HeyMaid Privacy Policy

EFFECTIVE DATE: August 8, 2025

HeyMaid, LLC (“HeyMaid,” “we,” “us,” or “our”) provides residential and small-office cleaning services in North Carolina. This Privacy Policy explains how we collect, use, disclose, and protect personal information when you visit our website, contact us, apply for a job, or use our services.

If you do not agree with this Policy, please do not use our site or services.

1) Scope

This Policy applies to information we collect: (a) on our website and online forms; (b) by phone, SMS, or email; (c) during in-home estimates and service visits; and (d) from job applicants. It does not apply to third-party websites or services we do not control.

2) Information We Collect

Identifiers & contact data. Name, email, phone, service and billing address.

Service details. Home size/layout notes, number of pets, preferred scheduling windows, access instructions if you will not be present, and photos taken during/after cleanings for quality control.

Payments. Payments are processed by Stripe; we do not store full card numbers.

Communications. Messages, call/SMS metadata, voicemails, and support requests. We may record and/or transcribe calls for quality assurance, training, security, and dispute resolution. Where required, we provide notice at the start of a recorded call.

Technical data. IP address, device/browser information, and analytics/cookie data (see Cookies & Tracking).

Job applicants. Resume, work history, licenses/driver eligibility, references, and—if applicable via a screening vendor—background check results necessary for employment decisions.

3) Sources of Information

  • Directly from you (forms, quotes, calls, SMS, email, and on-site visits).

  • Automatically via cookies/analytics when you use our site.

  • Service providers (e.g., Stripe for payments; HubSpot for CRM; Zoom Phone for telephony; Smith.ai for receptionist/answering; analytics including Google Analytics; and a future booking/scheduling provider).

  • Background screening vendors for applicants (with your authorization).

4) How We Use Information

  • Provide and improve services. Schedule and perform cleanings; manage quotes, accounts, and invoices; quality assurance and training.

  • Communicate. Appointment reminders, service updates, and support; limited marketing where permitted (see §8).

  • Safety & security. Fraud prevention, incident response, and policy enforcement.

  • Hiring. Evaluate and manage applications and employment.

  • Legal. Comply with law, resolve disputes, and protect rights.

5) Cookies & Tracking

We use cookies and similar technologies for site functionality and analytics (e.g., Google Analytics). If we later enable advertising/remarketing trackers (e.g., Google Ads, Meta Pixel), we will update this Policy and provide any required opt-outs. You can control cookies in your browser; some features may not function without them.

6) Disclosing Information

We disclose personal information to:

  • Service providers/processors (e.g., Stripe, HubSpot, Zoom Phone, Smith.ai, analytics/IT/security vendors, and future booking/scheduling providers) under contracts limiting use to performing services for us;

  • Professional advisors (legal, accounting, insurance);

  • Authorities where required by law or to protect rights, safety, and property; and

  • Business transfers (e.g., merger or sale), subject to confidentiality.

We do not sell personal information. We do not share personal information for cross-context behavioral advertising. No mobile information will be shared with third parties/affiliates for marketing/promotional purposes. All other categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

7) Data Security

We implement reasonable administrative, technical, and physical safeguards designed to protect personal information. No system is 100% secure.

8) Email & SMS Communications

Email. We send service and account emails (e.g., quotes, invoices, reminders). We may also send marketing emails; you can opt out anytime via the unsubscribe link. Transactional/service emails may still be sent as needed.

Text messages (SMS).

  • Service texts. We send appointment and service reminders to numbers you provide.

  • Marketing texts (possible future). If we send marketing SMS, we will obtain any required prior express written consent and provide clear opt-out instructions (e.g., reply STOP to cancel, HELP for help). Consent is not a condition of purchase. Message and data rates may apply; message frequency varies.

9) Call Recording & Transcription

We may record and/or transcribe customer calls for quality assurance, training, security, and dispute resolution. Access is restricted to authorized personnel (e.g., supervisors or compliance). Recordings/transcripts may be processed by our service providers (Zoom Phone, Smith.ai) solely to perform services for us.

Your choices: If you prefer not to be recorded, tell the agent at the start of the call. We will offer an unrecorded option or alternate channel (e.g., email/SMS). Some support functions may require documentation even if a call is not recorded.

10) Data Retention

We retain leads, applicant records, invoices, and call recordings/transcripts indefinitely unless you request deletion and we are not legally required to retain data (e.g., for tax, accounting, legal, fraud prevention, or security). If deletion is not possible, we will de-identify or securely store the data and restrict access.

11) Your Choices & Rights

  • Access/Update. Request access to or correction of your information.

  • Delete. Request deletion where feasible and not otherwise required by law.

  • Marketing opt-outs. Use the unsubscribe link in marketing emails or reply STOP to any marketing texts (if enabled).

  • Cookies. Manage via browser settings.

  • Call recording. Ask for an unrecorded call or alternate channel.

We serve U.S. customers and do not target users outside the United States. If certain U.S. state privacy laws apply to you, we will consider and honor reasonable requests consistent with applicable law and our identity-verification procedures.

12) North Carolina Notices

If a security breach occurs involving your personal information, we will provide notice in accordance with North Carolina law and follow applicable NC rules on secure disposal of records containing personal information.

13) Sensitive Home Access Information

Access instructions and interior photos are limited to personnel who need the information to perform or supervise your service. We apply heightened access controls and provide training on safeguarding customer-premises information.

14) Children

Our services are intended for adults and households. We do not knowingly collect personal information from children under 13.

15) Changes to This Policy

We may update this Policy periodically. Changes take effect when posted with a revised Effective Date.

16) Contact Us

Questions or privacy requests: hello@heymaid.com

Mail: HeyMaid, LLC, 1639 College Ave, Suite 150, PMB 147, Spindale, NC 28160