What we collect
- Account details: your name, email address and sign-in details.
- Business listings: the businesses and locations you add, such as name, address, Google listing, website and the keywords you track.
- Rank data: the results of the checks we run for you, such as heatmaps, rankings and the Google reviews we monitor.
- Billing details: your plan and payment status. Your card details go straight to Stripe; we never see or store your full card number.
- Your customers’ contact details: if you send review requests, the names and email addresses of the customers you add, and whether they opted out. We process these for you, as described in our data processing agreement.
- Connected Google data: if you connect Google, your Business Profile, Search Console and Analytics data for the properties you choose.
- Support messages: what you send us through the Help panel or by email.
- Free tools: the business you check and, only if you ask us to email the result, your email address.
- Basic technical data: things like your IP address and browser type, which servers log to keep the service working and secure.
How we use it
- to run your checks, build your maps and send the report and alert emails you turn on;
- to send review request emails to the customers you choose;
- to write AI drafts (review replies, posts, briefs and summaries) when you ask for them;
- to manage your account, trial and subscription;
- to answer you when you contact us;
- to keep HeatMyMap secure and working well.
We don’t sell your data, and we don’t use it for advertising.
Your data from Google
If you connect Google, we read your Business Profile, Search Console and Analytics data for the properties you choose. We use data from Search Console and Analytics only to show you your own reports and tasks. It’s never sold, never used for ads and never used to train AI models. Our use of information received from Google APIs follows the Google API Services User Data Policy, including the Limited Use requirements.
We change your Business Profile only when you ask us to, and every change is logged. You can disconnect Google at any time; we then delete the Search Console and Analytics data we stored.
Who helps us
We use these companies to run HeatMyMap. They process data only to provide their service to us:
| Company | What they do for us | Data they handle | Where |
|---|---|---|---|
| Google Cloud | Servers, database (Firestore), scheduled jobs and backups. | All account data: account and team details, locations, keywords, results, contacts, review requests and support messages. | United States |
| Firebase | Sign-in and app hosting (a Google service). | Email addresses and sign-in records. | United States |
| Google APIs (Maps Geocoding, Business Profile, Search Console, Analytics) | Place names for map areas; reading and, when you ask, updating your Business Profile; showing your Search Console and Analytics data. | Map coordinates; the Business Profile, Search Console and Analytics data of the accounts you connect. | United States |
| DataForSEO | Runs the Google and Google Maps searches, review lookups, AI visibility checks, citation checks and site audits behind your results. | Business name, address, website and the keywords and prompts you track. Not your account details. | European Union |
| Anthropic | Writes AI drafts: review replies, Business Profile posts, area briefs and To-do summaries. | The review, business details or results needed for the draft you ask for. | United States |
| Resend | Sends email: reports, alerts, review requests and support replies. | Recipient email addresses and the content of each email. | United States |
| Stripe | Payments, subscriptions and invoices. | Billing contact, payment details and subscription records. We never see your full card number. | United States |
| Cloudflare | Delivers our website and app, protects them from abuse, and routes our support email. | Network data such as IP addresses, and support emails passing through. | Global network |
Some of these companies may process data outside your country. When they do, they use the safeguards the law requires. The current list is always on our subprocessors page.
Cookies
We use essential cookies only: the ones needed to keep you signed in and keep the service secure. We don’t use advertising or tracking cookies, so there’s nothing to opt out of. Our website’s fonts are served from our own site, so loading a page doesn’t send your details to a font provider.
How long we keep it
| Data | How long we keep it |
|---|---|
| Account, locations, keywords and results | While your account is open. |
| Customer contacts for review requests | Until you delete them or close your account. |
| Review request records and opt-outs | While your account is open. |
| Google Business Profile performance data | 30 days at most (Google’s rule). |
| Google Search Console and Analytics data | While Google stays connected; deleted when you disconnect. |
| Map place names (geocoding cache) | 30 days. |
| Shared report links | Until they expire (365 days at most) or you turn them off. |
| Support messages | While your account is open. |
| Free tool results you asked us to email (your email and the result) | 12 months. |
| After you close your account | Deleted 30 days after your request; copies in backups are gone within 90 days. |
| Billing and tax records | As long as tax law requires (kept by Stripe and in our records). |
More detail is on our data retention page.
Your choices and rights
You can ask to see, correct, download or delete the personal data we hold about you. Depending on where you live, you may have other rights too. Email us and we’ll help.
Export and delete
The account owner can download the account’s data or delete the account from Settings → Your data. Deletion happens 30 days after the request, and copies in backups are gone within 90 days. You can also email support@heatmymap.com and we’ll help.
Keeping it safe
Data is encrypted in transit, and access is limited to people and systems that need it to run HeatMyMap. No system is perfect, but if something goes wrong we’ll tell you as the law requires.
Changes to this policy
If we make an important change, we’ll email you before it takes effect. The date at the top shows the last update.
Contact us
HeatMyMap is run by [Company name to be added], [Registered address to be added]. Questions about your privacy? Email support@heatmymap.com.