Effective date: September 26, 2026
HelpBase 360 (“HelpBase 360,” “we,” “us,” or “our”) is a service of Richard Lee Garcia Groups, LLC. This Privacy Policy explains how we collect, use, disclose, and protect personal information when you visit HelpBase360.com, request a help center plan, contact us, use a help center we operate for our own products, or otherwise interact with our services.
This Policy applies to information we handle for our own website and business. If we build or manage a knowledge base for another business, that business may control the content and customer information in its help center. Its privacy policy may also apply. We process client-provided information under our agreement with that client, where applicable.
1. Information We Collect
Information you provide. When you complete an inquiry form or contact us, we may collect your name, business name, work email address, website URL, service needs, desired launch timeframe, and anything else you choose to include. If you request product help, we may collect your contact details, the product involved, your message, and information reasonably needed to address your request. If you become a client, we may also collect project instructions, business materials, approved documentation, account contacts, and billing-related information necessary to provide the agreed service.
Information from your use of the site or a help center. Our website and service providers may process technical information such as IP address, browser and device type, pages visited, referring page, approximate location derived from IP address, search terms entered into a help center, and dates and times of activity. We may use cookies or similar technologies that are necessary for site operation and, if enabled, for analytics or other disclosed purposes.
Information from other sources. In a business relationship, we may receive information from your colleagues, an authorized representative, or a client that asks us to work on its knowledge base. We use that information for the relevant inquiry or service.
Please do not send passwords, payment-card numbers, health records, or other sensitive personal information through a general inquiry or support form. If a project requires access to sensitive information, we will arrange an appropriate method and scope separately.
2. How We Use Information
We use personal information to:
- respond to inquiries, prepare proposals, and communicate about requested services;
- plan, build, host or administer, and maintain help centers and related content, as agreed with clients;
- provide product information and respond to support requests;
- operate, secure, troubleshoot, and improve our website and services;
- understand which articles and search topics are useful, where usage analytics are enabled;
- maintain business records, process payments through our chosen provider when applicable, and fulfill contractual obligations;
- prevent misuse, protect our rights and users, and comply with applicable law; and
- send marketing messages if you have asked to receive them or we are otherwise permitted to do so, with an unsubscribe option when required.
We do not treat submission of a service inquiry as permission to send unrelated promotional email indefinitely.
3. Cookies and Analytics
Cookies and similar technologies may help the site function, remember settings, protect forms from spam, and measure visits or article usage if analytics are enabled. You can manage cookies through your browser settings. If we use optional analytics, advertising tags, or a consent-management tool, we will update this Policy and provide any choices required for those tools and your location.
Blocking some cookies may affect site features. We do not claim that every browser “Do Not Track” signal is technically supported; where applicable law requires recognition of a particular privacy preference signal, we will address that requirement in the implemented site configuration.
4. When We Share Information
We may share information with:
- Service providers that perform hosting, form delivery, email, analytics, knowledge base operations, security, payment processing, or other functions for us. They receive information needed for their services.
- Clients or their authorized representatives when a request concerns a client-owned help center and sharing is appropriate to resolve it.
- Professional advisers and authorities when reasonably necessary for legal, accounting, security, or compliance purposes, or in response to valid legal process.
- A successor organization in connection with a merger, acquisition, financing, reorganization, or sale of relevant business assets, subject to applicable law.
We do not publish your inquiry or support message as a public knowledge-base article without appropriate authorization. We do not sell the contents of inquiry or support forms to data brokers. If future advertising or tracking practices amount to a “sale” or “sharing” of personal information under an applicable law, we will provide the required notice and choices before using them.
5. Client Knowledge Bases and Submitted Content
If your business engages us to create or manage a help center, you are responsible for ensuring that materials and customer information you provide may lawfully be shared with us and published where intended. We use client materials to perform the requested work and to operate the service under the agreed scope. Public help articles are visible to visitors and may be indexed by search engines unless the relevant setup restricts access or indexing.
Do not place personal, confidential, or regulated information in a public article. Access permissions, publication approval, content ownership, export, and deletion at the end of service should be addressed in the client agreement and project setup.
6. Data Retention
We keep personal information for as long as reasonably necessary for the purposes described in this Policy, including responding to requests, providing services, maintaining records, resolving disputes, and meeting legal obligations. Retention periods vary by the type of information and the service involved. We delete, de-identify, or restrict information when it is no longer needed, subject to applicable law, backup cycles, and contractual commitments.
You may request deletion using the contact method below. Some information may need to be retained for legitimate business or legal reasons. If information belongs to a client-controlled help center, we may direct the request to that client or act on its instructions.
7. Security
We use reasonable administrative, technical, and organizational measures designed to protect information against unauthorized access, loss, misuse, and disclosure. No website or electronic transmission is completely secure. Please use a secure channel arranged with us if a project requires sensitive credentials or records.
8. Your Choices and Privacy Requests
You may ask us to access, correct, or delete personal information we maintain about you. Depending on your location and applicable law, you may have additional rights, such as receiving a copy of information, limiting certain uses, or opting out of certain processing. We may need to verify your identity and may be unable to fulfill a request fully where an exception applies.
To make a privacy request, contact us at [INSERT MONITORED PRIVACY EMAIL] or through [INSERT PRIVACY CONTACT FORM URL]. If you receive marketing email from us, you can use the unsubscribe link in the message. We will not discriminate against you for exercising applicable privacy rights.
9. International Visitors
We are based in the United States. If you access the site or services from another country, your information may be processed in the United States or other locations where our providers operate. Where cross-border transfer rules apply, we will take steps required by applicable law.
10. Children’s Privacy
HelpBase360.com is intended for businesses and adults. We do not knowingly solicit personal information from children under 13 through this site. If you believe a child has submitted personal information to us, contact us so we can review and address it.
11. External Websites
Our site and help articles may link to third-party websites, applications, or payment services. Their privacy practices are governed by their own policies. We are not responsible for those practices.
12. Changes to This Policy
We may update this Policy as our services, vendors, or legal obligations change. We will post the revised version here with a new effective date. If a change materially affects how we handle information, we will provide additional notice when required.
13. Contact Us
HelpBase 360
A service of Richard Lee Garcia Groups, LLC
Website: HelpBase360.com
Privacy email: helpbase360@inbox360.email
Who we are
Our website address is: http://helpbase360.com.
Comments
When visitors leave comments on the site, we collect the data shown in the comments form, as well as the visitor’s IP address and browser user agent string, to help detect spam.
An anonymized string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.
Media
If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.
Cookies
If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.
If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.
When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.
If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.
Embedded content from other websites
Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.
These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.
Who we share your data with
If you request a password reset, your IP address will be included in the reset email.
How long we retain your data
If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognize and approve any follow-up comments automatically instead of holding them in a moderation queue.
For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.
What rights you have over your data
If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.
Where your data is sent
Visitor comments may be checked through an automated spam detection service.