Privacy Policy

This policy explains what Hearthli collects, why, and what we deliberately don’t collect. It covers this website (hearthli.com), the waitlist, and the Hearthli application and service. Questions or requests: hello@hearthli.com.

The short version

• We never record your calls, and calls are end-to-end encrypted — we cannot watch or listen.
• Nothing streams when you’re alone. The app never turns your camera or microphone on by itself.
• AI features (like transcription) run on your device, not our servers.
• We don’t keep presence history, attendance logs, or “last seen” data — by design, not just by policy.
• We don’t sell personal information, and we don’t use it for advertising.
• This website sets no cookies, and our analytics are cookie-less.

The waitlist

If you join the waitlist we store your email address with our email provider, Resend, and send you a single confirmation email. We’ll email you about Hearthli availability and nothing else. To be removed, reply to any of our emails or write to hello@hearthli.com and we’ll delete your address.

Your account

Hearthli has no passwords. You sign in with Google or with a magic link sent to your email. We store your email address, display name, and avatar, plus the workspaces, rooms, and memberships you create.

Google user data

This section describes exactly what data Hearthli accesses from your Google Account, how we use it, who we share it with, how we store and protect it, and how long we keep it. Our handling of Google user data complies with the Google API Services User Data Policy, including the Limited Use requirements.

What we access

• Sign-in. When you sign in with Google, we request the openid, email, and profile scopes and receive your name, email address, and profile picture to create and identify your account.
• Google Calendar (optional). Connecting Google Calendar is a separate step you choose. When you connect it, we additionally request the https://www.googleapis.com/auth/calendar.events scope. This lets Hearthli read the events on your primary calendar and create, update, or delete calendar events on your behalf. We never request access to your Gmail, Contacts, Drive, or any other Google service, and we do not read any calendar other than your primary one.

How we use it

• Your name, email, and profile picture identify you to teammates inside a workspace.
• Calendar events set your availability automatically. While you are in an event marked “busy,” Hearthli shows you as focusing and notes when you will be free. To do this we read each event’s start time, end time, free/busy status, and whether it is confirmed or cancelled.
• When you schedule a meeting from inside Hearthli, we create a calendar event with the title, time, attendees, and Hearthli join link you provide, and we may later update or delete that same event if you change or cancel the meeting.
• We do not use your Google data for any other purpose.

How we store and protect it

• We store your Google account identifier, your Google email address, and the OAuth refresh token that keeps your calendar in sync. The refresh token is encrypted at rest; short-lived access tokens are never written to disk and exist only in server memory while a sync is running.
• For calendar events inside a short, rolling time window, we store the start time, end time, free/busy status, and confirmed/cancelled status. We deliberately do not store event titles: we keep only a one-way cryptographic hash of the title, never the text. Event descriptions, locations, attendee lists, and notes are never stored.
• This data lives in our database (Neon, hosted in AWS Asia Pacific, Sydney) and is accessible only to the Hearthli service.

Who we share it with

• We do not sell your Google data, and we do not share it with third parties for their own purposes. We do not use it for advertising, and we do not use it to train AI or machine-learning models. Calendar data is never sent to our media provider, our analytics, or any other processor.
• We transfer Google user data only as necessary to provide the features above, to comply with law, or as part of a merger or acquisition with prior notice. No humans read your Google data except with your explicit consent, for security purposes, to comply with law, or when the data is aggregated and anonymized.

How long we keep it, and how to delete it

• We cache calendar events only within a small window around the present (roughly the last few minutes through the next hour). Events age out of that cache automatically as time passes; we do not build a history of your calendar.
• You can disconnect Google Calendar at any time from Hearthli’s settings, or revoke Hearthli’s access from your Google Account’s security settings. Disconnecting immediately stops all syncing.
• To delete the stored connection and any cached calendar data entirely, disconnect from within Hearthli or email hello@hearthli.com. We action deletion requests within 30 days.

Calls, video, and presence

• End-to-end encryption. Audio, video, and in-call data in Hearthli rooms are encrypted on your device and decrypted only on your teammates’ devices. Our servers and our media infrastructure provider relay encrypted frames they cannot read.
• No recording. Hearthli has no server-side recording. Nothing about your calls is stored by us.
• Nothing streams when you’re alone. Media flows only when two or more people are in the same room. Alone in your office, there is no capture and no stream.
• Your camera and mic are yours. The app never activates your camera or microphone on its own — no transition, reconnect, or room change can switch them on. Fresh sessions start with the camera off and the mic muted.
• Positive-only presence. Hearthli shows who is available, never who is absent. We do not store presence history, time-in-room analytics, attendance dashboards, or “last seen” timestamps. This is a product decision: that data does not exist on our servers.

On-device AI

Transcription and related intelligence features run locally on your Mac. Transcripts and summaries are not uploaded to our servers unless you explicitly choose to share one with your team.

What we store on our servers

• Account data: email, name, avatar, workspace memberships.
• Workspace content you create: room names and settings, text chat messages, pinned links and notes, and async video memos (stored in object storage, fetched via short-lived signed URLs).
• Billing records: handled by Stripe. We store your subscription status and seat count; your card details never touch our servers.
• Email delivery events (bounces and complaints) so we stop emailing addresses that don’t want or can’t receive mail.
• Google Calendar connection data, if you connect it: see Google user data above for exactly what we store, how we protect it, and how long we keep it.

Service providers

We use a small set of providers to run Hearthli. Each receives only what’s needed for its job:

• Fly.io — application hosting.
• Neon — our database (hosted in AWS Asia Pacific, Sydney).
• Tigris — object storage for workspace content such as memos.
• LiveKit Cloud — real-time media routing. Carries end-to-end encrypted frames it cannot decrypt.
• Resend — transactional email and the waitlist.
• Stripe — payments and billing.
• Cloudflare — this website’s hosting, DNS, and cookie-less analytics.
• Klipy — GIF search, when you use it inside the app. Your search query is proxied through our servers; no account data is shared.

We do not sell personal information to anyone.

Cookies and analytics

This website sets no cookies and uses Cloudflare Web Analytics, which is cookie-less and does not track you across sites. The Hearthli web companion uses strictly necessary cookies for signing in — nothing for tracking or advertising.

Retention and deletion

We keep your data while your account is active. To delete your account and its data, or to remove your email from the waitlist, contact hello@hearthli.com. We’ll action deletion requests within 30 days. Some billing records must be retained as required by tax and accounting law.

Your rights

Depending on where you live (including under the Australian Privacy Act and the GDPR), you may have rights to access, correct, export, or delete your personal information, and to complain to a supervisory authority. Write to hello@hearthli.com and we’ll help — that address reaches a human.

Changes

If this policy changes materially, we’ll note it here and, for significant changes affecting account holders, email you. The “last updated” date at the top always reflects the current version.