Public privacy notice
Harbourside Communications, Inc. — Privacy Policy
This Privacy Policy explains how Harbourside Communications, Inc. collects, uses, discloses, retains, and protects personal information through our websites, business relationships, and communication and AI-assisted services.
Effective: Last Updated:
1. Scope and privacy roles
This Policy applies to personal information Harbourside handles through harboursideco.com and other Harbourside-controlled pages, inquiries and consultations, client and vendor relationships, account administration, and the services we provide. “Personal information” means information that identifies, relates to, describes, or can reasonably be linked with an individual or household. It does not include information that applicable law treats as public, deidentified, or aggregated.
1.1 When Harbourside determines the purpose
For information used to operate our website, manage our own business relationships, administer accounts, communicate with prospects and clients, protect our systems, and meet our legal duties, Harbourside generally acts as the business or controller, using the terminology of the applicable privacy law.
1.2 When a client determines the purpose
Harbourside also processes information on behalf of clients. That information may include contacts, call or message content, recordings or transcripts, scheduling details, customer records, prompts, workflow data, and other material a client submits or directs us to handle (“Client Data”). For Client Data, Harbourside ordinarily acts as a service provider or processor and follows the client's documented instructions, the applicable service agreement, and law.
If your information was provided to Harbourside by one of our clients—or you interacted with us on a client's behalf—the client's own privacy notice may be the primary notice governing that processing. Requests concerning Client Data may need to be submitted to the client, and we may refer your request to that client.
1.3 What this Policy does not cover
This Policy does not describe a client's independent privacy practices or the practices of websites, applications, and platforms that Harbourside does not control. Those organizations provide their own notices.
2. Information we collect
The categories collected depend on how you interact with us, which features are enabled, and which services a client asks us to provide.
2.1 Categories of personal information
- Identity and business contact information, such as name, company, title, mailing address, email address, telephone number, username, and account identifiers.
- Account, service, and commercial information, such as requested services, plan or order details, account settings, support history, approvals, transaction records, and billing status.
- Payment-related information, such as billing contact details, transaction amount, payment status, and limited payment-method details supplied by a payment processor. Payment processors may collect and process the complete payment credentials under their own privacy terms.
- Communications and content, such as emails, form entries, chat and text messages, call details, support requests, attachments, and the substance of communications with Harbourside or a Harbourside client.
- Call recordings and transcripts, when a recording, transcription, quality-assurance, or summary feature is enabled and its use is permitted.
- AI-interaction information, such as prompts, responses, conversation context, generated summaries, classifications, routing decisions, and feedback associated with an AI-assisted feature.
- Client Data, such as a client's customer, prospect, employee, vendor, scheduling, CRM, workflow, and operational records that the client provides or makes available through an integration.
- Device and usage information, such as IP address, browser and device type, operating system, referring page, pages or features used, approximate location derived from an IP address, timestamps, diagnostic events, and security logs.
- Preference and compliance records, such as communication choices, cookie settings, consent or authorization records, subscription status, and opt-out history.
- Derived information, such as service interests, likely account needs, quality indicators, and security or fraud signals inferred from the information above.
2.2 Sources of information
We may collect information:
- directly from you when you contact us, submit a form, create or use an account, communicate with a Harbourside-supported channel, or purchase or use services;
- from a Harbourside client, an authorized user, or another person who asks us to communicate or perform work on their behalf;
- automatically through browsers, devices, cookies, logs, and similar technologies;
- from service providers, communication carriers, business platforms, payment processors, integrations, and other systems a client or user connects to a service; and
- from public records, public websites, referrals, and commercial or business information sources where permitted by law.
Please use care with sensitive information. Public website forms and demonstrations are not designed for Social Security numbers, government identification numbers, payment-card details, account credentials, health information, biometric information, confidential client records, or other sensitive personal information. Do not provide that information through a general form or public demonstration. If a contracted service is specifically configured to process regulated or sensitive information, the applicable client instructions, service agreement, data terms, and legally required controls govern that processing.
3. How we use information
Harbourside may use personal information for the following business and operational purposes:
When information is Client Data, the uses below are limited by the controlling client's documented instructions, the applicable service agreement, Section 4 of this Policy, and law.
- provide, configure, maintain, support, and improve websites, accounts, communications, managed services, and AI-assisted workflows;
- answer inquiries, route calls and messages, schedule appointments, perform requested tasks, and communicate about a relationship or service;
- authenticate users, manage permissions and integrations, and maintain account and service records;
- process transactions, administer billing, and maintain financial and tax records;
- personalize service configuration, follow client instructions, and provide relevant content or recommendations;
- review service quality, troubleshoot issues, conduct analytics, train personnel, and develop or improve features and workflows;
- detect, investigate, and prevent fraud, abuse, security incidents, unauthorized access, and violations of our policies;
- maintain consent, preference, opt-out, and compliance records;
- send service-related communications and, where permitted, marketing communications that can be declined;
- establish, exercise, or defend legal claims; respond to lawful requests; and comply with legal, regulatory, contractual, and industry obligations;
- evaluate or carry out a business transaction, such as financing, reorganization, acquisition, or sale; and
- create aggregated or deidentified information for analytics, planning, research, and service improvement. We do not attempt to reidentify information maintained in a deidentified form except as permitted to test our deidentification processes.
