Privacy Policy

This Privacy Policy describes how Helmconsulting.ai LLC collects, uses, shares, and protects information about you when you visit helmconsulting.ai, submit information through our forms, or otherwise interact with our services.

1. Introduction

This Privacy Policy describes how Helmconsulting.ai LLC ("Helmconsulting.ai," "we," "us," or "our") collects, uses, shares, and protects information about you when you visit helmconsulting.ai (the "Website"), submit information through our forms, communicate with us by phone, email, or SMS, or otherwise interact with our services (collectively, the "Services").

By using the Services, you agree to the collection and use of information in accordance with this Privacy Policy. If you do not agree, please do not use the Services.

Helmconsulting.ai provides AI advisory and implementation services to founders and operators across industries, including service businesses, healthcare, and specialty operations. We are a California limited liability company.

2. Information We Collect

2.1 Information You Provide Directly

We collect information you voluntarily submit to us, including:

• Contact information: Name, email address, phone number, business name, business address
• Business information: Company name, industry, size, current operational setup, monthly call volume estimates, and other operational details you share with us
• Communications: Any messages, replies, or content you send to us via email, SMS, web form, phone, or chat
• Marketing preferences: Your consent choices, including SMS opt-in selections
• Scheduling information: Calendar availability and meeting details when you book a discovery call

2.2 Information Collected Automatically

When you visit our Website, we may automatically collect:

• Device and browser information: IP address, browser type, operating system, device identifiers
• Usage data: Pages visited, time spent on pages, referral source, links clicked
• Cookies and similar technologies: See Section 7 below
• Marketing attribution data: UTM parameters, referral URLs, and source identifiers used to track which marketing channels bring you to our Website

2.3 Information from Third Parties

We may receive information about you from service providers (our CRM, calendar software, email delivery providers, analytics platforms), public sources (business directories, professional networks), and referral partners.

2.4 Sensitive Information

When working with clients in healthcare or other regulated industries, Helmconsulting.ai does not request or knowingly collect protected health information (PHI) regulated under HIPAA through our intake forms or general communications. If you indicate that your organization handles HIPAA-regulated data, we will follow HIPAA-compliant communication channels for any subsequent engagement and, where required, execute a Business Associate Agreement (BAA) before processing PHI.

Do not send PHI, customer or patient information, or other sensitive regulated data through our intake form, general email, or SMS.

3. How We Use Your Information

We use the information we collect to:

• Respond to inquiries: Reply to your form submissions, schedule discovery calls, and answer your questions
• Provide our Services: Deliver consulting services, audits, proposals, and implementation support
• Communicate with you: Send transactional messages and, with your consent, marketing communications
• Improve our Services: Analyze usage patterns and measure marketing effectiveness
• Maintain security: Detect, prevent, and respond to fraud, abuse, and security incidents
• Comply with law: Meet legal, regulatory, tax, and contractual obligations

4. SMS / Text Messaging

If you provide your phone number and opt in to receive text messages, we may send you SMS communications. Your participation is governed by the following terms:

• Consent: You will receive SMS only if you have affirmatively consented via a clearly labeled checkbox on our intake form. Consent to receive SMS is not a condition of purchasing any goods or services.
• Message types: Transactional messages (appointment confirmations, lead follow-up, customer service replies) and, if separately consented to, marketing messages.
• Frequency: Message frequency varies based on your engagement.
• Carrier costs: Message and data rates may apply.
• Opt out: Reply STOP to any message at any time. You will receive a confirmation and no further texts.
• Help: Reply HELP for assistance, or contact us directly.
• No sharing: We do not sell or share mobile phone numbers or SMS opt-in data with third parties or affiliates for their marketing purposes.

5. How We Share Your Information

We share your information only as described below. We do not sell your personal information.

5.1 Service Providers

We share information with vendors who perform services on our behalf, including CRM and marketing automation platforms, email and SMS delivery providers, calendar tools, analytics providers, payment processors, and cloud hosting providers. These providers are contractually required to protect your information.

5.2 Legal and Safety

We may disclose information when required by law, legal process, or government request, or when necessary to protect the rights, property, or safety of Helmconsulting.ai, our clients, or others.

5.3 Business Transfers

If Helmconsulting.ai is involved in a merger, acquisition, financing, or sale of assets, your information may be transferred as part of that transaction.

5.4 With Your Consent

We may share information for any other purpose with your express consent.

6. Your Rights

6.1 California Residents (CCPA / CPRA)

If you are a California resident, you have the following rights:

• Right to know: Request disclosure of personal information we have collected
• Right to delete: Request deletion of personal information, subject to certain exceptions
• Right to correct: Request correction of inaccurate personal information
• Right to opt out of sale or sharing: We do not sell or share personal information for cross-context behavioral advertising
• Right to limit use of sensitive personal information
• Right to non-discrimination for exercising your CCPA rights

To exercise any rights, contact us at todd@helmconsulting.ai with the subject line "California Privacy Request." We will verify your identity and respond within 45 days.

6.2 Other Jurisdictions

Residents of other states or countries may have similar rights. Contact us at todd@helmconsulting.ai to make a request.

7. Cookies and Tracking Technologies

We use cookies, pixels, and similar technologies to operate our Website, remember your preferences, measure marketing effectiveness, and analyze usage. You can control cookies through your browser settings.

8. Data Retention

We retain personal information for as long as necessary to fulfill the purposes described in this Privacy Policy, comply with legal obligations, resolve disputes, and enforce agreements.

9. Data Security

We implement reasonable administrative, technical, and physical safeguards to protect your information. No method of transmission or storage over the Internet is completely secure, and we cannot guarantee absolute security.

10. Children's Privacy

The Services are intended for business professionals and not directed to children under 16. We do not knowingly collect personal information from children.

11. International Users

Our Services are operated from the United States. If you access the Services from outside the United States, your information will be transferred to and processed in the United States.

12. Third-Party Links

Our Website may link to third-party websites or services. We are not responsible for the privacy practices of those third parties.

13. Changes to This Policy

We may update this Privacy Policy from time to time. The "Last Updated" date at the top reflects the most recent revision. Material changes will be communicated through the Website or other reasonable means.

14. Contact Us

For questions about this Privacy Policy or to exercise any of your rights, contact:

Helmconsulting.ai LLC is a California limited liability company. The address above is our designated mailing address.