Privacy Policy
Version 2026-10 · applies to hyphenhw.com, the client portal and H-Bot
This policy explains what [HyphenHW legal entity name] (“HyphenHW”, “we”) collects through hyphenhw.com, the client portal, chat and H-Bot, how we use it, and who processes it for us.
What we collect
- Account details: name, work email, company, phone (if given), and the email addresses your company adds as portal users. Your password is stored only as a salted, one-way hash — we never see or store the password itself.
- Demo requests: if you ask to see the portal demo, your name, company, work email and (if given) what you are building. The demo itself runs on sample data in your browser.
- Work content: BoMs (as part lines — the original spreadsheet is not kept), cases, schedules, addresses, messages, reminders, tasks, quotes, POs, invoices, shipment details and links to shared folders.
- Sign-in and security data: sign-in times, failed attempts, IP address and browser information, kept to secure accounts and processed by our hosting provider; when you last used the portal (to decide whether to email you about new messages).
- Agreements: which version of the NDA, Terms and this policy you accepted, and when.
- In your browser: a sign-in cookie set by hyphenhw.com (it holds a random session code, not your password), and local storage for preferences such as read messages. We do not use advertising or cross-site tracking cookies.
How we use it
To provide and secure the portal and our services, communicate with you (including email alerts you can ask us to turn off), prepare quotes, reports and invoices, and improve our work. We do not sell personal information or use it for advertising.
Service providers that process data for us
- Cloudflare — hosts the website, database and sign-in.
- Anthropic — powers H-Bot’s answers. When you ask H-Bot a question, the question and the portal records it needs (limited to what you are allowed to see) are sent to Anthropic’s Claude API to produce the answer. Anthropic states that inputs and outputs from its commercial API are not used to train its models by default.
- Microsoft — sends email alerts from HyphenHW’s Microsoft 365 mailbox.
- Electronic-component distributors and data services (such as Octopart/Nexar, DigiKey and Mouser) — receive part numbers only, to return stock, lead time, lifecycle and pricing. They do not receive your company name or BoM context.
- Payment providers — if an invoice includes a payment link, that provider handles your payment details under its own policy.
These providers may process data in the United States and other countries where they operate.
Sharing for the services you request
To source parts and run builds, we share the minimum necessary (for example part numbers, quantities and ship-to details) with distributors, manufacturers, contract manufacturers and carriers, under the Mutual NDA. We may also disclose information when required by law.
Retention
We keep account and project records while we work together and as needed for legal, tax and accounting duties, then delete or anonymize them. Backups are overwritten on a rolling basis.
Security
Data travels over HTTPS. Clients only receive their own company’s records, and internal notes, supplier names and costs are removed on the server before anything is sent to a client. Staff areas require a HyphenHW email sign-in.
Your choices and rights
You can ask to see, correct, export or delete your personal information, or to stop email alerts, by writing to [email protected]. Depending on where you live (for example California or the EU/UK), you may have additional rights, and we will honor them as the law requires.
Children
The portal is for businesses and is not directed to children under 16.
Changes
When this policy changes, the portal shows the new version and asks you to accept it.
Contact: [HyphenHW legal entity name], [address] · [email protected]
Questions: [email protected]