3.1 Legal grounds where required
Where a law requires us to identify a legal basis, the basis will depend on the activity and may include performance of a contract, steps requested before entering a contract, our legitimate interests or those of a client, compliance with a legal obligation, protection of legal rights, or consent. You may withdraw consent for future processing where consent is the basis, subject to legal and operational limits.
4. Client-controlled data
Clients determine which Client Data is submitted, which channels and integrations are connected, which features are enabled, who may access the data, and the purposes for which Harbourside is instructed to process it. The client is responsible for providing required notices, obtaining required permissions, and responding to privacy requests for Client Data.
Harbourside uses Client Data to provide and secure the requested services, follow documented client instructions, meet legal obligations, and perform related support and administration. Authorized Harbourside personnel and approved service providers may access Client Data when reasonably necessary for those purposes. A service agreement or data-processing addendum may provide additional instructions about confidentiality, assistance with individual requests, retention, return, or deletion.
If you submit a request directly to Harbourside about Client Data, please identify the client or business you interacted with. We may need to confirm the request with that client and will assist as required by our agreement and applicable law.
5. Messages, calls, recordings, and AI
5.1 Text messages and mobile information
If you separately opt in to receive text messages from Harbourside or through a Harbourside-supported program, we may process your mobile number, message content, timestamps, delivery status, and consent or opt-out records to send, receive, administer, and document those communications. Providing a telephone number by itself does not enroll you in a marketing text-message program, and consent to marketing texts is not a condition of purchase.
Message frequency varies by the program and your interaction. Message and data rates may apply. Reply STOP to opt out of that text program or HELP for help. We may send a final confirmation after an opt-out request. For additional program terms, see our Terms of Use.
We do not share, sell, rent, or otherwise provide mobile phone numbers or text-messaging originator opt-in data and consent to third parties or affiliates for their marketing or promotional purposes. We may disclose that information and message content to messaging service providers, aggregators, and carriers solely as necessary to operate, secure, and support the messaging program, or when required by law.
5.2 Calls, recordings, and transcripts
Calls may be recorded, monitored, transcribed, summarized, or reviewed when the relevant feature is enabled and its use is permitted. These records may be used to provide the requested service, document instructions, support quality assurance, train personnel, investigate issues, and improve workflows. Recording and consent requirements vary by location. We and our clients are responsible for providing notices and obtaining permissions required for the processing each party controls.
5.3 AI-assisted processing
Harbourside services may use AI-assisted tools to respond, draft, classify, extract, summarize, translate, recommend, schedule, or route information. Prompts, responses, conversation context, tool results, and feedback may be processed by Harbourside and approved AI or infrastructure providers to deliver, maintain, secure, support, and troubleshoot the configured service, subject to applicable agreements and provider terms.
AI-assisted results may be reviewed or corrected by authorized people where appropriate. Harbourside's own services are not designed to make decisions about individuals that produce legal or similarly significant effects solely through automated processing. A client that uses outputs in its own decision process is responsible for its purpose, notice, lawful basis, review, and any rights that apply.
6. How we disclose information
Harbourside may disclose personal information to the following recipients for the purposes described in this Policy:
- Clients and authorized users. Information handled for a client may be made available to that client, its authorized users, and people it designates.
- Service providers and subprocessors. Vendors may support hosting, communications, AI processing, customer support, analytics, security, payment processing, document handling, and other operations on our behalf.
- Carriers, platforms, and integrations. Information may pass through telephone carriers, messaging providers, email platforms, CRM systems, calendars, payment tools, and other systems used to complete a requested communication or workflow.
- Professional advisers. We may disclose information to accountants, auditors, insurers, attorneys, consultants, and similar advisers subject to appropriate duties.
- Authorities and other parties for legal or safety reasons. We may disclose information to comply with law or valid process; protect rights, safety, and property; investigate misuse; enforce agreements; or respond to an emergency.
- Business transaction recipients. Information may be reviewed or transferred in connection with a proposed or completed merger, financing, acquisition, reorganization, bankruptcy, or sale of assets, subject to applicable protections.
- At your or a client's direction. We may disclose information when you or the controlling client directs, requests, or authorizes the disclosure.
