1. Introduction
HELM OS ("Company," "we," "us," or "our") operates the HELM OS platform (the "Platform"). This Privacy Policy explains how we collect, use, share, and protect information when you use the Platform.
The Platform is a business management tool that we develop, host, and operate. It is used by seafood distributors, employees, customers, and vendors to manage orders, invoices, purchase orders, pick slips, inventory, and related commercial activities.
HELM OS is the data controller for information collected through the Platform. We own the data submitted to and generated by the Platform and determine how it is collected, used, and protected.
By using the Platform, you agree to this Privacy Policy.
2. Information We Collect
We collect the information necessary to operate the Platform.
Information You Provide:
- Name
- Business email address
- Business phone number
- Company name and role
- Login credentials (username and password)
- Order details (products, quantities, delivery information)
- Inventory and pricing information (including uploads)
- Purchase orders, invoices, pick slips, and shipping details
- Any other information you submit through the Platform
Information Collected Automatically:
- IP address
- Browser type and version
- Device type and operating system
- Login times, session data, and activity within the Platform
- Error logs and diagnostic data
We do not collect:
- Social media profile information
- Demographic information (age, gender, education)
- Precise geolocation
- Photos, videos, or audio, except as you may upload as business records
- Information from data brokers or third-party data suppliers
3. How We Use Your Information
We use the information we collect to:
Provide the Platform. Processing orders, generating invoices and purchase orders, managing inventory, producing pick slips, and facilitating communication between buyers and sellers.
Maintain and Secure the Platform. Authenticating logins, preventing fraud, monitoring for misuse, and protecting the integrity of the Platform.
Communicate with You. Responding to support requests, sending transactional messages about your account, and notifying you of Platform changes.
Analyze and Improve the Platform. Analyzing usage patterns, diagnosing problems, and developing new features.
Develop AI and Machine Learning Systems. We may use information submitted to the Platform — including order data, inventory data, pricing information, and other business records — to develop, train, fine-tune, and improve artificial intelligence and machine learning models, algorithms, and systems. This may include sharing such information with third-party technology partners and large language model (LLM) vendors for these purposes.
Marketing and Communications. We may send you information about the Platform, updates, and related services. You may opt out of marketing communications at any time.
Comply with Legal Obligations. Responding to lawful requests from authorities and enforcing our agreements.
We do not sell your personal information.
4. Who We Share Your Information With
We share information only as necessary to operate the Platform:
The Client. The Client has access to data submitted through its instance of the Platform, including information about its employees, customers, and vendors.
Service Providers. Third-party providers (such as cloud hosting, email delivery, and error monitoring) that help us operate the Platform. These providers are contractually required to protect your information and use it only for the purposes we specify.
AI and Machine Learning Partners. Third-party technology partners and LLM vendors who assist us in developing, training, and improving AI and machine learning systems, as described in Section 3.
Professional Advisors. Lawyers, accountants, and auditors where necessary.
Successors. In connection with a merger, acquisition, financing, or sale of assets, where information may be transferred as part of the transaction.
Legal Authorities. Where required by law, court order, or to protect the rights and safety of HELM OS, the Client, or others.
We do not share your information with advertisers or data brokers.
5. Cookies and Tracking
We use only essential cookies necessary for the Platform to function, such as:
- Session cookies to keep you logged in
- Security cookies to prevent fraud and protect your account
We do not use advertising cookies, analytics cookies, or third-party tracking cookies.
You can disable cookies in your browser settings, but some features of the Platform may not function properly.
6. Data Retention
We retain information for as long as necessary to provide the Platform, to fulfill the purposes described in this Privacy Policy (including AI and machine learning development), and to comply with our legal obligations.
When a Client's account is terminated, we will delete or return the Client's data as agreed in our Master Services Agreement, unless we are required by law to retain it, or unless the data has already been incorporated into trained AI models in deidentified or aggregated form. Where personal information has been incorporated into trained models and cannot reasonably be extracted, we will maintain it only in that form.
