Last updated: August 31, 2026
Ben Argeband, Founder & CEO of Heartbeat.ai — this page is for support and issue resolution, not marketing.
What’s on this page:
Who this is for
Use this page if you need to contact Heartbeat.ai support, report a data issue (such as a wrong-person record), or request opt-out help. If you’re a candidate who received outreach and want it stopped, the opt-out route below applies to you too.
Quick answer
- Core answer
- Use the contact routes below to reach Heartbeat.ai support, request opt-out help, or report an issue like wrong-person data for review and correction.
- Key insight
- How fast your request gets handled depends on the identifiers you provide: who the record is about, where you saw it, what’s wrong, and what outcome you want (correction, suppression, or opt-out).
- Best for
- Anyone needing support or reporting a data issue.
Compliance & safety
This process is for legitimate recruiting outreach only. Respect candidate privacy, opt-out requests, and applicable data laws. Heartbeat does not provide medical or legal advice.
Where to start
- Report a data issue (preferred intake): follow the instructions on the corrections and update policy page.
- Opt-out help or abuse report: use the same intake and put Opt-out or Abuse report as the first line so it routes correctly.
- General support: use the same intake and label your request Support in the first line.
- Responsible use guidance: review data ethics and acceptable use.
Why clear routing matters
A company that handles outreach data responsibly makes escalation simple: clear routes, clear required inputs, and a closed loop back to the requester. That’s the goal of this page — get you to the right team without bouncing between inboxes.
Step-by-step method
1) Choose the route first
- General support: product, account, billing, or workflow questions.
- Report a data issue: wrong person, incorrect role or organization, outdated contact point, duplicate record.
- Opt-out help: suppress a specific email or phone number from future outreach where applicable.
- Abuse report: suspected misuse or inappropriate outreach that needs investigation.
2) Send the minimum viable details
- Who: full name plus organization plus role or specialty, if relevant
- Where: the exact page URL or source context where you saw the record
- What: the specific field and value that’s wrong, quoted directly
- Outcome: correction, suppression, or opt-out confirmation
- For outreach concerns: channel (email, call, text), timestamp with timezone, and the message header or a body excerpt
3) Send one request per outcome
If you need both a correction and an opt-out, split them into two separate requests. Combined requests tend to get partial handling and generate more follow-up questions, not fewer.
4) What happens next
- Correction: the record is updated and you receive confirmation.
- Suppression or opt-out: the specified contact point is suppressed where applicable and you receive confirmation.
- Abuse report: the report is acknowledged and investigated; outcomes depend on findings.
Diagnostic table
| What you need | Best route | What to send | What you should expect back |
|---|---|---|---|
| Wrong person attached to a phone or email | Report a data issue | Who plus where plus wrong field and value plus desired outcome | Correction or suppression confirmation |
| Outdated role or organization | Report a data issue | Who plus correct organization or role plus source context | Update confirmation or follow-up question |
| Opt-out help | Opt-out help | Exact email or phone to suppress plus confirmation request | Suppression confirmation |
| Suspected misuse or inappropriate outreach | Abuse report | Channel plus timestamp plus header or body excerpt | Acknowledgement and investigation path |
| Account or workflow question | General support | Account email plus screenshots plus steps to reproduce | Resolution or next-step request |
Weighted checklist
Use this before you hit send. Score yourself out of 10 to gauge how complete your request is.
- (3 points) Exact identifiers included — name, organization, role, and where you saw it
- (2 points) Clear route labeled in the first line: Support, Report a data issue, Opt-out help, or Abuse report
- (2 points) Clear outcome stated: correction, suppression, or opt-out confirmation
- (2 points) Evidence included — quoted field and value, header excerpt, or screenshot text
- (1 point) Best reply path and any time constraints noted
Interpretation: 9–10 points typically means the fastest handling; 7–8 usually means one follow-up question; 6 or below means expect more back-and-forth before resolution.
