Last Revised: November 8, 2019
If you do not agree with this policy, do not access or use our Services or interact with any other aspect of our business. Where we provide the Services under contract with an organization (“Customer”), that the Customer controls the information processed by the Services. For more information, please see Notice to End Users below.
Information HOTB Collects
We collect information about you when you provide it to us, when you use our Services, and when other sources provide it to us, as further described below. We collect information about you when you input it into the Services or otherwise provide it directly to us.
Information You Give to Us
Information from and about you. We collect information about you when you register for an account, modify your profile, or set preferences through the Services. The types of data we collect directly from you may include: name, address, telephone number, email address, and password. You have the option of editing you name, password, profile photo, and other details to your profile information to be displayed in our Services. Content. We collect and store content that you post, send, receive and share through the Services. This content includes any personal information about you that you may choose to provide. Where the Services are made available to you through a HOTB Customer (e.g., your employer) we collect and process the content you submit on behalf of the Customer. Our Customers, and not HOTB, determine their own policies regarding storage, access, modification, deletion, sharing, and retention of content which may apply to your user of the Services.The Services also include our websites owned or operated by us. We collect other content that you submit to these websites, which include social media or social networking websites operated by us. Support information. The Services also include customer support channels, which allows you to submit inquiries or details about a problem you may be experiencing with the Services. You may be asked to provide screenshots or technical information that will be helpful in resolving the issue.
Information We Automatically Collect
We keep track of certain information about you when you visit and interact with any of our Services. This information includes the features you use; the links you click on; and how you interact with others on the Services. Device and connection information. We collect information about the devices you use to access the Services. We also collect information through your device about your operating system, browser type, IP address, URLs of referring pages, device identifiers, and crash data.
Information We Receive From Other Sources
Other users of the Services. Other users of our Services may provide information about you when they submit content through the Services. For example, you may be mentioned in a comment by someone else. We also receive your email address from other Service users when they provide it in order to invite you to the Services. Other services you link to your account. We receive information about you when you or your administrator integrates a third-party service with our Services. You or your administrator may also integrate our Services with other services you use, such as to allow you to access, store, share and edit certain content from a third-party through our Services.
Cookies and Similar Technologies
Information HOTB Does Not Collect
HOTB does not intentionally collect sensitive personal information, such as social security numbers, genetic data, health information, or religious information. Although HOTB does not request or intentionally collect any sensitive personal information, we realize that users might store this kind of information in an instance of HOTB. If you store any sensitive personal information on HOTB servers, you are consenting to our storage of that information on our servers.
How We Use Your Information
To provide our Services: We use information about you to provide the Services to you, including to authenticate you when you log in, provide customer support, and operate and maintain the Services.
Legal bases for processing. If you are an individual in the European Economic Area (EEA), we collect and process information about you only where we have legal bases for doing so under applicable EU laws. The legal bases depends on the Services you use and how you use them. This means we collect and use your information only where:
If you have consented to our use of information about you for a specific purpose, you have the right to change your mind at any time, but this will not affect any processing that has already taken place. Where we are using your information because we or a third party (e.g. your employer) have a legitimate interest to do so, you have the right to object to that use though, in some cases, this may mean no longer using the Services.
Sharing with other Service users. When you use the Services, we share certain information about you with other Service users. For collaboration. You can create content, which may contain information about you, and grant permission to others to see, share, edit, copy and download that content based on settings you or your administrator select. Some of the collaboration features of the Services display some or all of your profile information to other Service users when you share or interact with specific content. Please be aware that some aspects of the Services like Public Pages and Public Users can be made publicly available, meaning any content posted, including information about you, can be accessed by anyone with the URL. Managed accounts and administrators. Certain information about you including your name, profile picture, contact info, content and past use of your account may become accessible to the organization that administers your account. If you are an administrator for a particular instance of the Services, we may share your contact information with current or past Service users, for the purpose of facilitating Service-related requests.
How We Share Your Information
How we Secure Information
We use data hosting service providers in the United States to host the information we collect, and we utilize and maintain technical and organizations measures to protect your information from accidental loss, alteration, unauthorized disclosure or access. While we implement safeguards designed to protect your information, no method of transmission over the Internet, and no means of electronic or physical storage, is absolutely secure, and thus we cannot ensure or warrant the security of that information.
