Privacy Policy
Effective Date: May 26, 2026
Last Updated: May 26, 2026
HOTB Software Solutions, LLC, referred to in this policy as “HOTB,” “we,” “our,” or “us,” respects your privacy and is committed to protecting the information you share with us. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you visit our website, contact us, request information, use our services, or interact with our software solutions.
By using our website or communicating with HOTB, you agree to the practices described in this Privacy Policy.
1. Information We Collect
We may collect information directly from you, automatically through our website, or through our business relationships with clients and partners.
Information You Provide to Us
We may collect personal information when you:
- Complete a contact form
- Request a demo or consultation
- Communicate with our team by email, phone, or online form
- Subscribe to updates or marketing communications
- Submit support requests
- Engage with HOTB as a client, vendor, partner, or prospective customer
This information may include:
- Name
- Business email address
- Phone number
- Company or organization name
- Job title or role
- State or location
- Message content or inquiry details
- Information related to your organization’s needs, programs, or services
Information Collected Automatically
When you visit our website, we may automatically collect certain technical information, including:
- IP address
- Browser type
- Device type
- Operating system
- Pages visited
- Time spent on pages
- Referring website
- General usage and performance data
This information helps us understand how visitors use our website, improve functionality, troubleshoot issues, and strengthen security.
Client and Service-Related Information
HOTB provides software platforms and professional services for organizations that may operate in regulated or compliance-focused environments. In connection with those services, we may process information provided by our clients or authorized users.
Any client data processed through HOTB software platforms or services is handled according to the applicable contract, data processing agreement, business associate agreement, confidentiality obligations, and other governing terms between HOTB and the client.
This Privacy Policy primarily applies to HOTB’s public website and general business interactions. It does not replace or override any separate client agreement, service agreement, data processing agreement, or business associate agreement.
2. How We Use Information
We may use information we collect to:
- Respond to inquiries and requests
- Schedule calls, demos, or consultations
- Provide information about HOTB products and services
- Operate, maintain, and improve our website
- Support software, services, and client relationships
- Process support requests
- Analyze website performance and visitor engagement
- Send relevant business communications
Improve security, reliability, and user experience
- Comply with legal, contractual, regulatory, or compliance obligations
- Protect HOTB, our clients, users, systems, and business operations
We do not use personal information for purposes that are incompatible with the reason it was collected unless permitted by law or with appropriate notice or consent.
3. How We Share Information
HOTB does not sell personal information. We may share information only when necessary for legitimate business, operational, legal, or compliance purposes.
We may share information with:
- Service providers that support website hosting, analytics, email delivery, CRM, security, support, or business operations
- Professional advisors, including legal, compliance, accounting, or audit providers
- Authorized HOTB personnel who need access to perform their responsibilities
Clients, partners, or vendors when necessary to support a business relationship
- Government, regulatory, law enforcement, or legal authorities when required by law
- Other parties in connection with a business transaction, such as a merger, acquisition, restructuring, or asset transfer
Service providers are expected to use information only as necessary to perform services on HOTB’s behalf and to protect information appropriately.
4. Cookies and Tracking Technologies
Our website may use cookies and similar technologies to support website functionality, improve user experience, analyze traffic, and understand how visitors interact with our content.
Cookies may help us:
- Remember user preferences
- Measure website performance
- Analyze traffic patterns
- Improve page functionality
- Support marketing or communication efforts
You can control cookies through your browser settings. Disabling cookies may affect certain website features or functionality.
If HOTB uses third-party analytics or marketing tools, those providers may collect information according to their own privacy practices. HOTB encourages visitors to review the privacy settings and policies of those third-party services.
5. Marketing Communications
If you provide your contact information, HOTB may use it to send business-related communications, updates, event information, product information, or other content that may be relevant to your organization.
You may opt out of marketing emails at any time by using the unsubscribe link in the email or by contacting us directly. Even if you opt out of marketing communications, we may still send non-marketing messages related to active services, support, security, legal matters, or business transactions.
