks-connected data may be sent to casey@merakicreationsdesign.com. Please identify the business account involved and the nature of your request so we can respond appropriately.