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Privacy Policy

Who We Are

Our website address is: https://thehcai.org.
HCAI builds the Workforce Development System (WDS), a single branded portal covering org planning, hiring, onboarding, training, and career development for operations-driven organizations.

Express Consent for Marketing Communications

HCAI may send marketing and promotional messages, but we do so only with your Express Consent. Express Consent means you have affirmatively opted in to receive marketing content from us, separate from any transaction, terms of service, or privacy policy acceptance.

  • Consent must be given through a clear and standalone action (such as checking a box or completing a subscription form).

  • You may withdraw your consent at any time by clicking “unsubscribe” in our communications or contacting us directly.

  • Without Express Consent, we will not send you marketing messages.

Text Messaging (SMS)

If you opt in to receive text messages from Human Capital Advancement Initiative, we use your mobile number only to send the messages described in our Terms and Conditions and to respond to you. Message frequency varies. Message and data rates may apply. Reply STOP to opt out at any time, or HELP for help.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Information sharing with subcontractors in support services, such as customer service, is permitted. All other categories in this policy exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

Comments

When visitors leave comments on the site we collect the data shown in the comments form, along with the visitor’s IP address and browser user agent string to help detect spam.

An anonymized string created from your email address (a hash) may be provided to the Gravatar service to check if you are using it. The Gravatar service privacy policy is available at https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.

Media

If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS). Visitors can download and extract any location data from images on the site.

Cookies and Tracking

We use HubSpot to understand how visitors use this site and to manage demo requests. HubSpot sets cookies that record pages visited, how you arrived, and, if you submit a form or book a demo, connect that activity to the details you provide.

  • A banner lets you decline these cookies, and you can change your choice at any time using the Cookie settings link at the bottom of every page.

  • We honor Global Privacy Control (GPC) signals sent by your browser.

  • Essential cookies used to run the site are always on.

Company-level visitor identification. We use Apollo.io’s website visitor tool, which uses your IP address to identify the company or organization a visit may come from (for example, “a visitor from Example Health”). It identifies organizations, not individuals, and we use it to understand which organizations are interested in WDS.

Pages prepared for a specific organization. Some pages on this site are prepared for a single organization and shared directly with people there. On those pages we record visit activity: when the page was viewed, roughly how long it was open, how far it was scrolled, which buttons were clicked, and whether the calculator was used. We do not record what you type into the calculator. This activity is stored in our own database and used to decide whether and how to follow up with that organization.

Phone Calls and Website Chat

Calls to our sales line and conversations in the chat window on this site are answered by an AI assistant provided by Retell AI. Calls are recorded and transcribed, and chats are saved, so our team can follow up on your request. A summary and transcript are sent to our sales team and stored in HubSpot. If you ask us not to contact you again, we record that request and honor it.

Embedded Content from Other Websites

Articles on this site may include embedded content (e.g., videos, images, articles). Embedded content behaves as if the visitor has visited the other website, which may collect data, use cookies, or track interactions independently of HCAI.

Who We Share Your Data With

  • If you request a password reset, your IP address will be included in the reset email.

  • Visitor comments may be checked through an automated spam detection service.

  • Information you submit in our demo form or booking page is stored in HubSpot, our CRM, and calendar invitations are handled through Microsoft Outlook. These providers process data on our behalf.

  • Call recordings, transcripts and chat conversations are processed by Retell AI on our behalf.

  • Company-level visit information is processed by Apollo.io on our behalf.

  • Visit activity on pages prepared for specific organizations is stored with Supabase, our database provider, on our behalf.

  • We do not sell or rent your personal information to third parties.

How Long We Retain Your Data

  • Comments and associated metadata are retained indefinitely for moderation purposes.

  • Registered users’ profile information is stored and can be viewed, edited, or deleted at any time (except usernames).

  • Administrators may also view and edit that information.

Your Rights Over Your Data

If you have an account, or have left comments, you may request an exported file of the personal data we hold about you, including any data you provided. You may also request erasure of your personal data, except where retention is required for administrative, legal, or security reasons.

Where Your Data Is Sent

Visitor comments may be checked through an automated spam detection service.