Privacy Policy
Hard Hat Consulting Privacy Policy
Effective date: February 17, 2026
Introduction Hard Hat Consulting (“we,” “us,” or “our”) provides bookkeeping, AI implementation, CFO, and CXO services tailored for construction and trade professionals. We are committed to protecting the privacy and security of personal information we collect from clients, prospects, contractors, employees, and website visitors. This Privacy Policy explains what information we collect, how we use it, how we share it, and the choices available to you regarding your information.
Scope This policy applies to personal information collected through our website, email, phone, in-person interactions, proposal and contracting processes, client portals, and any other services we provide. It covers information about individuals including business owners, employees of client companies, vendor representatives, job applicants, and website visitors.
Information We Collect We collect information necessary to provide services, maintain relationships, and comply with legal obligations. Types of information include:
Contact and identifying information: name, business name, job title, email address, postal address, phone number.
Business and professional information: company size, trade type, licensing and registration numbers, insurance information, contractor certifications, financial statements, tax documents, payroll data, vendor lists, subcontractor information.
Financial information: bank account and routing numbers (for payment and ACH), credit card information (for payment processing), invoicing and billing records, bookkeeping entries, payroll details, tax filings and supporting documents.
Service data: project and contract details, schedules, contracts, proposals, scope documents, estimates, change orders, client communications and notes, AI models and data provided for implementation and training.
Technical information: IP address, browser type and settings, device identifiers, operating system, referring and exit pages, timestamps and usage data from our website and client portals.
Communication content: emails, messages, attachments, recordings of calls or meetings (where permitted) and notes for service delivery.
Employment and candidate information: resume/CV, employment history, references, background check results (when applicable), and onboarding documents.
Sensitive information: where necessary and with consent, limited sensitive data such as government identification numbers, tax identification numbers, or health-related information for specific services (we avoid collecting unnecessary sensitive data).
How We Collect Information We collect information:
Directly from you when you contact us, sign up for services, submit forms, enter into contracts, or communicate with us.
From third parties such as payment processors, credit agencies, background check providers, government agencies, partners, vendors, and referral sources.
Automatically via cookies and similar technologies when you visit our website or use our client portals.
From publicly available sources and business directories.
Use of Information We use personal information to:
Provide, operate, and maintain our services, including bookkeeping, CFO and CXO support, AI implementation, and related consulting.
Process transactions, manage billing, and collect payments.
Communicate with clients, prospects, vendors, and applicants, including service updates, invoices, proposals, and marketing (as permitted).
Facilitate onboarding, project management, and collaboration through client portals and tools.
Improve, personalize, and develop services, products, and online content.
Perform identity verification, background checks, and risk assessments where required.
Comply with legal, tax, and regulatory obligations.
Detect, prevent, and respond to fraud, security incidents, and misuse.
Maintain records and perform internal reporting, analytics, and quality assurance.
Legal Bases for Processing (for individuals in jurisdictions requiring this) Where applicable, our legal bases for processing personal data include:
Performance of a contract with you or to take steps at your request prior to entering into a contract.
Compliance with a legal obligation.
Our legitimate interests in operating, improving, and protecting our business and services, provided those interests do not override your rights.
Your consent, where required or when you affirmatively opt in (for example, for marketing communications or sensitive data processing).
Sharing and Disclosure We may share personal information with:
Service providers and subcontractors who perform services on our behalf, including payment processors, cloud hosting and storage providers, CRM and accounting platforms, email and communication platforms, AI vendors, and background-check providers.
Clients and their authorized representatives, when information is necessary for service delivery (for example, sharing bookkeeping data with an outsourced payroll provider).
Professional advisors, auditors, and accountants.
Legal authorities, government agencies, or other third parties when required by law, subpoena, court order, or to protect our legal rights.
Buyers or other third parties in the event of a merger, acquisition, reorganization, sale of assets, or bankruptcy (notice will be provided when feasible).
Third parties based on your consent or direction.
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