7. How We Protect Your Information
We use commercially reasonable administrative, physical, and technical measures to protect your information, including:
- Encryption of data in transit and at rest
- Access controls and authentication requirements
- Regular security reviews and monitoring
- Employee confidentiality obligations
No method of transmission or storage is completely secure, and we cannot guarantee absolute security. You are responsible for safeguarding your login credentials.
8. Your Rights
Depending on where you live, you may have the following rights regarding your personal information:
Access. Request a copy of the information we hold about you.
Correction. Request that we correct inaccurate information.
Deletion. Request that we delete your information, subject to legal exceptions.
Portability. Request your information in a portable format.
Objection / Restriction. Object to or request that we restrict certain processing.
Withdraw Consent. Where processing is based on consent, withdraw it at any time.
Opt Out of Marketing. Unsubscribe from marketing communications at any time.
We will verify your identity before processing a request and will respond within the timeframes required by applicable law.
9. California Privacy Rights (CCPA/CPRA)
If you are a California resident, you have the following rights under the California Consumer Privacy Act (CCPA), as amended by the California Privacy Rights Act (CPRA):
Right to Know. Request information about the categories and specific pieces of personal information we have collected about you.
Right to Delete. Request deletion of your personal information, subject to legal exceptions.
Right to Correct. Request correction of inaccurate personal information.
Right to Opt Out of Sale or Sharing. We do not sell your personal information. If we ever engage in "sharing" as defined by the CPRA, you will have the right to opt out.
Right to Limit Use of Sensitive Personal Information. We do not use sensitive personal information for purposes beyond those permitted by law.
Right to Non-Discrimination. We will not discriminate against you for exercising your privacy rights.
Categories of Personal Information We Collect:
- Identifiers (name, email, phone number, IP address, login credentials)
- Commercial information (order details, transaction history, inventory data)
- Professional or employment-related information (company name, role, business contact details)
- Internet or network activity (device information, usage data, logs)
- Inferences drawn from the above (usage patterns, business preferences)
Categories of Sources:
- Directly from you
- Automatically through your use of the Platform
- From the Client
Business and Commercial Purposes for Collection:
- To provide the Platform
- To communicate with you
- To maintain and secure the Platform
- To analyze and improve the Platform
- To develop AI and machine learning systems
- To comply with legal obligations
Categories of Third Parties We Disclose To:
- The Client
- Service providers (hosting, email, monitoring)
- AI and machine learning partners
- Professional advisors
- Legal authorities where required
We do not sell personal information.
10. Legal Bases for Processing (GDPR)
Where the EU or UK General Data Protection Regulation applies, we process personal data on the following legal bases:
Contract. To provide the Platform to you and to perform our obligations under our agreement with the Client.
Legitimate Interests. To operate, secure, analyze, and improve the Platform, and to develop AI and machine learning systems. We balance these interests against your rights and expect they do not override them.
Consent. Where required by law, including for marketing communications. You may withdraw consent at any time.
Legal Obligation. To comply with applicable laws and respond to lawful requests.
International Data Transfers. Information collected through the Platform is processed in the United States. If we transfer personal data from the EEA, UK, or Switzerland, we put in place appropriate safeguards, including the European Commission-approved Standard Contractual Clauses.
Your Rights under GDPR. You have the rights described in Section 8, and the right to lodge a complaint with your local supervisory authority.
11. Children's Privacy
The Platform is not intended for anyone under the age of 18. We do not knowingly collect personal information from children under 18. If we learn we have collected such information, we will delete it.
12. Links to Third-Party Sites
The Platform may contain links to third-party websites or services. We are not responsible for the privacy practices of those third parties. We encourage you to review their privacy policies before providing information to them.
13. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on the Platform and, where appropriate, by email. Your continued use of the Platform after changes are posted constitutes acceptance of those changes.
14. Contact Us
If you have questions about this Privacy Policy or wish to exercise your rights, contact us at:
- HELM OS
- 400 Continental Blvd., 6th Floor El Segundo, CA 90245
- [Email to be supplied]