Privacy Policy
The short version: we collect what we need to run your CRM account, we store the leads your websites capture on your behalf, we never sell data, and you can export or delete your data at any time.
1. Who we are
HoundBell is a product of Business All In One Marketing Solutions LLC, a Vermont limited liability company (“we”, “us”). We provide a customer relationship management service at app.houndbell.com and a free WordPress plugin that connects websites to that service. This policy explains what information we collect, why, and the choices you have. Questions? Email us at support@houndbell.com.
2. Information we collect
Account information. When you create an account we collect your email address and password (stored in hashed form; we never see your password). You may optionally add your first and last name, phone number, and business name to your profile.
Lead information you collect through our service. When a visitor submits a HoundBell form on a website connected to your account, the submitted details (such as name, email address, phone number, selected services, and message) are delivered to your CRM workspace and stored there. This information belongs to you. We store and process it only to provide the service to you. You are responsible for telling your own website visitors how you collect and use their information, for example in your website’s privacy policy.
Workspace content. The forms, pipelines, notes, tags, deal values, and settings you create in the app.
Technical information. Standard server logs (such as IP address, browser type, and timestamps) used for security and troubleshooting, and basic email delivery records (whether a notification was sent and delivered).
Cookies and local storage. We use them only to keep you signed in and to remember preferences such as dark mode and your selected workspace. We do not use advertising cookies or sell data to ad networks.
3. How we use information
We use information to operate the service: authenticating you, storing and displaying your leads and pipelines, sending you service emails (such as new lead notifications, team invitations, and password resets), preventing abuse (such as rate limiting form submissions), and improving the product. We do not sell personal information. We do not use your leads’ information for our own marketing.
4. How information is shared
We share information only with the service providers that run our infrastructure, and only as needed to provide the service:
- Supabase (database and authentication hosting)
- Vercel (application hosting)
- Stripe (payment processing)
- Resend (email delivery)
- GoDaddy (hosting for our support email inbox; applies to messages you send to our support address)
Data is stored on servers located in the United States. We may also disclose information if required by law, or as part of a business transfer such as a merger or acquisition, in which case this policy will continue to apply to previously collected data.
5. The WordPress plugin
The HoundBell plugin sends data to our service only after a site administrator explicitly connects the site to an account. It transmits: a one-time pairing exchange authorized by the administrator, form definitions published from the app, and form submissions made by site visitors. It does not track visitors, set analytics cookies, or send any data for visitors who do not submit a HoundBell form.
6. Data retention and deletion
Your data is retained while your account is active. Deleting a lead, a workspace, or your account permanently deletes the associated data from our production systems. You can export your leads to CSV at any time from the app. To request account deletion or a copy of your data, email support@houndbell.com and we will respond within 30 days.
7. Your rights
Depending on where you live, you may have rights to access, correct, export, or delete your personal information, and to object to certain processing. You can exercise most of these directly in the app (profile settings, CSV export, deletion controls), or by emailing support@houndbell.com. If you are a visitor who submitted a form on a website that uses HoundBell, the website owner controls that data; contact them directly, and we will assist them in honoring your request.
8. Security
Connections to the service use HTTPS. Site connections use one-time authorization with revocable WordPress application passwords, and all ongoing traffic between websites and the service is cryptographically signed. Access to your data is restricted by row-level security in our database, so accounts can only access their own workspaces. No method of transmission or storage is 100% secure, but we work to protect your information using industry practices.
9. Children
The service is intended for businesses and is not directed to children under 13 (or the age required by your jurisdiction). We do not knowingly collect information from children.
10. Electronic signature records
When someone signs an agreement sent through the Service, we record their typed legal name, the date and time of signing, their IP address, and their browser and device information. This record exists to protect both parties: it is what makes the signature verifiable. It is stored permanently as part of the signed agreement and is visible to the business that sent the agreement. If you are signing an agreement sent by one of our customers, that customer is responsible for the agreement itself; we provide the signing and record-keeping service.
