Privacy Policy

Last updated: October 16, 2026

This policy explains what personal information HelpOne Software, LLC ("HelpOne", "we", "us") collects, why, how we share it, and the choices people have. It covers our website at www.helponesoftware.com and the HelpOne app and related services (the "Service"). Questions: hello@helponesoftware.com.

1. Two kinds of information

Information we control: details about visitors to our website and about the people at nonprofits who sign up for and use HelpOne (for example, account and billing contacts). We decide how this is used, and this policy applies to it directly.
Organization data: what a nonprofit customer puts into HelpOne about its donors, volunteers, event guests, staff, board members, and others. The nonprofit owns and controls this information and is its "controller" (or "business"). We handle it only on the nonprofit's instructions to provide the Service, under our Terms and Conditions and Data Processing Addendum. If you are a donor, volunteer, or other person in a nonprofit's records, that nonprofit's own privacy notice applies, and you should contact the nonprofit first.

2. What we collect

Account information: name, email, organization name, role, password (stored only as a secure hash), and profile details you add.
Organization data: whatever a customer chooses to enter or import, such as contact details, giving history, event and shift records, notes, HR records, and files.
Payment information: card and bank details are entered directly into our payment processors' secure fields and handled by them. We do not receive or store full card numbers; we keep only limited details such as a payment token, card brand, last four digits, and billing history.
Usage and device information: sign-in records, IP address, browser and device type, pages and features used, and error logs, collected automatically when you use the Service.
Cookies and similar technologies: in the app we use only cookies and browser storage that are needed for it to work (for example, keeping you signed in and remembering screen preferences). Payment fields may set their own necessary cookies for fraud prevention. Our marketing website also uses analytics tools that use cookies to measure visits and improve the site.
Information you send us: demo and trial requests, support emails, and survey or feedback responses.

3. Why we use it

To create and run accounts and provide the Service.
To bill for subscriptions and keep financial records.
To send service messages, such as sign-in links, password resets, receipts, invitations, and reminders.
To provide support and answer questions.
To keep the Service secure, prevent fraud and abuse, and fix problems.
To understand how the Service and website are used and to improve them.
To tell account contacts about product updates; you can opt out of marketing email at any time.
To meet legal obligations and enforce our agreements.

We do not sell personal information, and we do not use organization data for advertising or to contact a nonprofit's donors or supporters for our own purposes.

4. How we share it

We share personal information only as needed to run the Service:

Service providers that work on our behalf under contracts limiting their use of the information: hosting and database providers, email delivery providers, text-message providers, payment processors, background-check providers (only when a customer orders a check), and analytics providers for our marketing website.
The customer organization: a nonprofit's administrators can see the information in their own account, including activity by their users.
Integrations you choose: if a customer connects another service, we share the data needed for that connection.
Legal and safety reasons: when required by law or legal process, or to protect the rights, safety, and security of our customers, users, the public, or HelpOne.
Business transfers: as part of a merger, acquisition, or sale of assets, subject to this policy.

5. How long we keep it

We keep account information while the account is open and for up to 12 months after it closes, except billing records we must keep longer for tax and accounting law. Organization data is kept until the customer deletes it; after an account closes it stays available for export for 30 days and is then deleted from our live systems within 90 days. Backups expire on their regular schedule. Website analytics data is kept according to the analytics provider's settings.

6. Security

We protect information with encryption in transit and at rest, separation of each organization's data, role-based access, hashed passwords, encrypted integration credentials, rate limiting, monitoring, and backups. No system is perfectly secure. If a breach affects your information, we will notify affected customers without undue delay and as the law requires. See our Security page.

7. Your rights and choices

Access, correction, and deletion: you can see and update most account information in HelpOne. You may ask us for a copy of your personal information, to correct it, or to delete it.
Opt-out: you can unsubscribe from marketing email using the link in the message, reply STOP to text messages, and block or delete cookies in your browser (the app may not work without its necessary cookies).
State privacy rights: depending on where you live, including California and other U.S. states with privacy laws, you may have rights to know what personal information we collect and how we use and share it, to access, correct, or delete it, to get a portable copy, and to opt out of the sale or sharing of personal information or targeted advertising. We do not sell personal information. We will not discriminate against you for using your rights. You may use an authorized agent, and we may need to verify your identity before acting on a request.
People outside the U.S.: if laws such as the GDPR apply to you, you may also have rights to object to or restrict processing and to complain to your local data-protection authority.

To make a request, email hello@helponesoftware.com. If your request is about organization data held for a nonprofit, we will pass it to that nonprofit and help it respond.

8. Children

The Service is for organizations and is not directed at children. Accounts are for people 18 and older, and we do not knowingly collect personal information from children for our own purposes. A nonprofit may record information about minors (for example, youth volunteers or program participants) as organization data; that nonprofit is responsible for getting a parent's or guardian's consent where required. If you believe a child gave us information directly, contact us and we will delete it.

9. International transfers

HelpOne is based in the United States, and information is stored and processed in the United States. If you use the Service from another country, your information will be transferred to the United States, where privacy laws may differ from those in your country. Where the law requires, we will use appropriate safeguards for these transfers.

10. Changes to this policy

We may update this policy. We will post the new version here with a new "Last updated" date and, for material changes, email account owners before the changes take effect.

11. Contact

HelpOne Software, LLC, 108 Village Square, Suite 189, Somers, NY 10589. Email: hello@helponesoftware.com.