Privacy Policy

Helm & Birch LLC ("Helm & Birch," "we," "our," or "us") is committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy describes how we collect, use, disclose, and safeguard information when you visit our website at www.helmbirch.com, use our services, or interact with us in any capacity. By accessing our website or engaging our services, you acknowledge that you have read and understood this Privacy Policy.

1. Information We Collect

We collect information that you voluntarily provide to us, as well as information that is automatically gathered when you interact with our website. The types of information we collect include:

• Personal Identification Information: Full name, email address, phone number, company name, job title, and mailing address when you submit forms, request consultations, or contact us directly.
• Business Information: Company size, industry, current IT infrastructure details, and specific service requirements that you share during discovery calls or project scoping.
• Technical Data: IP address, browser type and version, operating system, referring URL, pages visited, time spent on pages, and other diagnostic data collected automatically through cookies and similar technologies.
• Communication Records: Records of correspondence when you contact us via email, phone, or our website contact form, including the content of messages and any attachments.

2. How We Collect Information

Information is collected through several channels: directly from you when you fill out our contact form or communicate with us; automatically through cookies, web beacons, and server logs when you browse our website; and from third-party sources such as business directories or referral partners who may provide your contact information with your prior consent.

3. Purpose of Data Collection

We use the information we collect for the following purposes:

• To respond to your inquiries and provide requested information about our services
• To deliver, maintain, and improve our remote access consulting and support services
• To communicate with you about project updates, service changes, and administrative matters
• To send periodic informational communications about industry trends and service offerings, where you have opted in to receive such communications
• To analyze website usage patterns and improve the functionality and user experience of our website
• To comply with legal obligations and protect our rights, property, and safety
• To detect, prevent, and address technical issues, fraud, or security concerns

4. Legal Basis for Processing

We process your personal information based on the following legal grounds: your explicit consent when you submit forms or opt in to communications; the performance of a contract when we deliver services to you or your organization; our legitimate business interests in operating and improving our services, provided these interests do not override your fundamental rights; and compliance with legal obligations to which Helm & Birch is subject.

5. Cookies and Tracking Technologies

Our website uses cookies and similar tracking technologies to enhance your browsing experience. These include essential cookies required for basic website functionality, analytics cookies that help us understand how visitors interact with our website, and preference cookies that remember your settings and choices. You may control cookie settings through your browser preferences. Disabling certain cookies may limit the functionality of our website. We do not use cookies to collect personally identifiable information without your consent.

6. Data Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share your information in the following limited circumstances:

• Service Providers: With trusted third-party vendors who assist us in operating our website, conducting our business, or servicing you, provided those parties agree to keep your information confidential.
• Legal Requirements: When we believe disclosure is necessary to comply with applicable law, regulation, legal process, or governmental request.
• Business Transfers: In connection with a merger, acquisition, reorganization, or sale of assets, where your information may be transferred as a business asset.
• Protection of Rights: When disclosure is necessary to protect the rights, property, or safety of Helm & Birch, our clients, or others.

7. Data Security

We implement reasonable administrative, technical, and physical security measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include encryption of data in transit and at rest, access controls and authentication requirements, regular security assessments and vulnerability testing, and employee training on data handling practices. However, no method of electronic transmission or storage is completely secure, and we cannot guarantee absolute security of your information.

8. Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes for which it was collected, including satisfying legal, accounting, or reporting requirements. Contact form submissions and related correspondence are retained for a period of three years following the last interaction. Client project data is retained for seven years in accordance with our contractual and regulatory obligations. When personal information is no longer needed, we securely delete or anonymize it.

9. Your Rights and Choices

Depending on your jurisdiction, you may have certain rights regarding your personal information, including:

• The right to access, correct, or update your personal information
• The right to request deletion of your personal information, subject to certain exceptions
• The right to object to or restrict certain types of processing
• The right to data portability — receiving a copy of your data in a structured, machine-readable format
• The right to withdraw consent at any time, where processing is based on consent
• The right to opt out of marketing communications at any time by contacting us or using the unsubscribe mechanism in our emails

To exercise any of these rights, please contact us using the information provided in Section 12 below.

10. California Privacy Rights (CCPA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA). You have the right to know what categories of personal information we have collected about you, the sources from which it was collected, the business purpose for collecting it, and the categories of third parties with whom we share it. You have the right to request deletion of your personal information, subject to certain exceptions. You have the right to opt out of the sale of your personal information — though Helm & Birch does not sell personal information and has not done so in the preceding twelve months. You have the right to non-discrimination for exercising your CCPA rights. To submit a verifiable consumer request, please contact us at contact@helmbirch.com or call us at +1 (512) 843-2097. We will verify your identity before processing your request and respond within 45 days as required by law.

11. Children's Privacy

Our website and services are not directed toward individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have inadvertently collected personal information from a child under 18, we will take steps to delete that information as promptly as possible. If you believe that a child has provided personal information to us, please contact us immediately.

12. Contact Information

If you have questions about this Privacy Policy, wish to exercise your privacy rights, or have concerns about our data practices, please contact us at:

Helm & Birch LLC
600 Congress Avenue, Suite 1400
Austin, TX 78701
Email: contact@helmbirch.com
Phone: +1 (512) 843-2097

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, or other factors. When we make material changes, we will update the "Last Updated" date at the top of this page and, where appropriate, notify you through a prominent notice on our website. We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your information. Your continued use of our website or services after any changes to this Privacy Policy constitutes your acceptance of those changes.