Privacy Policy
How we protect and use your information
Privacy Policy Contents
Information We Collect
Hyrding collects information to provide our regulatory document creation platform and related services. We collect information in the following ways:
| Information Type | What We Collect | How We Collect It |
|---|---|---|
| Account Information | Name, email address, company name, job title, phone number | Registration forms, profile setup |
| Document Content | Regulatory documents, text content, document metadata | Platform usage, document creation |
| Usage Data | Feature usage, session duration, user interactions | Automatic collection via platform analytics |
| Technical Data | IP address, browser type, device information | Automatic collection via web technologies |
| Communication Data | Support requests, feedback, correspondence | Customer support interactions |
We understand that regulatory documents may contain sensitive business information. We implement enhanced security measures and access controls for all document content processed through our platform.
How We Use Your Information
We use your information to provide, maintain, and improve our services. Specifically, we use your information for:
- Service Provision: Operating the Hyrding platform and delivering requested features
- Document Processing: Enabling collaborative document creation, version control, and task management
- AI Enhancement: Providing AI-powered content research and enhancement features
- Microsoft Integration: Facilitating seamless integration with Word, Teams, and Copilot Studio
- User Support: Responding to inquiries, providing technical support, and troubleshooting
- Platform Improvement: Analyzing usage patterns to enhance features and user experience
- Security: Detecting and preventing fraud, abuse, and security threats
- Legal Compliance: Meeting regulatory requirements and legal obligations
- Communication: Sending service updates, security alerts, and administrative messages
We process your data based on: (1) contractual necessity to provide our services, (2) legitimate business interests in improving our platform, (3) legal compliance requirements, and (4) your consent where applicable.
Information Sharing and Disclosure
We do not sell your personal information. We may share your information in the following limited circumstances:
- Microsoft Services: With Microsoft for Teams, Word, and AI Copilot Studio integration functionality
- Service Providers: With trusted third-party vendors who assist in platform operations (hosting, analytics, support)
- Team Members: Within your organization as configured by your account administrators
- Legal Requirements: When required by law, court order, or government investigation
- Business Transfers: In connection with mergers, acquisitions, or asset sales (with user notification)
- Safety and Security: To protect our users, platform integrity, or public safety
All third-party service providers are contractually required to maintain appropriate data protection standards and use your information only for the specific services they provide to us.
Microsoft Integration and Data Sharing
As a Microsoft Partner, Hyrding integrates deeply with Microsoft services. This integration involves specific data sharing practices:
- Microsoft Word: Document content is processed through our Word add-in for editing and collaboration features
- Microsoft Teams: User and team information is shared to enable document assignment and communication channels
- AI Copilot Studio: Document content may be processed by Microsoft's AI services for enhancement features
- Microsoft 365: Authentication and user data integration for seamless platform access
Microsoft's Role: Microsoft acts as a data processor for services we use, and as a joint controller for integrated features. Microsoft's own privacy policy governs their data processing practices.
You can control the level of Microsoft integration through your account settings. Disabling certain integrations may limit platform functionality but will reduce data sharing with Microsoft services.
AI Processing and Data Use
Hyrding uses artificial intelligence to enhance document creation and provide research capabilities. Here's how AI processing works with your data:
- Content Analysis: AI reviews document sections to suggest improvements and identify gaps
- Research Enhancement: AI searches relevant information to support document content
- Template Matching: AI ensures documents conform to your organization's standards and templates
- Quality Assurance: AI helps identify potential compliance issues or formatting problems
AI Data Protection:
- AI processing is performed on your specific document sections only
- No cross-customer data sharing or learning occurs
- AI models do not retain your document content after processing
- You can opt out of AI features while maintaining other platform functionality
All AI-generated suggestions are clearly marked as such. Final document content and approval decisions remain entirely under your control. AI features are designed to assist, not replace, professional judgment.
