Privacy Policy

This Privacy Policy describes how Hearthside Insurance LLC ("we," "us," or "our") collects, uses, and protects information you provide when you visit hearthsideinsurance.com or contact us to schedule an insurance review. We are committed to protecting your privacy and handling your information with care.

Information We Collect

We collect information only when you voluntarily provide it to us. This includes:

• Contact form submissions — your first and last name, email address, phone number, and the topic or message you submit through the contact form on our website.
• Direct communications — information you share when you call, email, or message us directly to inquire about our services.
• Scheduling information — details you provide when booking a coverage check or coverage review appointment.
• Secure intake form: the information you enter on our secure form at hearthsideinsurance.com/secure. This can include your name, email address, phone number, property address, and your answers to optional follow-up questions.
• How you found us: when you visit our site, your browser saves, for up to 90 days, the campaign tags on the link you used (for example a Bing ad or a QR code), the name of the site that sent you, and the first page you saw. If you send us the secure form, we keep that with your request so we know which of our efforts reached you. You can also tell us on the form how you heard about us and who referred you. This is optional.
• Policies and documents you upload: if you choose to send them, your current insurance policies and declarations pages, and photos of driver's licenses.

Apart from the analytics and ad measurement cookies described under Third-Party Services below, we do not use cookies for tracking, do not operate any user accounts or login systems, and do not automatically collect personal information beyond standard web server logs (IP address, browser type, referring page) that your browser sends to any website you visit.

How We Use Your Information

Information you share with us is used solely to:

• Respond to your inquiry or question
• Prepare your quote and coverage check, including sending the details needed to the insurance carriers you ask us to quote
• Schedule and confirm coverage review appointments
• Follow up on matters you have raised with us
• Fulfill our obligations as your insurance advisor if you become a client

We do not use your information for marketing to unrelated third parties, automated profiling, or any purpose beyond delivering the advisory service you contacted us about.

We Do Not Sell Your Information

Hearthside Insurance does not sell, rent, or trade your personal information. We share information with insurance carriers only when you ask us to quote or place coverage with them, and only what is needed to get your quote or issue your policy. This can include your contact information, your policies and declarations pages, and the other details you gave us. Each carrier has its own privacy policy. We never sell or distribute your email address or phone number, except to an insurance carrier that requests it for your quote or policy.

Third-Party Services

Our website uses a limited number of third-party services:

• Web hosting (Cloudflare Pages) — Our site is hosted on Cloudflare, which may log standard access data (IP addresses, request timestamps) for security and performance purposes. Cloudflare has its own privacy policy governing that data.
• Google Fonts — We load web fonts from Google Fonts, which may log your IP address when your browser fetches the font files. See Google's Privacy Policy for details.
• Google Analytics — We use Google Analytics 4 to understand how visitors find and move through the site in aggregate. It collects standard measurement data such as pages viewed, approximate location, device type, and referring site. We do not use it to identify individual visitors. See Google's Privacy Policy for details.
• Microsoft Advertising — When you arrive from one of our Bing ads, Microsoft's Universal Event Tracking tag records the pages you view and whether you send us the secure form, so we can tell whether our ads work. It sets cookies and receives standard data such as your device, approximate location, and the pages you visit. It does not receive what you type into our forms or the files you upload. We do not use it to build remarketing audiences or to show you ads on other sites. See Microsoft's Privacy Statement for details.
• HubSpot — We keep client and prospect contact records, notes, and the details above about how you found us in HubSpot, a customer relationship management service. Policy documents and photos you upload stay in our private Google Drive folder, not in HubSpot. We do not use HubSpot's website tracking on this site. See HubSpot's Privacy Policy for details.
• Contact form processing — Contact form submissions are received by a serverless function running on Cloudflare and delivered by email to our team inbox through Resend, a third-party transactional email provider. Submissions are not stored in a database. Transmission is encrypted, and the contents are accessible only to us.
• Secure intake form storage: Information and files you send through our secure form pass through a Cloudflare server function and are stored in encrypted Google Workspace storage in a private folder that only Hearthside Insurance can open. We also send a notification to our team inbox. Nothing you upload is kept on this website. See Google's Privacy Policy for details.
• Security check: Our secure form uses Cloudflare Turnstile to block automated abuse. It may check technical signals from your browser, such as your IP address. Cloudflare has its own privacy policy governing that data.

Beyond the analytics and ad measurement described above, we do not use Facebook Pixel, other advertising pixels, or any behavioral retargeting tools on this website.

Text messages

When you check the text message box on our secure form, or tell us you are fine with texts, you agree to receive text messages from Hearthside Insurance about your request, such as your quote, your documents, and call reminders. Message frequency varies. Message and data rates may apply. Reply STOP at any time to opt out, or HELP for help. Consent to receive texts is not a condition of getting a quote or buying a policy.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. All of the categories above exclude text messaging originator opt-in data and consent. This information will not be shared with any third parties.

Data Security

We take reasonable precautions to protect your information. Our website uses HTTPS encryption for all data transmitted between your browser and our server. Information and files you send through our secure form are encrypted in transit and stored in an encrypted, private, access-controlled folder that only Hearthside Insurance can open. Nothing you upload is kept on this website. Please do not send Social Security numbers, bank account numbers, or card numbers. We do not need them to start, and we do not ask for them through this website.

Data Retention

We retain contact information and correspondence for as long as reasonably necessary to fulfill the purpose for which it was collected — typically the duration of any client relationship plus any period required by applicable law or professional licensing obligations. If you do not become a client, we delete the policies, declarations pages, driver's license photos, and other files you uploaded, along with your form answers, within 90 days after our last contact with you. You can ask us to delete them sooner at any time. If you become a client, we keep your records for the length of the relationship plus any period required by law.

Children's Privacy

Our website is not directed at children under 13 years of age, and we do not knowingly collect personal information from children. If you believe a child has submitted information to us, please contact us and we will promptly delete it.

Your Rights

You may contact us at any time to:

• Request access to the personal information we hold about you
• Request correction of inaccurate information
• Request deletion of your information, subject to any legal retention requirements
• Opt out of any future communications from us

Tennessee residents may have additional rights under applicable state privacy law. We will honor valid requests to access, correct, or delete your data.

External Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices of those sites and encourage you to review their policies before providing any personal information.

Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will revise the "last updated" date at the top of this page. Material changes will be noted prominently. Your continued use of our website after any update constitutes acceptance of the revised policy.

Contact Us

If you have questions, concerns, or requests related to this Privacy Policy or your personal information, please contact us:

• Business: Hearthside Insurance LLC
• Email: [email protected]
• Phone: (615) 326-9899
• Service area: Nashville Metro Area, Tennessee