Privacy Policy

Effective Date: 05/05/2025

H7O (“we”, “our”, “us”) is a nonprofit organization based in Orlando, Florida, committed to protecting the privacy and personal data of our supporters, clients, volunteers, and visitors. This Privacy Policy explains how we collect, use, store, and protect the personal information shared with us through our chatbot and other digital platforms.

1. Information We Collect

When you interact with our chatbot or website, we may collect the following types of personal data:

Name
Email address
Phone number
IP address
Chat transcripts and user messages
Location data (city/state, if shared)
Technical data (browser type, device, operating system)

We do not knowingly collect sensitive personal information (such as health, religious, or financial data) unless voluntarily provided with explicit consent.

2. How We Use Your Information

We use the information we collect for the following purposes:

To provide and personalize our services and responses through the chatbot
To respond to inquiries, support requests, or event sign-ups
To improve our services and user experience (e.g., via analytics)
To communicate with you about our initiatives, events, and updates (only if opted in)
To maintain security and prevent misuse of our digital platforms

3. Legal Basis for Processing

We process your data based on one or more of the following legal grounds:

Consent – When you voluntarily provide data via our chatbot or sign up for updates
Legitimate Interest – To improve services and maintain communication with our community
Legal Obligation – To comply with applicable laws and regulations

4. Data Sharing and Third Parties

We may share your information with trusted third parties solely to provide our services:

Chatbot providers (e.g., OpenAI, for natural language processing)
Analytics services (e.g., Google Analytics)
Email platforms (e.g., Mailchimp or similar)

We do not sell or rent your personal data to any third party.

All third-party partners are contractually obligated to protect your data and comply with applicable privacy laws.

5. Data Retention

We retain personal data only as long as necessary for the purposes stated above, or as required by law. Chat data is typically retained for a maximum of 12 months, unless you request deletion earlier.

6. Security Measures

We implement appropriate administrative, technical, and organizational safeguards to protect your information, including:

End-to-end encryption of chatbot sessions
Secure storage of personal information
Access controls and authentication measures
Regular system updates and monitoring

7. Your Rights

You have the following rights regarding your personal data:

Access – Request a copy of the data we hold about you
Correction – Request updates or corrections to your information
Deletion – Request deletion of your personal data
Objection – Object to or limit how we use your data (e.g., unsubscribe from emails)

To exercise any of these rights, please contact us using the information below.

8. Contact Us

If you have questions about this Privacy Policy or your personal data, please contact:

H7O – Data Privacy Team
📧 Email: hello@h7o.life

9. Updates to This Policy

We may update this Privacy Policy from time to time to reflect legal or operational changes. Updates will be posted on our website with a new effective date.