6. Data Security
HOTB takes reasonable administrative, technical, and organizational measures to help protect information against unauthorized access, loss, misuse, alteration, or disclosure.
These measures may include access controls, secure systems, monitoring, internal procedures, and other safeguards appropriate to the nature of the information. No method of transmission or storage is completely secure. While HOTB works to protect information, we cannot guarantee absolute security.
7. Data Retention
HOTB retains information only as long as reasonably necessary for the purposes described in this Privacy Policy, unless a longer retention period is required or permitted by law, contract, audit obligations, dispute resolution, security needs, or legitimate business purposes.
Retention periods may vary depending on the type of information, the purpose for collection, applicable legal requirements, and contractual obligations.
8. Your Privacy Choices
Depending on your location and applicable law, you may have certain rights regarding your personal information. These may include the right to:
- Request access to personal information we maintain about you
- Request correction of inaccurate information
- Request deletion of certain information
- Object to or restrict certain processing
- Opt out of marketing communications
- Request information about how personal information is collected, used, or shared
California residents may have additional rights under the California Consumer Privacy Act and related regulations.
To exercise privacy rights, please contact HOTB using the contact information below. We may need to verify your identity before fulfilling certain requests.
9. California Privacy Notice
This section applies to California residents to the extent required by applicable law.
HOTB may collect the following categories of personal information:
- Identifiers, such as name, email address, phone number, company name, and business contact information
- Internet or electronic activity information, such as website usage data, browser type, device information, and IP address
- Professional or employment-related information, such as company, role, title, or organization details
- Commercial information, such as inquiries, service interests, or business relationship details
- Communications information, such as messages submitted through forms, email, or support channels
HOTB may use these categories of information for the purposes described in this Privacy Policy, including responding to inquiries, providing services, improving operations, supporting security, and meeting legal or contractual obligations.
HOTB does not sell personal information. If HOTB engages in activities considered “sharing” under California privacy law, such as certain cross-context behavioral advertising, HOTB will provide appropriate notice and opt-out options where required.
10. Health, Government, and Regulated Data
HOTB provides solutions and services that may support healthcare, government, housing, compliance, and other regulated operations. Information processed on behalf of clients in those environments may be subject to separate contractual, legal, regulatory, and security requirements.
Where applicable, HOTB handles regulated client data according to the governing agreement with that client. This may include confidentiality terms, security obligations, data processing terms, or business associate obligations when required.
Visitors should not submit sensitive personal information, protected health information, confidential government records, financial account information, or other regulated information through general website contact forms unless specifically instructed through an approved HOTB process.
11. Third-Party Links
Our website may contain links to third-party websites, tools, platforms, or resources. HOTB is not responsible for the privacy practices, security, or content of third-party websites. We encourage you to review the privacy policies of any third-party sites you visit.
12. Children’s Privacy
HOTB’s website, software, and services are intended for business, organizational, government, healthcare, and professional use. They are not directed to children under the age of 13. We do not knowingly collect personal information from children under 13 through our website. If we become aware that we have collected such information, we will take reasonable steps to delete it.
13. International Visitors
HOTB is based in the United States. If you access our website from outside the United States, your information may be transferred to, stored, or processed in the United States or other jurisdictions where our service providers operate. By using our website or submitting information to HOTB, you acknowledge that your information may be processed in jurisdictions that may have different data protection laws than your location.
14. Updates to This Privacy Policy
HOTB may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, services, or business operations. When we update this Privacy Policy, we will revise the “Last Updated” date at the top of the page. Continued use of our website after updates are posted means you acknowledge the revised policy.
15. Contact Us
If you have questions about this Privacy Policy, your personal information, or HOTB’s privacy practices, please contact us:
HOTB Software Solutions
Email: support@hotbsoftware.com
Phone: (877) 636-1691
Website: hotbsoftware.com
For complaints or reports of unethical behavior, HOTB’s website also lists: anon.hotline@hotbsoftware.com.