Privacy Policy

1. Introduction

SwiftHandbook ("we," "us," or "our") operates the website swifthandbook.com and provides professional employee handbook writing services for US businesses. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you visit our website or engage our services.

By accessing our website or using our services, you agree to the collection and use of information in accordance with this policy. If you do not agree with the terms of this Privacy Policy, please do not access our website or use our services.

2. Information We Collect

Personal Information

When you request a quote, place an order, or contact us, we may collect the following personal information:

• Contact details — your name, email address, phone number, and mailing address
• Company information — your business name, job title, and role within the organization
• Payment information — billing address and payment method details (credit card numbers are processed securely by our third-party payment processor and are not stored on our servers)

Project Information

To create your employee handbook, we collect information about your business, including:

• Industry and type of business
• State(s) of operation
• Number of employees and company size
• Existing company policies and workplace practices
• Company culture preferences and specific policy requirements

Website Usage Data

When you visit our website, we may automatically collect certain technical information, including:

• IP address and approximate geographic location
• Browser type and version
• Operating system
• Pages visited, time spent on pages, and navigation paths
• Referring website or search terms that led you to our site
• Date and time of your visit

3. How We Use Your Information

We use the information we collect for the following purposes:

• Service delivery — to create, customize, and deliver your employee handbook based on your business needs, industry, and state requirements
• Communication — to respond to your inquiries, send project updates, deliver your completed handbook, and provide revision support
• Payment processing — to process transactions and send invoices related to our services
• Service improvement — to analyze how our website and services are used so we can improve the customer experience
• Legal compliance — to comply with applicable laws, regulations, and legal processes
• Business operations — to manage our internal records, accounting, and administrative functions

We do not use your personal information for automated decision-making or profiling.

4. Information Sharing

We do not sell, rent, or trade your personal information to third parties. We will never share your data for marketing purposes with outside companies.

We may share your information only in the following limited circumstances:

• Payment processors — we share necessary billing information with our third-party payment processor to complete transactions securely. These processors are contractually obligated to protect your data and use it only for payment processing.
• Legal requirements — we may disclose your information if required to do so by law, regulation, legal process, or enforceable governmental request, or to protect the rights, property, or safety of SwiftHandbook, our customers, or others.
• Business transfers — in the event of a merger, acquisition, or sale of all or a portion of our assets, your personal information may be transferred as part of that transaction. We will notify you of any such change in ownership or control of your personal information.

5. Data Security

We take the security of your personal information seriously and implement appropriate technical and organizational measures to protect it, including:

• Encryption — all data transmitted between your browser and our website is encrypted using SSL/TLS technology
• Secure storage — personal and project information is stored on secure servers with restricted access
• Access controls — only authorized personnel who need access to your information to perform their job duties may access it
• Regular review — we periodically review our security practices and update them as necessary to address new threats

While we strive to protect your personal information, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security, but we are committed to taking all reasonable steps to protect your data.

6. Cookies & Tracking

Our website uses a minimal number of cookies and similar tracking technologies to improve your browsing experience.

Types of Cookies We Use

• Essential cookies — required for the basic functionality of our website, such as maintaining your session when filling out our contact form. These cookies do not collect personal information and cannot be disabled.
• Analytics cookies — we may use analytics services to understand how visitors interact with our website. These cookies collect aggregated, anonymous data such as page views, traffic sources, and time on site. This data helps us improve our website and services.

Managing Cookies

You can control and manage cookies through your browser settings. Most browsers allow you to refuse or delete cookies. Please note that disabling essential cookies may affect the functionality of our website. For more information on managing cookies, consult your browser's help documentation.

We do not use advertising cookies or participate in third-party ad networks.

7. Your Rights

You have the following rights regarding your personal information:

• Access — you may request a copy of the personal information we hold about you
• Correction — you may request that we correct any inaccurate or incomplete personal information
• Deletion — you may request that we delete your personal information, subject to certain legal exceptions (such as information we are required to retain for tax or legal compliance purposes)
• Opt-out — you may opt out of receiving non-essential communications from us at any time by following the unsubscribe instructions in our emails or by contacting us directly
• Data portability — you may request that we provide your personal information in a structured, commonly used format

To exercise any of these rights, please contact us at contact@swifthandbook.com. We will respond to your request within 30 days.

8. California Privacy Rights (CCPA)

If you are a California resident, the California Consumer Privacy Act (CCPA) provides you with additional rights regarding your personal information:

• Right to know — you have the right to request that we disclose the categories and specific pieces of personal information we have collected about you, the categories of sources from which the information was collected, the business purpose for collecting the information, and the categories of third parties with whom we share it.
• Right to delete — you have the right to request the deletion of your personal information, subject to certain exceptions.
• Right to non-discrimination — we will not discriminate against you for exercising any of your CCPA rights. We will not deny you services, charge you different prices, or provide a different level of service because you exercised your privacy rights.
• Right to opt out of sale — we do not sell your personal information. As such, we do not offer an opt-out for the sale of personal information.

To submit a CCPA request, please contact us at contact@swifthandbook.com. We may ask you to verify your identity before processing your request.

9. Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes described in this Privacy Policy, unless a longer retention period is required or permitted by law.

• Project files — we retain completed handbook files and project-related information for up to 2 years after the completion of your project, allowing us to provide revision services and annual updates if requested.
• Contact information — we retain your contact details for up to 2 years after your last interaction with us, unless you request earlier deletion.
• Payment records — we retain transaction records for up to 7 years as required by US tax and accounting regulations.
• Website usage data — analytics data is retained in aggregated, anonymized form and does not contain personally identifiable information.

When your data is no longer needed, we securely delete or anonymize it.

10. Children's Privacy

Our website and services are not directed at individuals under the age of 13. We do not knowingly collect personal information from children under 13. If we become aware that we have inadvertently collected personal information from a child under 13, we will take steps to delete that information as promptly as possible.

If you are a parent or guardian and believe your child has provided us with personal information, please contact us at contact@swifthandbook.com so we can take appropriate action.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make changes, we will update the "Last updated" date at the top of this page.

For significant changes that materially affect how we handle your personal information, we will make reasonable efforts to notify you, such as posting a prominent notice on our website or sending an email to the address associated with your account.

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.

12. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

• Email: contact@swifthandbook.com
• Contact form: swifthandbook.com/contact

We will do our best to respond to all inquiries within 30 business days.