Privacy Policy

Last updated: October 2025

1. Introduction

Welcome to SampleHQ (“we,” “our,” or “us”).
We are committed to protecting your personal information and your right to privacy. This Privacy Policy explains what information we collect, how we use it, and what rights you have in relation to it.

By using SampleHQ (the “Service”), you agree to this Privacy Policy. If you do not agree, please discontinue use of our Service.

2. Information We Collect

A. Information You Provide

When you use our Service, you may provide:

  • Account information: name, email address, and password.
  • Company information: organization name, role, and business contact details.
  • Payment information: billing address and payment details (processed securely by our payment provider — we do not store credit card data).
  • Communication data: when you contact us via support, chat, or email.

B. Information Collected Automatically

We automatically collect:

  • Usage data: pages visited, features used, and actions taken within the app.
  • Device data: IP address, browser type, operating system, and preferences.
  • Cookies: to remember your preferences and improve functionality.

C. Information from Integrations

If you connect SampleHQ with third-party systems (e.g., CRMs like HubSpot, Salesforce, or Microsoft Dynamics), we may receive limited data necessary to enable those integrations — such as contact names, IDs, or request metadata.

3. How We Use Your Information

We use your information to:

  • Operate and maintain the Service.
  • Create and manage your account.
  • Process payments and send invoices.
  • Provide customer support.
  • Improve, personalize, and expand our Service.
  • Send product updates, feature releases, and marketing messages (you can opt out anytime).
  • Ensure compliance with applicable laws and prevent fraudulent activity.
  • We may use anonymized data for remarketing or advertising campaigns to reach users who have previously interacted with our website or Service.

4. Legal Bases for Processing (GDPR)

If you are located in the European Economic Area, our legal bases include:

  • Performance of a contract: to provide you the Service.
  • Legitimate interest: to improve and secure our platform.
  • Consent: for marketing or optional cookies.
  • Legal obligation: when required to comply with applicable laws.

5. Sharing and Disclosure

We do not sell or rent your data.
We may share your information with:

  • Service providers (hosting, analytics, payment processing).
  • Integrations you choose to enable (e.g., CRM connections).
  • Legal authorities, if required by law or to protect our rights.

All third-party vendors are bound by data protection obligations consistent with this Policy.

6. Data Retention

We retain personal data for as long as necessary to provide the Service or comply with legal obligations.
You can request deletion of your data at any time by filling out this form.

7. Security

We use industry-standard measures to protect your information, including:

  • Encrypted data storage and transmission (HTTPS, SSL/TLS).
  • Role-based access control.
  • Regular monitoring and backups.

However, no system is 100% secure, and we cannot guarantee absolute protection.

8. Your Rights

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

  • Access and obtain a copy of your data.
  • Request correction or deletion.
  • Withdraw consent for marketing communications.
  • Object to or restrict processing.
  • Port your data to another service.

To exercise these rights, contact us at [email protected].

9. Cookies

We use cookies and similar technologies to:

  • Keep you signed in.
  • Remember your preferences.
  • Analyze site traffic and performance.

You can manage or disable cookies through your browser settings.

10. Children’s Privacy

SampleHQ is not intended for individuals under the age of 16.
We do not knowingly collect personal data from minors.

11. International Transfers

If you access the Service from outside the United States, your data may be transferred to and processed in the U.S. or other jurisdictions.
We take steps to ensure such transfers comply with applicable data protection laws.

12. Updates to This Polic

We may update this Privacy Policy periodically.
The updated version will be posted on our website with the “Last updated” date revised accordingly.

13. Contact Us

If you have questions or concerns about this Privacy Policy, contact us at: [email protected]