Last updated: September 22, 2026
Heardsafe (“we”, “us”) provides tools that help people document workplace concerns and help organizations understand the signals in that feedback. This policy explains what we collect, how we use it, who we share it with, and what control you have.
Conversations and incident records are processed by third-party AI models to generate replies, extract structured details, and produce a case score. We currently use models operated by Anthropic and OpenAI. Voice interactions additionally involve Twilio and ElevenLabs for telephony, speech recognition, and speech synthesis.
This means the content of what you write or say is transmitted to those providers to be processed. We do not control their internal handling beyond the terms of our agreements with them, and you should review their own privacy documentation if that matters to you.
Case scoring is automated. It affects whether and how your documentation is offered to attorneys; it is not a legal assessment of your situation and it is not a prediction of any outcome. You can ask us for a human review of a score, and you can withdraw from attorney referral entirely.
| Recipient | What they receive | Why |
|---|---|---|
| Anthropic, OpenAI | Conversation and incident content | AI processing, extraction, scoring |
| Twilio, ElevenLabs | Call audio, phone number, SMS content | Voice and text messaging |
| SendGrid | Email address, message content | Transactional email |
| Attorneys in our network | See Section 5 | Referral, only with your agreement |
| Payment processors | Billing details for paid plans | Subscription billing |
| Hosting provider | All stored data, at rest | Infrastructure |
We also disclose information where we are legally required to, such as valid legal process, and where necessary to protect someone’s safety. We do not sell your personal information to advertisers, and we do not share your records with your employer.
Heardsafe earns revenue in two ways: paid subscriptions, and fees from attorneys who receive referrals through the platform. You should understand the second one clearly.
We keep information only as long as there is a reason to. You can delete an individual record, or your whole account, at any time without waiting for the periods below.
| What | Kept for | Measured from |
|---|---|---|
| Account and incident records | Life of the account | — |
| Account deleted at your request | Purged within 30 days | Deletion request (a recovery window in case it was a mistake) |
| Dormant accounts | 24 months, then 30 days’ notice before deletion | Last sign-in |
| Uploaded evidence | With its incident; purged 30 days after that incident is deleted | Incident deletion |
| Call audio | 90 days (the transcript stays with the incident; the recording does not) | Call date |
| Conversation messages and transcripts | With their incident | — |
| Case scores | With their incident | — |
| Matters referred to an attorney | 7 years | Referral date |
| Audit logs | 24 months | Event date |
| Email and SMS queue | 90 days after delivery | Delivery |
| Rate-limiting records | 30 days | Event date |
| Generated exports and temporary files | 24 hours | Generation |
| Backups | 35 days, rolling | Backup date |
The 24-month default is set so that records outlive the deadlines that apply to workplace claims, which run from roughly 30 days for some safety complaints to about two years for wage and hour matters.
Deletion removes content from live systems immediately and from backups as those backups age out. Where we are legally required to keep something, or where a matter has already been referred to an attorney at your direction, we retain only what that obligation requires.
Depending on where you live, you may have the right to:
To exercise any of these, contact us at help@heardsafe.com. We will respond within the period required by applicable law.
[To be completed: whether GDPR, CCPA/CPRA or other regimes apply to your operations, the identity of any data controller or representative, and the supervisory authority users may complain to.]
Access to your account requires a PIN. Traffic between your browser and our servers is encrypted in transit. Access to stored records is logged. No system is perfectly secure, and we cannot guarantee that a determined attacker will never succeed.
If you are documenting a concern about your current employer, be aware that a device or network provided by that employer may be monitored by them. Where you can, use a personal device and a personal network.
The service is intended for people in the workforce and is not directed at children under 16. We do not knowingly collect their information.
We will post any changes on this page and update the date above. If a change materially affects how we use or share your information, we will notify you through the service or by email before it takes effect.
Email help@heardsafe.com or call 1-844-524-5174.
[To be completed: registered business name, mailing address, and privacy contact.]