01Who this is for
Two kinds of people read this: customers who hire Cole, and people who received an email that Cole wrote on a customer's behalf. Both are covered here. HireCole is operated by High Arc Media, Inc., Atlanta, Georgia. Questions and requests: contact@higharcmedia.com.
02If you received an email from one of our customers
The email came from a business that uses HireCole, in that business's name, from a sending address we manage for them. Your name, title, company and work email came from a licensed business-data provider (People Data Labs), from a public listing of your business, or from a list the customer already had. We verified the address before it was used and we read up to two public web pages about your business to write one specific sentence.
To stop: reply with "no", "stop" or "remove me" to any email, and you are added to that customer's do-not-contact list within the minute, permanently. To have your details deleted as well as suppressed, email contact@higharcmedia.com with the address that was contacted; we remove your name, title and notes from that customer's account and keep only the suppressed address so you are never contacted again. To opt out of the data provider itself, see People Data Labs' opt-out page.
We do not use tracking pixels or tracked links, so we do not know whether you opened an email.
03What we collect from customers
Account details: your name, business name, email address and password (hashed). What you tell Cole in the interview: what you sell, who buys it, what has worked, and sample emails you paste in to show him your voice. Your postal address, which the law requires in every email you send. Everything you do in the product: drafts you approve, edit or skip, replies you send, deals you log, settings you change. Card and billing details are held by Stripe, not by us.
04What we do with it
Run the service for you: find people, write drafts, send approved emails, sort replies, show you what happened. Learn how you like things: your edits and skips train Cole's drafts for your account only. Send you the morning digest, if it is on. Keep the sending infrastructure healthy and the service lawful, which includes looking at the first campaign of every new account before anything sends.
We use anonymised, aggregated numbers across accounts (reply rate by email length, for example) to improve Cole for everyone. We do not use your emails, your people or your replies to train models for other customers, and we do not sell any of it.
05Who else touches the data
Our subprocessors, each under its own contract: Lovable Cloud and Supabase (hosting and database), People Data Labs (business contact data), MillionVerifier (email address verification), Smartlead (sending and reply collection), Zapmail (domains and mailboxes on managed plans), Resend (transactional email such as the morning digest), Anthropic (the language model that drafts and classifies text), and Stripe (payments). Each receives only what it needs for its job.
06How long we keep it
For as long as your account is active. When you cancel, your data stays for 30 days so you can export it, then it is deleted; suppression entries (addresses that asked not to be contacted) are kept, because deleting them would defeat their purpose. Nightly encrypted backups are kept for 30 days.
07Your rights
You can export the people in your account at any time from the People page. You can ask us to correct or delete your account data, and we will, within 30 days. If you are a California resident you have the right to know what personal information we hold about you, to have it deleted, and not to be discriminated against for exercising those rights; we do not sell personal information. Email contact@higharcmedia.com for any of these.
08Cookies and security
We use a session cookie to keep you signed in and nothing else. No advertising cookies, no third-party analytics scripts on the app. Data is encrypted in transit and at rest, each customer's data is isolated at the database level, and access by our staff is limited to what support and safety require.
09Changes
When this policy changes in a way that matters we tell you by email and inside the app before it applies. Last updated October 11, 2026.