Outreach templates
Template 1 — Report a data issue (wrong person)
Subject: Report issue: wrong person record
Body:
Hello Heartbeat.ai support team,
I’m reporting a wrong-person issue. Please review the record below and correct or suppress it.
- Who (name plus organization plus role):
- Where I saw it (URL or source context):
- What’s wrong (field and value):
- Requested outcome (correction or suppression):
Thank you,
[Your name] | [Best reply email]
Template 2 — Opt-out help
Subject: Opt-out request
Body:
Hello,
Please process an opt-out for the following contact point(s):
- Email(s):
- Phone number(s):
Please confirm when suppression is complete.
Thanks,
[Your name]
Template 3 — Abuse report
Subject: Abuse report
Body:
Hello,
I’m submitting an abuse report related to outreach that appears inappropriate or unauthorized.
- Channel (email, call, text):
- Date and time (with timezone):
- From (if visible):
- Message header or body excerpt:
- Any relevant context:
Please confirm receipt and next steps.
[Your name]
Common pitfalls
- Missing the “where”: without the exact URL or source context, support can’t reliably locate the record you mean.
- Bundling multiple outcomes in one thread: correction plus opt-out plus a support question in a single message slows triage. Split by outcome instead.
- Vague descriptions: “it’s wrong” isn’t actionable — quote the exact field and value that’s incorrect.
- Forwarding more personal data than needed: send only what’s required to identify the record and validate the issue.
How to get faster results
Treat your message like a reproducible support ticket: who, where, what, and outcome. Two things worth tracking if you send requests regularly are time-to-first-response and the number of follow-up questions required before action is taken. The goal is one complete request in, one confirmation out.
A simple way to measure it
- Keep a log with columns: date sent, route used, completeness score (0–10), first response timestamp, resolution timestamp.
- After a handful of requests, compare average resolution time for scores of 9–10 versus 6–8.
- Use the weighted checklist above to push more requests into the 9–10 range.
Legal and ethical context
Recruiting outreach involving email is generally subject to the CAN-SPAM Act in the US. Under that law, businesses must honor opt-out requests within ten business days and provide a clear, functional way for recipients to unsubscribe. Requirements vary by jurisdiction and by channel (email versus phone/text), so treat any specific compliance question as one to verify against current law rather than something this page can resolve for you. For general guidance on acceptable use, review data ethics and acceptable use.
Evidence and trust notes
- Trust methodology — how Heartbeat.ai approaches accuracy and verification
- Corrections and update policy — how to request changes
- Data ethics and acceptable use — what’s allowed and what isn’t
If you’re reporting an issue or requesting opt-out help, start with the corrections and update policy intake so your request gets routed and tracked properly.
FAQs
What is the fastest way to contact Heartbeat.ai support?
Use the routes above and include who, where, what, and outcome. If you’re unsure which route applies, start with the corrections and update policy intake and label your request Support.
How do I report an issue like wrong-person data?
Use the report a data issue route and include the incorrect field and value plus where you saw it (URL or source context). State whether you want a correction or suppression.
Where do I get opt-out help?
Use the opt-out help route and provide the specific email or phone number to suppress. Ask for confirmation once suppression is complete.
What should I include in an abuse report?
Include the channel, timestamp with timezone, and the message header or body excerpt. That’s the minimum needed for an investigation.
Can I ask questions about responsible outreach?
Yes. Start with data ethics and acceptable use, then send your scenario through the routes above so it can be handled correctly.
Next steps
- Need help now: send a complete request through the routes above.
- Submitting a correction: follow the corrections and update policy intake so your request includes what’s needed.
- Want to start using Heartbeat.ai: sign up for Heartbeat.ai.
For trust context, see the Heartbeat.ai trust methodology.
About the author
Ben Argeband is the Founder and CEO of Swordfish.ai and Heartbeat.ai. With deep expertise in data and SaaS, he has built two successful platforms trusted by over 50,000 sales and recruitment professionals. Ben’s mission is to help teams find direct contact information for hard-to-reach professionals and decision-makers, providing the shortest route to their next win. Connect with Ben on LinkedIn.
