Privacy Policy
Last Updated: September 10, 2025
HelpGhost is committed to protecting the privacy of individuals whose personal data we process. This Privacy Notice explains how we collect, use, and protect personal data when providing our services, and outlines the rights individuals may have under applicable privacy laws.
This Notice applies to:
• Visitors to our website
• Customers and users of the HelpGhost platform
• Individuals whose personal data is entered into the platform by our customers
We may update this Privacy Notice from time to time to reflect changes in our practices, technologies, or legal requirements. When we do, we will revise the “Last Reviewed” date and notify customers as appropriate.
Who We Are
HelpGhost is a U.S.-based software company that provides AI-driven support automation tools to Managed Service Providers (MSPs). HelpGhost processes personal data solely on behalf of its customers and in accordance with their instructions. Customers are responsible for determining the lawful basis for processing and for complying with applicable data protection laws.
What Data We Process
The types of personal data we process depend on how you interact with HelpGhost.
This may include:
• Contact information
• Account credentials
• Support ticket content
• Usage data (e.g., IP address, browser type, activity logs)
We do not intentionally collect sensitive personal data unless explicitly provided by a customer as part of their use of the platform.
How We Use Personal Data
We process personal data to:
• Provide and support the HelpGhost platform
• Respond to customer inquiries and support requests
• Monitor system performance and security
• Improve our services and user experience
• Comply with legal obligations
We do not sell personal data or share it with third parties for their own marketing purposes.
Legal Basis for Processing
Where required by law, we rely on one or more of the following legal bases:
• Performance of a contract: When providing services to our customers, including operating the HelpGhost platform and responding to support requests.
• Legitimate interests: To monitor system performance, detect and prevent fraud or abuse, and improve platform functionality, provided these interests are not overridden by individual rights.
• Compliance with legal obligations: To meet regulatory requirements, respond to lawful requests, or maintain records as required by law.
• Consent: In certain jurisdictions we may rely on consent for specific activities such as marketing communications or processing sensitive data entered by customers.
Data Sharing and Subprocessors
We may share personal data with trusted service providers (subprocessors) who support our platform. These subprocessors are contractually required to implement appropriate security and privacy safeguards. We do not share personal data with third parties for their own marketing purposes. HelpGhost’s current subprocessors are:
Vendor Name: DigitalOcean
Service Provided: Cloud infrastructure, database, logging, storage
Location: United States
Data Types Processed: Customer data, support ticket content, usage data
Vendor Name: Amazon Web Services
Service Provided: Email delivery (via Simple Email Service) and LLM usage (via Bedrock)
Location: United States
Data Types Processed: Email addresses, message content, delivery metadata
Vendor Name: Anthropic
Service Provided: AI model provisioning and processing for customers
Location: United States
Data Types Processed: User inputs (prompts/code), model outputs
Vendor Name: Zoom
Service Provided: Video conferencing and collaboration
Location: United States
Data Types Processed: Contact information, meeting metadata, audio/video recordings
Vendor Name: Grain
Service Provided: Meeting recording and transcription
Location: United States
Data Types Processed: Audio/video recording, participant names, transcription data
Vendor Name: Calendly
Service Provided: Scheduling and calendar integration
Location: United States
Data Types Processed: Contact information, meeting details, time zone data
Vendor Name: Google
Service Provided: Email, document storage, and internal collaboration
Location: United States
Data Types Processed: Contact information, internal communications, shared documents
Vendor Name: PipeDrive
Service Provided: Customer Relationship Manager
Location: United States
Data Types Processed: Contact information, company details, deal history
Vendor Name: PandaDoc
Service Provided: Contract Management
Location: United States
Data Types Processed: Contact information, company details, signatures, contract terms
Customers will be notified of new subprocessors and may object to changes on reasonable grounds related to data protection.
International Data Transfers
HelpGhost relies on Standard Contractual Clauses (SCCs) approved by the European Commission and the UK Addendum to safeguard personal data transferred to the United TM States. These clauses include commitments to implement appropriate technical and organizational measures and to support customer compliance with applicable laws.
Data Retention
We retain personal data only as long as necessary to fulfill the purposes described in this Notice or as required by law. When data is no longer needed, it is securely deleted or anonymized.
Your Rights
You may have rights under applicable privacy laws, including:
• Access to your personal data
• Correction of inaccurate data
• Deletion of your data
• Restriction or objection to processing
• Data portability
• Withdrawal of consent (where applicable)
Your rights may vary depending on your location and applicable laws. To exercise your rights, please contact us at privacy@helpghost.io. We may need to verify your identity before responding. If you are a user of a HelpGhost customer, please direct your request to that customer, who acts as the data controller. We will respond in accordance with applicable laws.
Security Measures
HelpGhost implements technical and organizational measures to protect personal data, including:
• Role-based access controls
• Multi-factor authentication
• Encryption in transit and at rest
• Logging and monitoring
• Vendor security reviews
Contact Us
If you have questions about this Privacy Notice or how we handle personal data, please contact privacy@helpghost.io.
Version History
Version: 1.0
Date: September 2025
Summary of Changes: Initial Release
Reviewed By: Privacy and Security Lead