HALO IQ Privacy Policy

Effective January 1, 2026 · Halo IQ LLC, 136 Allen Road, Bakersfield, California 93314 · legal@haloiq.ai · https://handbookiq.ai/legal/privacy

1. Who we are and what this policy covers

Halo IQ LLC ("HALO IQ," "we") operates the HALO IQ platform and the HandbookIQ, ConnectIQ, ModIQ and related services at haloiq.ai and handbookiq.ai (the "Services"). This policy explains how we handle personal information when you visit our sites, create an account, or use the Services.

We act in two roles. For account holders, prospects and website visitors, we decide how and why information is used and are the "business" under the California Consumer Privacy Act (CCPA). For the employee, applicant, census, payroll, claims and similar data that our customers load into the Services ("Customer Data"), the customer is the business and we are its "service provider": we process that data only on the customer's instructions under our Data Processing Addendum. If you are an employee of a HALO IQ customer and want to exercise privacy rights over data your employer holds in the Services, contact your employer; we will help it respond.

2. Information we collect

We do not collect sensitive personal information about account holders, and we do not use any sensitive personal information in Customer Data for our own purposes. We use cookies and similar tools for sign-in, security, preferences and analytics; you can control non-essential cookies in your browser or our cookie settings.

3. How we use information

We use account-holder and usage information to provide, secure and bill the Services; to authenticate users and prevent fraud and abuse; to support you and respond to requests; to send service notices, and marketing you can opt out of; to analyze and improve the Services; to enforce our Terms; and to comply with law.

Artificial intelligence. The Services use AI models to generate handbooks, audits, summaries, scores and recommendations. Prompts and Customer Data sent to AI providers are used only to produce your Output; we contract with those providers so that your data is not used to train their general-purpose models. We may use de-identified, aggregated data that cannot reasonably identify a person or customer to improve our rules, models and benchmarks.

Customer Data. We use it only as the customer instructs through the Services and as the Data Processing Addendum allows. We do not use it to market to employees, to build profiles of individuals for our own purposes, or for cross-context behavioral advertising.

4. How we share information

We share personal information with: service providers and subprocessors that host, store, process, secure, analyze and support the Services, listed at https://handbookiq.ai/legal/subprocessors (cloud hosting, databases, AI model providers, payment, email, analytics, support tools); third-party systems you connect (for example your CRM, payroll or email provider), at your direction; professional advisors; a successor in a merger, financing or sale of assets, with notice; and law enforcement or others when required by law, to protect rights and safety, or to enforce our Terms.

We do not sell personal information and do not share it for cross-context behavioral advertising, and we have not done so in the preceding 12 months. We do not knowingly collect or sell personal information of anyone under 16.

5. Your privacy rights

If you are a California resident, you may request: to know what personal information we collect, use and disclose, and the categories of sources and recipients; a copy of the specific pieces; deletion; correction; and to limit use of sensitive personal information (we do not use it beyond permitted purposes). We will not discriminate against you for exercising these rights. Residents of other states with similar laws (including Colorado, Connecticut, Virginia, Utah, Texas and Oregon) have comparable rights.

To make a request, email legal@haloiq.ai from the address on your account or use the privacy request form at https://handbookiq.ai/legal/privacy. We will verify your identity by confirming control of that email and, where needed, account details. An authorized agent may submit a request with your written permission; we may ask you to confirm it. We respond within 45 days, extendable once by 45 days with notice. If we deny a request, we will say why, and you may appeal by replying to our response.

Requests about Customer Data held in the Services on behalf of an employer go to that employer; we forward any we receive and assist the employer in responding.

We honor Global Privacy Control signals as an opt-out of sale or sharing where that applies.

6. Retention, security, children, transfers and changes

Retention. We keep account information while you have an account and for up to 7 years afterward for tax, legal and dispute purposes; usage logs for up to 24 months; support records for 3 years; Customer Data for the term plus 30 days for export, then deleted or de-identified except backups and records law requires us to keep.

Security. We use encryption in transit and at rest, access controls, logging, tenant isolation and vendor due diligence. No method is completely secure. If a breach affects personal information we hold, we will notify affected customers and individuals as the law requires.

Children. The Services are for business users 18 and over. We do not knowingly collect information from children under 13.

International. We are based in the United States and process information here and in the countries where our subprocessors operate. If you access the Services from outside the United States, your information is transferred to the United States.

Changes. We will post changes here with a new effective date and, for material changes, notify account holders by email or in the product at least 30 days before they take effect.

Contact. Halo IQ LLC, 136 Allen Road, Bakersfield, California 93314 · legal@haloiq.ai · security@haloiq.ai for security concerns.