11. Messages we send on a business’s behalf
Businesses using HoundBell can send communications to their customers and prospective customers through the Service, including quotes, invoices, receipts, booking confirmations and reminders, review requests, service-related follow-ups, and other transactional communications.
These communications are sent at the direction of the business and in the business’s name. HoundBell acts as the software platform used to facilitate delivery of those communications.
Depending on the communication method selected by the business, we may process the recipient’s name, email address, mobile phone number, message content, and related service information as necessary to deliver the communication.
Email messages may be processed through our email delivery providers, and text messages may be processed through telecommunications and messaging service providers used to deliver SMS communications.
We do not use customer or lead contact information for our own marketing, and we do not sell that information.
Mobile phone numbers and mobile information will not be sold or shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent will not be shared with any third parties. We may share information with service providers solely as necessary to operate and deliver the messaging service on behalf of the applicable business.
12. How a lead reached the business
When a visitor submits a form, we record where that visit came from if the visitor’s browser provides it: the referring website, or campaign tags in the link they clicked. This helps the business understand which of its marketing works. It involves no cookies and no tracking of the visitor beyond that single submission.
13. Screening for spam
Submitted names, email addresses, and phone numbers are automatically checked so obvious junk never reaches the business, and suspicious entries are flagged for the business’s review. This screening is automated, momentary, and used for no other purpose.
14. Calendar sync
Each workspace has private calendar links. If a business adds one of these links to Google Calendar, Apple Calendar, or a similar service, its booking information is shared with that calendar provider under that provider’s own privacy terms. The links are private credentials; sharing one shares the calendar it unlocks.
15. Payment information
Subscription payments are processed by Stripe. Your card number goes directly to Stripe and is never seen or stored by us. We keep only your subscription status, plan, and billing history.
16. Data sent at your direction
If you connect webhooks or third-party tools (such as Zapier), lead and business activity data you select is transmitted to the endpoints you configure. Those services handle that data under their own privacy policies.
17. Matching and enrichment
To keep each customer’s history on a single record, we match incoming form and booking submissions to existing leads in your account by email address or phone number. Businesses may also record additional contact details on a lead, such as an address or a birthday month and day, which we store on their behalf like any other lead data.
18. Text messaging
Businesses using HoundBell may send transactional and service-related text messages to their own customers and prospective customers who have provided a mobile phone number and affirmatively agreed to receive SMS communications from that business.
Consent may be obtained through the applicable business’s website form, HoundBell hosted booking page, or another compliant consent method implemented by the business. When consent is collected online, the recipient must actively choose to opt in through a separate SMS consent control, such as an unchecked checkbox.
SMS consent is voluntary and is not required as a condition of purchasing goods or services, submitting a service request, booking an appointment, or otherwise doing business with the applicable business.
Messages may include appointment confirmations and reminders, booking updates, quote notifications and follow-ups, invoice and payment notifications, service-request follow-ups, and other communications directly related to the recipient’s request, appointment, transaction, or existing customer relationship.
Message frequency varies. Message and data rates may apply.
Recipients may opt out of text messages at any time by replying STOP. For assistance, recipients may reply HELP.
No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent will not be shared with any third parties.
HoundBell may use telecommunications carriers, messaging providers, hosting providers, and other service providers solely as necessary to transmit messages and operate the messaging service. Those providers may process mobile information only as required to provide those services.
Businesses using HoundBell are responsible for obtaining valid consent from recipients and complying with applicable laws, carrier requirements, and messaging-industry rules governing the text messages they send.
19. Changes to this policy
If we make material changes, we will update the date above and notify account holders by email or an in-app notice. Continued use of the service after changes take effect means you accept the updated policy.
20. Contact
HoundBell, a product of Business All In One Marketing Solutions LLC Vermont, United States Email: support@houndbell.com