Privacy Policy

1. Introduction

Hamilton Financial Insights ("HFI," "we," "our," or "us") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, book services, engage with us via email, or interact with our business tools and platforms, including our CRM system (HubSpot), Microsoft Outlook, and Microsoft Teams.

By accessing our services or providing your personal information, you agree to the terms of this Privacy Policy.

2. Information We Collect

We may collect and process the following categories of personal information:

  • Contact Information: Full name, email address, phone number, mailing address

  • Business Information: Company name, job title, business type, service preferences

  • Technical Information: IP address, browser type, operating system, device identifiers

  • Usage Data: Information about how you interact with our website, booking forms, and email communications

  • Financial Information: Invoices, payment methods, or billing preferences (only if necessary and permitted)

  • Communications: Emails, calendar invites, call notes, and chat interactions

3. How We Use Your Information

We use your information to:

  • Provide and manage financial planning, tax, and consulting services

  • Schedule meetings and consultations using HubSpot CRM and Microsoft Bookings

  • Send confirmations, reminders, follow-ups, and related communications via Outlook and Teams

  • Personalize communications and tailor services based on your business needs

  • Improve our website, tools, and customer service experience

  • Comply with legal obligations and professional standards

4. Sharing Your Information

We do not sell your personal information. We may share your data with trusted service providers only for purposes of:

  • CRM and email management (e.g., HubSpot, Microsoft Outlook)

  • Scheduling and video conferencing (e.g., Microsoft Bookings, Teams)

  • Secure file sharing (e.g., OneDrive, SharePoint)

  • Financial software and payment platforms (e.g., Wave, Stripe)

Each third-party provider is contractually bound to safeguard your data in accordance with applicable privacy laws.

5. Data Security

We implement appropriate administrative, technical, and physical safeguards to protect your information:

  • Role-based access to client data

  • Multi-factor authentication on email and CRM systems

  • Encrypted communications and secure cloud storage

  • Periodic reviews of data access and handling procedures

6. Your Rights

Depending on your jurisdiction, you may have the right to:

  • Access or request a copy of your personal data

  • Correct or update inaccurate information

  • Request deletion of your data (subject to legal obligations)

  • Withdraw consent for communications

To exercise these rights, please email: help@myHFInsights.com

7. Cookies & Website Analytics

Our website may use cookies and tracking tools to:

  • Analyze site performance and visitor behavior

  • Personalize content or display targeted information

  • Measure the effectiveness of communications and campaigns

You may opt out of cookies by adjusting your browser settings.

8. Data Retention

We retain client and contact data only as long as necessary to:

  • Deliver services

  • Maintain accurate business records

  • Comply with tax, legal, or regulatory requirements

9. Children’s Privacy

Our services are not intended for individuals under the age of 18. We do not knowingly collect data from minors.

10. Updates to This Policy

We may update this Privacy Policy periodically. The updated version will be posted on our website with a revised effective date. We encourage you to review it regularly.

11. Contact Us

For questions, concerns, or requests regarding this Privacy Policy:
Email: help@myHFInsights.com

Effective Date: July 1st, 2025