Data Security and Protection
Given the sensitive nature of regulatory documents, we implement enterprise-grade security measures:
- Encryption: Data encrypted in transit (TLS 1.3) and at rest (AES-256)
- Access Controls: Role-based access with multi-factor authentication
- Infrastructure Security: Secure cloud hosting with regular security audits
- Employee Training: Regular security training for all team members
- Incident Response: Comprehensive security incident response procedures
- Compliance: SOC 2 Type II and ISO 27001 security standards
- Regular Monitoring: Continuous security monitoring and threat detection
While we implement robust security measures, no internet transmission or electronic storage is 100% secure. We continuously update our security practices and will notify you of any significant security incidents affecting your data.
Your Privacy Rights and Controls
You have important rights regarding your personal information. Depending on your location, these may include:
How to Exercise Your Rights: Contact us at privacy@hyrding.com or through your account settings. We will respond to valid requests within 30 days. Some requests may require identity verification for security purposes.
If you believe we have not adequately addressed your privacy concerns, you have the right to lodge a complaint with your local data protection authority.
Cookies and Tracking Technologies
We use cookies and similar technologies to enhance your experience and understand platform usage:
| Cookie Type | Purpose | Duration |
|---|---|---|
| Essential | Required for platform functionality, authentication, security | Session/1 year |
| Analytics | Understanding usage patterns, feature performance | 2 years |
| Functional | Remembering preferences, settings, customizations | 1 year |
| Performance | Monitoring platform performance and optimization | 30 days |
Cookie Controls: You can manage cookie preferences through your browser settings or our cookie consent tool. Note that disabling essential cookies may limit platform functionality.
International Data Transfers
Hyrding operates globally and may transfer your information across borders to provide our services:
- Primary Storage: Data is primarily stored in secure data centers in the United States
- Microsoft Integration: Some data may be processed in Microsoft's global infrastructure
- Service Providers: Limited data may be processed by service providers in various countries
Transfer Safeguards: All international transfers are protected by appropriate safeguards including:
- Standard Contractual Clauses (SCCs) approved by regulatory authorities
- Adequacy decisions for transfers to certain countries
- Binding Corporate Rules for intra-group transfers
- Additional technical and organizational measures
Enterprise customers may request data localization options for specific regions. Contact our sales team to discuss data residency requirements for your organization.
Data Retention
We retain your information for as long as necessary to provide services and meet legal obligations:
- Account Information: Retained while your account is active, plus 90 days after closure
- Document Content: Retained according to your organization's settings, typically 7 years for regulatory documents
- Usage Data: Aggregated analytics data retained for 3 years
- Support Communications: Retained for 3 years for quality and training purposes
- Security Logs: Retained for 1 year for security monitoring and incident response
Deletion Process: When retention periods expire, data is securely deleted using industry-standard methods. You may request earlier deletion subject to legal and contractual obligations.
Given the regulatory nature of documents on our platform, some data may need to be retained longer to comply with industry regulations (FDA, EMA, etc.). We work with customers to balance privacy rights with regulatory requirements.
Children's Privacy
The Hyrding platform is designed for business and professional use. We do not knowingly collect personal information from children under 16 years of age.
If we become aware that we have collected personal information from a child under 16, we will take immediate steps to delete such information. If you believe a child has provided us with personal information, please contact us at privacy@hyrding.com.
For enterprise accounts, organization administrators are responsible for ensuring that all users meet minimum age requirements and have appropriate authorization to access the platform.
Policy Changes and Contact Information
Policy Updates: We may update this Privacy Policy periodically to reflect changes in our practices, technology, or legal requirements. We will notify users of significant changes through:
- Email notification to registered users
- Prominent notice on our website and platform
- In-platform notifications for material changes
Effective Date: This Privacy Policy is effective as of June 5, 2025.
Contact Information:
- Privacy Officer: privacy@hyrding.com
- General Contact: info@hyrding.com
- Mailing Address: Hyrding, Inc., [Address], Boston, MA [ZIP]
- Phone: (555) 123-4567
For all privacy-related questions, concerns, or requests to exercise your rights, please use privacy@hyrding.com for the fastest response. We aim to respond to all privacy inquiries within 2 business days.
Questions About Your Privacy?
We're committed to protecting your privacy and are happy to address any questions or concerns you may have.
Contact Privacy Team