Privacy Policy

1. Overview

This Privacy Policy explains how HoatPen (“we,” “our,” or “us”) collects, uses, discloses, and protects your personal information when you visit our website, communicate with us, or use our writing, editing, or consulting services.

We are committed to protecting your privacy and maintaining the confidentiality of all client data, including sensitive personal and professional information shared during the course of our work. By accessing our website or engaging our services, you consent to the practices described in this Privacy Policy.

2. Who We Are

HoatPen is a professional writing and consulting company providing:

• Immigration writing services, including EB1A, EB2-NIW, Global Talent Visa, and RFE responses.

• Business and corporate documentation, such as business plans, proposals, executive summaries, pitch decks, and grant applications.

• Consultation services to help clients develop strong profiles, documents, and strategies.

We are not a law firm and do not provide legal advice. All data collected is used solely for professional, administrative, and communication purposes related to our services.

3. Information We Collect

We collect several categories of information to deliver and improve our services effectively:

a. Personal Identification Information

• Name, address, email address, and phone number.

• Job title, company name, or professional affiliation.

• Country of residence and time zone (for scheduling purposes).

b. Project-Related Information

• Resumes, CVs, publications, achievements, awards, and other career documents you provide.

• Business data, funding history, market research, and financial details (for business plan or proposal writing).

• Supporting evidence, recommendation letters, and forms related to immigration petitions.

c. Payment Information

• Billing details such as name, invoice address, and limited transaction data.

• Payment processing is handled through secure third-party providers (e.g., Stripe, PayPal). HoatPen does not store full credit card or banking information.

d. Website Usage Data

• IP address, browser type, device information, referring URLs, and website activity.

• Analytical information such as pages visited, time spent, and interactions.

• Cookies and similar tracking technologies for analytics, functionality, and marketing.

4. How We Use Your Information

We use your personal and professional information for the following purposes:

1. Service Delivery — To provide writing, editing, consultation, or business documentation services you request.

2. Project Communication — To contact you regarding project status, clarifications, drafts, and deliverables.

3. Billing and Payment — To process transactions, generate invoices, and maintain financial records.

4. Customer Support — To respond to inquiries, provide technical assistance, and improve client experience.

5. Service Improvement — To analyze trends, enhance website usability, and refine our offerings.

6. Marketing (Optional) — To send newsletters, success stories, or promotional materials—but only if you opt in.

7. Legal Compliance — To meet regulatory obligations, enforce agreements, or respond to lawful requests.

We will never sell, rent, or trade your personal data to any third party.

5. Legal Basis for Processing (GDPR Users)

If you are located in the European Economic Area (EEA) or the United Kingdom, HoatPen processes your personal data based on:

• Contractual necessity: to provide the services you requested.

• Legitimate interest: to maintain business operations, security, and communication.

• Consent: for marketing and optional communications.

• Legal obligation: to comply with recordkeeping or regulatory requirements.

You have the right to withdraw consent at any time.

6. How We Protect Your Information

We take your data security seriously and employ multiple safeguards:

• Encryption: Sensitive documents and client communications are transmitted via secure, encrypted channels (SSL/TLS).

• Access Control: Only authorized team members working directly on your project can access your materials.

• Data Storage: Client files are stored on secure, password-protected servers or encrypted cloud platforms.

• Regular Audits: We periodically review our systems for vulnerabilities and unauthorized access attempts.

• Non-Disclosure: All staff and contractors sign confidentiality agreements to ensure professional discretion.

While we strive for the highest level of protection, no electronic transmission or storage system can be guaranteed 100% secure. Clients are encouraged to avoid sending passwords or highly sensitive identifiers via unsecured channels.

7. Data Retention

We retain your data only for as long as necessary to fulfill the purposes for which it was collected, including:

• Completing your project or providing ongoing services.

• Maintaining financial and business records for legal or tax compliance.

• Resolving disputes or enforcing agreements.

After that period, documents are securely deleted or anonymized. You may request early deletion of your materials at any time by contacting us at privacy@hoatpen.com.

8. Sharing and Disclosure

We may share your data only in limited circumstances:

1. Service Providers: With trusted partners such as payment processors, IT support, or cloud-storage platforms—each bound by confidentiality and data-protection obligations.

2. Legal Requirements: When compelled by law, regulation, or legal process (e.g., court order or government request).

3. Business Transfers: In the event of a merger, acquisition, or restructuring, where data transfer is necessary for continuity of service.

We do not sell, lease, or commercially exploit client information.

9. Cookies and Tracking Technologies

Our website uses cookies and similar technologies to enhance your experience and analyze site performance.

You may control cookie preferences through your browser settings or by using our cookie-consent tool. However, disabling cookies may affect website functionality.

Types of cookies used:

• Essential Cookies: Required for website operation.

• Analytics Cookies: To monitor visitor interactions and improve user experience.

• Functional Cookies: To remember user preferences and form inputs.

• Marketing Cookies: Used only if you consent, to measure outreach effectiveness.

10. Your Privacy Rights

Depending on your jurisdiction, you may have the following rights:

a. Access and Portability

You can request a copy of the personal data we hold about you.

b. Correction and Deletion

You may ask us to correct inaccurate data or delete personal information we no longer need.

c. Restriction or Objection

You can request limits on how your data is processed or object to certain uses.

d. Consent Withdrawal

If you have given consent for marketing or communications, you can withdraw it at any time.

e. Complaint

If you believe your data rights are violated, you have the right to lodge a complaint with your local data-protection authority.

Requests can be made via email to privacy@hoatpen.com. We respond to all requests within 30 days.

11. International Data Transfers

As a global service provider, we may store or process information in data centers located outside your country, including the United States. When data is transferred internationally, we ensure adequate protection through contractual safeguards consistent with GDPR and other privacy regulations.

12. Children’s Privacy

Our services are intended for individuals aged 18 years and above. We do not knowingly collect personal data from minors. If we discover that a child’s information has been submitted, it will be promptly deleted.

13. Third-Party Links

Our website may contain links to third-party platforms such as payment portals, partner organizations, or social media. HoatPen is not responsible for the privacy practices or content of external sites. We recommend reviewing their privacy policies before sharing personal data.

14. Marketing Communications

If you choose to subscribe to our newsletter or updates, we may send you relevant content, success stories, and writing tips. You can unsubscribe at any time using the link provided in each email or by contacting us directly.

We comply with CAN-SPAM and GDPR standards for marketing consent and opt-out procedures.

15. Data Breach Response

In the unlikely event of a data breach, HoatPen will:

1. Investigate the incident immediately.

2. Contain and secure affected systems.

3. Notify impacted users and regulatory authorities (where legally required).

4. Implement corrective measures to prevent recurrence.

16. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect operational, legal, or regulatory changes. The “Effective Date” at the top will indicate when the latest version took effect. Significant changes will be communicated via email or prominent notice on our website.

17. Contact Us

If you have questions, requests, or concerns about this Privacy Policy or how we handle your information, please contact:

📧 privacy@hoatpen.com
🌐 www.hoatpen.com

We value your trust and remain committed to maintaining the highest standards of privacy, security, and transparency.