Your Data. Protected Like It's Ours.

We handle some of the most sensitive financial information in your business. We take that responsibility seriously — with enterprise-grade security, clear data practices, and a commitment to transparency about every decision we make with your data.

Our Security Commitment

We Protect Your Data the Same Way Banks Protect Theirs

We handle sensitive financial records — customer information, invoice data, payment history. We take that seriously. The security measures we use are the same standards required of regional banks and federally regulated financial institutions.

Encryption at Every Step

Your data is encrypted both when it's stored and when it's moving. We use the same encryption standard the U.S. government uses for sensitive information. When you share financial records with HeartWest, they're protected the moment they leave your hands.

Strict Access Controls

Only the HeartWest team members assigned to your account can see your data. We require multi-factor authentication for every login, and access is reviewed and updated regularly. No one gets in who isn't supposed to be there.

Full Audit Trails

Every action taken on your account is logged — what was done, when, and by whom. You can request a complete activity log at any time. This keeps HeartWest accountable and gives you peace of mind that nothing happens without a record.

Secure Data Sharing

We don't accept financial records through plain email or unsecured channels. When you share data with us, it goes through encrypted, protected transfer methods — the same approach used by financial institutions and CPA firms.

Data Handling Policy

What We Do With Your Data. Period.

✅

What We DO With Your Data

Use it to manage your accounts receivable and contact your customers
Store it securely to maintain accurate records and reporting
Share it with your assigned HeartWest team members only
Use it to generate your monthly reports and billing statements
Retain it for the legally required period (7 years) after service ends

🚫

What We NEVER Do With Your Data

Sell it to any third party for any reason
Use it for marketing or lead generation
Share it with other HeartWest clients
Use it for purposes beyond AR management
Retain it past the legally required period without your consent

🗑️

Data Deletion Guarantee

When your service ends (or if you request deletion), we will purge all personally identifiable information from our active systems within 30 days. We'll provide written confirmation of deletion. We retain only anonymized, aggregated reporting data required for legal compliance — no client-identifying information.

Regulatory Compliance

We Follow the Rules. All of Them.

🏛️

FDCPA Compliant

We strictly adhere to the Fair Debt Collection Practices Act. All communications, timing, and tactics comply with federal regulations. We never use deceptive, unfair, or abusive practices.

🔒

GLBA Compliant

We comply with the Gramm-Leach-Bliley Act requirements for financial data privacy, including customer financial information safeguards and disclosure requirements.

📍

Locally Registered & Operating Right

HeartWest Advisors operates as a properly registered business in the states we serve. We do things by the book — because we're part of this community and our reputation here matters to us.

Questions?

Not Sure How We Handle Your Specific Data?

If you have questions about how we protect your information before you share anything with us, just ask. We'd rather answer every question upfront than have you hand over sensitive data without full confidence.

Reach us directly at info@heartwestadvisors.com — we'll give you straight answers.