DRAFT — not reviewed by a lawyer. Do not publish until a Texas attorney approves.
Haltr Privacy Policy
Effective date: {{EFFECTIVE_DATE}}
Who we are: {{LEGAL_ENTITY}}, doing business as "Haltr" ("Haltr", "we", "us"), {{ADDRESS}}.
Privacy questions: {{CONTACT_EMAIL}} ([email protected]).
1. What this policy covers
This policy explains what we collect when you:
- visit haltr.co (the "Site");
- apply to book a call;
- send files for a free bill check;
- talk with us by phone, text or email as a business contact.
What it does not cover:
- Data our clients send us to run the paid service. Property-management firms ("clients") send us files such as bills, bank statements and rent rolls. For that data we act as the client's service provider (processor). The client decides how it is used. Our written contract with the client (the Data Processing Addendum) controls it.
- Renters who use a property manager's chat assistant. The property-management firm is in charge of that data. Its own privacy notice applies. We process those messages for the firm.
If you are a renter or property owner and have a question about your data, contact your property-management firm first. We will help them answer you.
2. What we collect
| Where | What | Why |
|---|---|---|
| Book-a-call application | First name, work email, company name, homes managed (a range), software you use, your role, mobile number, whether you agreed to texts about the meeting, how you heard about us, anything you choose to add | To decide if we are a fit, prepare for the call, and confirm the meeting |
| Booking (Google Calendar) | Name, email, chosen time, meeting link | To schedule and hold the meeting |
| Free bill check | The files you upload (for example, your last 3 months of bill exports) and your contact details. Files may hold names, addresses, vendor details and payment amounts | To run the check and send you the report |
| Calls, texts and email with us | Your name, business phone, business email, company, notes from the conversation, and call recordings where we gave notice | Sales and support, and to keep a record of what was agreed |
| Business contact research | Publicly listed business details of property-management firms (company name, business phone, website, public staff names and roles) | To contact firms that may want our service (business-to-business only) |
| Basic technical data | IP address, browser type, pages requested, date and time. Our hosting and security providers process this to deliver the Site and block abuse | Security and keeping the Site running |
What we do not want and do not ask for: Social Security numbers, driver's license numbers, credit or debit card numbers, bank or software passwords, or tenant screening reports. If any of these arrive in a file, we delete them at import.
3. Cookies and tracking
- We do not use advertising cookies, tracking pixels or cross-site tracking.
- We do not use analytics tools.
- Our security provider (Cloudflare) may set a strictly necessary cookie to tell people from bots and protect our forms. {{CONFIRM: Turnstile / bot-management cookie names once the Site is live}}
- Fonts: We host our fonts ourselves.
- The booking calendar is provided by Google. When you open it, Google's privacy policy applies to what Google collects.
"Do Not Track": Because we do not track you across other sites, we do not change anything when your browser sends a Do Not Track signal. Other companies do not collect data about your activity across sites through our Site, except as described above for Google's booking page.
4. How we use information
We use it to:
- reply to you, schedule and hold meetings, and send the meeting link;
- run the free bill check and send you the report;
- decide whether our service fits your firm;
- send business emails about our service (you can opt out at any time);
- protect the Site and our systems, and prevent fraud;
- meet legal duties and enforce our agreements.
We do not sell personal information. We do not share it for targeted advertising. We do not use your files or messages to train AI models, and our AI provider may not train on them either (see section 5).
5. Who we share it with
We share information only with service providers that help us run Haltr, under contracts that limit what they can do with it:
| Provider | What they do for us |
|---|---|
| Anthropic | AI processing (reading documents, drafting). Under Anthropic's Commercial Terms, Anthropic may not train models on our customer content. By default Anthropic deletes inputs and outputs within 30 days, with longer retention only in limited cases, such as content flagged for policy violations |
| Cloudflare | Website hosting, security, bot checks |
| Business email, calendar booking, video meetings, and the spreadsheet where applications arrive | |
| {{PHONE_VENDOR}} (our business phone and text provider) | Our own sales calls, call recordings and meeting texts |
| {{ALERT_VENDOR}} | Phone alerts to the founder when a new application arrives (company name, size band and callback number only) |
The full list is on our Subprocessors page (haltr.co/subprocessors).
We may also share information:
- if the law requires it (for example, a valid subpoena);
- to protect people from harm, or to investigate fraud or security issues;
- with a buyer or successor if our business is sold or reorganized. They must keep this policy's promises.
6. How long we keep it
| Data | How long |
|---|---|
| Free-check files | Deleted within 10 business days after we send the report, sooner if you ask |
| The free-check report | Kept {{FREE_CHECK_REPORT_RETENTION, suggest 12 months}} unless you ask us to delete it |
| Applications and booking details | {{APPLICATION_RETENTION, suggest 24 months}} after last contact, then deleted |
| Call recordings | {{RECORDING_RETENTION, suggest 90 days}}, unless needed for a dispute |
| "Do not contact" requests | Kept permanently, so we never contact you again |
| Security logs | About 90 days |
| Encrypted backups | Roll off within about 90 days |
7. How we protect it
- Files are kept in a private, encrypted location. Today that is the founder's laptop, with full-disk encryption. The laptop also runs the founder's other projects, not only Haltr.
- Backups are encrypted.
- The AI that reads files cannot browse the web, send messages or move money.
- Access is limited to the people who need it.
No system is perfectly secure. If a breach affects your personal information, we will notify you as the law requires. Under Texas law, a business must notify affected people no later than 60 days after it determines a breach happened, and must notify the Texas Attorney General within 30 days if 250 or more Texans are affected (Tex. Bus. & Com. Code §521.053).
8. Your choices and rights
- See, correct or delete: Email {{CONTACT_EMAIL}}. Tell us what you want. We will confirm who you are (for example, by replying from the same work email) and answer within 30 days.
- Stop texts: Reply STOP. Stop calls: tell us on the call or email us. Stop emails: use the unsubscribe link or email us. We act on email opt-outs within 10 business days.
- Free-check files: ask us to delete them at any time.
Some state laws give extra rights. Today, Haltr is a small business under the Texas Data Privacy and Security Act's test, so most of that law does not apply to us. We still follow its rule that a small business may not sell sensitive personal data without consent. We go further: we do not sell any personal data. If the laws that apply to us change, we will update this policy.
9. Children
The Site is for business users. It is not directed to children under 13, and we do not knowingly collect their personal information. If you believe a child sent us information, email {{CONTACT_EMAIL}} and we will delete it.
10. Where data is processed
We are based in Texas. Our service providers process data in the United States {{CONFIRM: Anthropic/Cloudflare/Google regions; Cloudflare's network is global}}.
11. Changes to this policy
If we change this policy, we will post the new version here and change the effective date. If a change is material, we will also put a notice on the Site's home page for 30 days, and email clients and anyone with an open free check.
12. Contact
{{LEGAL_ENTITY}} d/b/a Haltr, {{ADDRESS}}
{{CONTACT_EMAIL}} ([email protected])