H4M is a private, invitation-only workspace operated by H4M & E LLC, trading as H4M Matchmaking ("we", "us"), for its own matchmakers and staff. This policy explains what we collect, why, and what we do and do not do with it, including a specific account of how we handle data from Google Calendar.
1 · Who this policy covers
It covers two groups. Users are matchmakers and staff who sign in to H4M with an account issued by the practice. Clients are the people the practice represents, whose records users create and maintain inside H4M.
For client records, the practice is the data controller and H4M acts on its instructions as a processor. If you are a client of the practice and want to see, correct, or delete your record, contact your matchmaker; we will assist them.
2 · Information we collect
Account information. Your name, work email address, role, hashed password, and sign-in timestamps.
Client records you enter. Names, contact details, intake answers, preferences, relationship history, match and introduction history, and your own notes. Because H4M serves LGBTQ clients, these records will ordinarily reveal a client's sexual orientation, which is special category data under GDPR and sensitive personal information under US state law. Treat it accordingly and enter only what the practice needs.
Google account and calendar data. Only if you choose to connect a calendar. Described in full in section 3.
Technical logs. IP address, browser and device type, pages and actions within the app, and error diagnostics, kept for security and debugging. We use no advertising or cross-site tracking technologies, and only cookies strictly necessary for signing in.
3 · Google Calendar data
Connecting Google Calendar is optional. You start it from inside H4M and grant access through Google's own consent screen. You can disconnect at any time.
https://www.googleapis.com/auth/calendar.events
Lets H4M create, update, and cancel calendar events for the bookings it schedules — introductions, intake calls, interviews, and check-ins — and lets it read events from your connected calendar when you ask it to import them. This is the narrowest scope that covers both; we do not request the broader calendar scope, which would also expose your calendar settings and the other calendars in your account.
Automatically, only the events H4M itself created, which it identifies by the Google event ID it stored when it created them. Reading the rest of your calendar happens only when you press Import on the calendar page. That is a deliberate action you take, never a background one, and it is the only way an event you did not create through H4M enters the CRM.
For each booking: a title made of the activity type and the names of the clients involved (for example, "Introduction with Alex Rivera & Sam Chen"); the start and end time; the location you entered; and, as the event description, the notes attached to that booking in the CRM. Client names and booking notes therefore appear on your Google Calendar. If your calendar is shared with anyone, they will see them. Nothing else from the client record — intake answers, preferences, history — is ever written to a calendar event.
On our servers we keep: the identifier of the connected calendar; a synchronisation token from Google; and, for each booking H4M created, the Google event ID, so that later changes stay in step. Events you choose to import are stored as ordinary CRM calendar records — their title, start and end time, location, and description — and are kept until you delete them, like anything else you enter.
We do not copy your calendar into our database on any automatic schedule, and we hold no copy of events you have not imported.
OAuth access and refresh tokens are encrypted at rest with AES-256-CBC, using an application key held in the deployment environment and never stored in the database alongside the data it protects. Tokens are never written to logs or error reports, are never sent to the browser, and travel only over TLS.
We do not sell, rent, or transfer it to third parties; we do not use it for advertising, profiling, or credit assessment; we do not use it to train, retrain, or improve generalised artificial-intelligence or machine-learning models; and no human at H4M reads it except with your explicit permission for support, to investigate a specific security incident or abuse, or where required by law.
4 · Google API Services Limited Use commitment
H4M's use and transfer of information received from Google APIs to any other app adheres to the Google API Services User Data Policy, including the Limited Use requirements. Data obtained through Google APIs is used only to provide or improve the user-facing features that are prominent in H4M's interface, and is not transferred or sold for serving advertisements, nor used to develop, improve, or train generalised AI or ML models.
5 · How we use information
To operate the workspace and authenticate users; to maintain client records and introduction history on the practice's instructions; to schedule and keep bookings in sync with connected calendars; to send transactional notifications about your account and your bookings; to secure the service, prevent abuse, and diagnose faults; and to meet legal obligations. We do not use client records or calendar data for marketing, and we do not build advertising profiles.
6 · Sharing and service providers
We do not sell personal information. We share it only with service providers who process it on our behalf under contract, limited to what their function requires: cloud hosting and managed database (DigitalOcean), transactional email delivery (Resend), and Google Calendar for the connection you authorise. A current list of subprocessors is available from [email protected].
We may also disclose information where required by law or valid legal process, or to protect the rights and safety of users and clients. If the business is transferred, we will give notice before personal information becomes subject to a different policy.
7 · Security
TLS in transit; encryption at rest for the managed database and its backups; OAuth tokens and other sensitive fields encrypted with a separate application key; role-based access control inside the app, with matchmakers scoped to their own assigned clients; least-privilege access to production; audit logging of record changes; and regular dependency patching. No system is perfect, and we will notify affected users and the practice without undue delay if a breach affects their data.
8 · Retention and deletion
Client records are kept for as long as the practice keeps them, and are deleted on the practice's instruction. Account records are deleted within 30 days of an account being closed. Technical logs are kept up to 12 months. The managed database keeps point-in-time recovery for 7 days, and independent weekly backups are retained for 60 days before they age out.
Disconnecting a calendar deletes the stored OAuth tokens immediately and revokes them with Google. Bookings H4M already wrote to your calendar stay there and are yours to keep or delete, and any events you had imported remain as CRM records until you delete them. To delete your account and its data entirely, write to [email protected]; we confirm completion in writing.
9 · Revoking Google access
Use Calendar → Disconnect Google in H4M, or revoke H4M directly at myaccount.google.com/permissions. Either action ends our access at once.
10 · Your rights
Depending on where you live, you may request access to your personal information, correction, deletion, a portable copy, restriction of or objection to processing, and withdrawal of consent. California residents have the rights described in the CCPA/CPRA, including the right not to be discriminated against for exercising them; we do not sell or share personal information for cross-context behavioural advertising. Requests go to [email protected] and are answered within 30 days. You may also complain to your local supervisory authority.
11 · International transfers
Our servers are located in the United States, hosted with DigitalOcean in New York (NYC1). Where personal information moves across borders, we rely on the European Commission's Standard Contractual Clauses or another lawful transfer mechanism, together with the safeguards described in section 7.
12 · Children
H4M is for professional use by adults. We do not knowingly collect information from anyone under 18, and client records must not describe minors. If such data reaches us, we delete it on notice.
13 · Changes to this policy
We will post any revision here with a new effective date. Material changes, in particular any change to the Google scopes we request or how calendar data is handled, will be notified by email and in the app before they take effect.
14 · Contact
Privacy enquiries: [email protected]
H4M & E LLC, 1700 Barton Hills Drive, Austin, Texas 78704, USA