6.1 Sale, sharing, and targeted advertising
Harbourside does not sell personal information for money. Privacy laws in some states define “sale,” “sharing,” or “targeted advertising” broadly enough to include certain disclosures through analytics, advertising, or cross-context technologies. When such technology is present and a law applies, you may exercise the related opt-out right as described below. The mobile-information protections in Section 5.1 apply regardless.
8. Retention and security
8.1 How long we keep information
We retain personal information only as long as reasonably necessary for the purposes described in this Policy, subject to legal and operational needs. The period varies based on factors such as:
- the duration and nature of the account, relationship, service, communication, or transaction;
- client instructions and the applicable service agreement or data-processing terms;
- the sensitivity and volume of the information and the purpose for which it was collected;
- legal, tax, accounting, consent-record, carrier, contractual, dispute-resolution, and regulatory requirements;
- the need to maintain security, prevent fraud, honor opt-outs, and establish or defend legal claims; and
- backup cycles, technical constraints, and the retention settings of connected platforms.
When information is no longer required, we take reasonable steps to delete, deidentify, or securely dispose of it, unless continued retention is permitted or required. Client Data may also be returned or deleted under the controlling client's instructions and service agreement.
8.2 Security
Harbourside uses reasonable administrative, technical, and organizational safeguards designed to protect personal information against unauthorized access, use, alteration, disclosure, or destruction. No transmission, platform, or storage method is completely secure, and we cannot guarantee absolute security.
Please protect account credentials, use secure methods when sharing sensitive material, and contact us promptly if you suspect unauthorized access or misuse. We provide notices of qualifying incidents when required by law or an applicable agreement.
9. Your privacy choices and rights
9.1 Communication choices
- Use the unsubscribe link in a Harbourside marketing email to stop future marketing emails. We may still send non-promotional messages about an account, transaction, security issue, or service.
- Reply STOP to opt out of the applicable text program, or contact us for help with a mobile preference.
- Manage cookies through available site, browser, and device controls as described in Section 7.
9.2 Privacy rights
Depending on your location, the law may give you the right to:
- confirm whether we process your personal information and access or obtain a copy of it;
- correct inaccurate personal information;
- request deletion of personal information;
- obtain certain information in a portable format, where applicable;
- opt out of a sale, sharing, targeted advertising, or certain profiling, as those terms are defined by applicable law;
- limit certain uses or disclosures of sensitive personal information, where that right applies;
- object to or request restriction of certain processing, or withdraw consent for future processing when consent is the legal basis; and
- appeal a decision on a privacy request where applicable law provides an appeal.
We will not unlawfully discriminate against you for exercising a privacy right. Rights are subject to definitions, exceptions, and verification requirements under the law that applies.
9.3 How to submit a request
Send a request to [email protected], call +1 (877) 559‑6263, or use the mailing address below. Describe the right you wish to exercise, the information or relationship involved, your state or country of residence, and—if relevant—the Harbourside client with whom you interacted.
We may request information reasonably necessary to verify your identity, authority, and the scope of the request. An authorized agent may submit a request where permitted, but we may require proof of authorization and may verify the request directly with you. If we deny a request and your law provides an appeal, reply to our decision with “Privacy Appeal” in the subject line and explain why you believe the decision should be reconsidered.
If the request concerns Client Data, we may direct you to the client that controls the information or work with that client to respond. We respond within the period required by applicable law.
10. International processing
Harbourside is based in the United States. We and the service providers that support our operations may process information in the United States and other countries where privacy laws may differ from those in your location. If a client engagement is subject to additional cross-border transfer requirements, those requirements are addressed through the applicable service agreement or data-processing terms. Individuals outside the United States may have additional rights under local law.
11. Children's privacy
Harbourside's websites and direct services are intended for adults and business users. They are not directed to children under 13, and we do not knowingly collect personal information directly from a child under 13 without legally valid authorization. Users who create or control an account must be at least 18.
In some services, a client may direct Harbourside to process Client Data involving a minor. The client controls that processing and is responsible for the lawful basis, required notices, and any parental or guardian permission. Harbourside processes that information as the client's service provider or processor.
If you believe a child provided personal information directly to Harbourside in a way not permitted by law, contact us so we can review the matter and take appropriate action.
12. Third-party links and services
Harbourside pages and services may link to or integrate with third-party websites, calendars, communication platforms, payment tools, social networks, embedded media, or other services. A third party may collect information directly from you or receive information needed to perform the requested integration. Harbourside does not control those independent privacy practices. Review the third party's notice and settings before providing information or enabling an integration.
13. Changes to this Policy
We may update this Privacy Policy to reflect changes in our practices, services, technology, or legal obligations. We will post the revised Policy on this page and update the “Last Updated” date. If a change is material, we will provide any additional notice required by applicable law.
14. Contact Harbourside
Contact us with a privacy question, request, appeal, or concern:
Harbourside Communications, Inc.
3540 Toringdon Way
Charlotte, NC 28277