Retention of Your Personal Data
How long we keep information we collect about you depends on the type of information, as described in further detail below. After such time, we will either delete or anonymize your information or, if this is not possible (for example, because the information has been stored in backup archives), then we will securely store your information and isolate it from any further use until deletion is possible.
Account information. We retain your account information for as long as your account is active and a reasonable period thereafter in case you decide to re-activate the Services. We also retain some of your information as necessary to comply with our legal obligations, to resolve disputes, to enforce our agreements, to support business operations, and to continue to develop and improve our Services. Information you share on the Services: If your account is deactivated or disabled, some of your information and the content you have provided will remain in order to allow your team members or other users to make full use of the Services. Managed accounts: If the Services are made available to you through an organization (e.g., your employer), we retain your information as long as required by the administrator of your account. For more information, see “Managed accounts and administrators” above.
You have the right to request a copy of your information, to object to our use of your information (including for marketing purposes), to request the deletion or restriction of your information, or to request your information in a structured, electronic format.
Your choices may be limited in certain cases. For example, if fulfilling your request would reveal information about another person, or if you ask to delete information which we or your administrator are permitted by law or have compelling legitimate interests to keep. Where you have asked us to share data with third parties, you will need to contact those third-party service providers directly to have your information deleted or otherwise restricted. If you have unresolved concerns, you may have the right to complain to a data protection authority in the country where you live, where you work or where you feel your rights were infringed. Access and update your information. Our Services give you the ability to access and update certain information about you from within the Service. You can update your profile information within your profile settings and modify content that contains information about you using the editing tools associated with that content. Deactivate your account. If you no longer wish to use our Services, you or your administrator may be able to deactivate your Services account. Please contact your administrator if you would like to deactivate your account. Please be aware that deactivating your account does not delete your information; your information remains visible to other Service users based on your past participation within the Services. Deleting your information: Our Services give you the ability to delete certain information about you from within the Service. Please note, however, that we may need to retain certain information for record keeping purposes, to complete transactions or to comply with our legal obligations. Requesting that we stop using your information. In some cases, you may ask us to stop accessing, storing, using and otherwise processing your information where you believe we don’t have the appropriate rights to do so. Where you gave us consent to use your information for a limited purpose, you can contact us to withdraw that consent, but this will not affect any processing that has already taken place at the time. You can also opt-out of our use of your information for marketing purposes by contacting us, as provided below. When you make such requests, we may need time to investigate and facilitate your request. If there is delay or dispute as to whether we have the right to continue using your information, we will restrict any further use of your information until the request is honored or the dispute is resolved, provided your administrator does not object. Opt out of communications. You may opt out of receiving promotional communications from us by using the unsubscribe link within each email or by contacting us as provided below to have your contact information removed from our promotional email list or registration database. Even after you opt out from receiving promotional messages from us, you will continue to receive transactional messages from us regarding our Services. You may be able to opt out of some notification messages in your account settings.
Privacy Shield Notice
HOTB is responsible for the processing of personal data it receives under the Privacy Shield Framework and subsequent transfers to a third party acting as agents on our behalf. HOTB complies with the Privacy Shield Principles for all onward transfers of personal data from the EU and Switzerland, including the onward transfer liability provisions.
With respect to personal data received or transferred pursuant to the Privacy Shield Framework, HOTB is subject to the regulatory enforcement powers of the U.S. Federal Trade Commission. In certain situations, HOTB may be required to disclose personal data in response to lawful requests by public authorities, including to meet national security or law enforcement requirements.
In compliance with the Privacy Shield Principles, we commit to resolve complaints about our collection or use of your personal information. You may direct any inquiries or complaints related to our Privacy Shield compliance to firstname.lastname@example.org. If you have an unresolved privacy or data use concern that we have not addressed satisfactorily, you may contact our United States-based third party dispute resolution provider (free of charge) at https://www.jamsadr.com/eu-us-privacy-shield.
Under certain conditions, more fully described on the Privacy Shield website, you may be entitled to invoke binding arbitration when other dispute resolution procedures have been exhausted.
Other Privacy Information
Notice to End Users
Many of our products are intended for use by organizations. Where the Services are made available to you through an organization (e.g. your employer), that organization is the administrator of the Services and is responsible for the accounts and/or Service sites over which it has control. If this is the case, please direct your data privacy questions to your administrator, as your use of the Services is subject to that organization’s policies.
Administrators are able to:
If you have questions or concerns about how your information is handled, please direct your inquiry to HOTB Software
520 Wald Avenue
Irvine, CA 92618