You have legitimate concerns about privacy and therefore we expressly describe all processing of personal data done by us. We want you to understand what limited information we collect and what may happen to that information when you use HotBot (https://www.hotbot.com).
Customer data security is a priority for us. We process only minimal user data – only as much as is absolutely necessary to maintain and offer our services.
This policy applies to information we collect:
- When you use or interact with our services
- In your emails, texts and other electronic messages with us.
- Through our mobile and desktop websites and applications.
- We collect and store in server logs Device Identified Information, including but not limited to browser type, anonymized IP address, operating system, the date and time of visits, the pages visited on the site, time spent viewing the site, and return visits to the site.
- We use Google Analytics, a service that records Device Identified Information such as the referral web domain, type of operating system/browser used, date and time of visit, and other information relating to activities on our website to understand its usage better, analyze trends, and optimize the website experience.
- If Visitors provide us their Personally Identified Information such as contact information to submit a question, comment or complaint. Please note, you may choose not to disclose any Personally Identified Information to the NAI when submitting a question, comment, or complaint. However, we may be unable to respond or take appropriate action if some information is incomplete.
We may ask for your email address to communicate with you via contact forms.
We collect information from your devices (computers, mobile phones, tablets, etc.), including information about how you interact with our Services and those of our third-party partners and information that allows us to recognize and associate your activity across devices and Services. This information includes device specific identifiers and information such as IP address, cookie information, mobile device and advertising identifiers, browser version, operating system type and version, mobile network information, device settings, and software data. We may recognize your devices to provide you with personalized experiences and advertising across the devices you use.
We collect location information from a variety of sources. You can learn more about and manage your location permissions by visiting the location settings tool on your devices.
Server load information
We monitor all server performance in order to recommend the most suitable servers to our customers.
Customer service information
HotBot stores inquiries and communications with users through the Contact Us form and Customer Service software used. This data includes email addresses and other information you provide.
Processing of your data
HotBot processes user data only to a very limited scope – as much as it is absolutely required for provision of HotBot services and functioning of the HotBot website and mobile applications.
Personal data is processed by HotBot automatically and manually. Unless expressly noted otherwise, HotBot or a designated subsidiary in your country shall act as the responsible personal data controller for any data processed. HotBot uses third-party data processors only for customer service, marketing and basic website and app analytics.
We use this information to provide you with advertisements that are customized to your preferences, including for companies that are not affiliated with us. You may see these advertisements on Hotbot Websites and third party apps and websites, across different devices you use. We may use this process to help us manage and improve the effectiveness of our marketing efforts. If you would like to learn more about the third party advertisers that may be aware of the fact you visit HotBot websites or use our apps, and to understand your opt-out choices, please visit the website of the National Advertising Initiative. Please note this does not opt you out of being served advertising. You may still receive generic ads.
Data of underage persons
Persons younger than 13 shall not use HotBot services and provide any personal data to us without the supervision of parents or guardians. Based on the above, it is presumed that any person using HotBot services and supplying personal data to us is at least 13 years of age. If a person younger than 13 years of age or a person supplying wrongful data become known to HotBot, such person and all their data may be immediately and without any notice withdrawn by suspending their access to HotBot services.
If you’re a parent or legal guardian, and you allow your child to use the services on Hotbot.com, then these terms apply to you and you’re responsible for your child’s activities.
Grounds for data processing
Your personal data is processed for the purpose of providing you the best HotBot service under the legal basis of performance of the contract between you and HotBot, as provided in our Terms of Service. HotBot may process your personal data (email address) for direct marketing purposes in the following cases: when we obtain your consent to such processing (the legal basis for processing, in this case, is your consent) or when applicable law permits us to contact you without a separate consent (under the legal basis of a legitimate interest).
Hotbot may share your data with third-parties and partners as outlined in this policy.
Sharing Your Personal Data
Service providers. We use third-party service providers to help us with various platform operations, such as payments, automation of emails, Websites and app diagnostics, analytics, and others. As a result, some of our service providers may process personal data.
Some of our main service provider include:
- Live chat and customer service platform, e.g., Zendesk (provided by Zendesk Inc.)
- Marketing, application analytics and diagnostics, e.g., Google Analytics, Google Ads (provided by Google)
- Some of our products and Services may include advertisements from Microsoft. To learn more about information collected by Microsoft, please click here. You can opt-out of Microsoft’s personalized advertising services by following the instructions found here.
Sometimes our partners will be independent data controllers of your personal data. In such cases, the policies established by them (e.g., terms of service and privacy policies) will apply to those relationships. In other cases we may work with partners as joint controllers, which means that we jointly define the purpose and means of data processing with them. Both joint controllers are then responsible for the data processing and its compliance with applicable privacy laws.
Our search partner is Microsoft Bing and users should also refer to the Microsoft Privacy Statement for more information.
We also partner with third parties to display advertising on our Websites or to manage our advertising on other sites, including social media. These ad partners help us deliver more relevant advertisements and promotional messages to you, which may include behavioral, contextual, and generic advertising. We and our advertising partners may process certain personal data to help us understand your preferences so that we can deliver advertisements that are more relevant to you.
Your personal data may be processed in any country in which we engage service providers and partners. When you use our Services and Websites, you understand and acknowledge that your personal data may be transferred outside of the country where you reside.
Your personal data protection rights
You may request us to inform you about the personal data that we have collected about you, to request any changes or correction of inaccurate information, to object to certain processing of personal data (e.g. for marketing purposes), to provide you with a copy of your personal data in a structured, commonly used and machine-readable format, to transmit (if technically feasible) your personal data to another controller, or to erase your personal data. You also may request to restrict the processing of your personal data (if required by a law in your jurisdiction such as the General Data Protection Regulation (the “GDPR”)), the California Consumer Privacy Act (CCPA) or others.
In cases where your personal data is processed on a separate consent basis, you have the right at any time to withdraw your consent to the processing of your personal data by contacting us here. If you disagree with your data processing by HotBot, you are free not to use the HotBot Service, and to discontinue using it at any time.
If requests to see said personal data are made more than once per three month period and the minimum amount as required under the GDPR, CCPA or other statute, then we can refuse or charge you a reasonable fee for compliance. In complying with the foregoing, we may request proof of your identity. We will take no longer than 30 days, the maximum amount of time allowed under the GDPR to provide this data to you. We never collect any biometric data (as defined in the GDPR), under any circumstances.
If you wish to unsubscribe from our communication, you can opt out at any time by clicking the “unsubscribe” link at the bottom of each email or contacting us here.
To raise any other questions, concerns, or complaints about our privacy practices or about our processing of your personal data, please contact us as provided on our website.
Term for storing data
HotBot will also retain Usage Data for internal analysis purposes. Usage Data is generally retained for a shorter period of time, except when this data is used to strengthen the security or to improve the functionality of our Service, or we are legally obligated to retain this data for longer periods.
HotBot stores limited personal data for the whole period during which HotBot services are used and for no longer than necessary and in no case more than 2 years after last use of the app and/or the services.You may contact us at any time and request that you be provided with a detailed list of the personal data that has been collected for you.
If the data is processed by a designated subsidiary, agent, or supplier in your country, then the domestic law of your country may be applicable at our discretion. HotBot would like to remind you that you are responsible for the security of your data. We ask you to be careful when using and storing personal data containing files on your devices, as well as when using the devices themselves. Please ensure that nobody accesses and uses your devices without your consent.You shall be extra careful to not disclose your personal information to unrelated third-parties, since such information may be used in different ways and against your interests, including activities such as fraud, invasion of privacy, identity theft, etc.In order to ensure security of personal data, HotBot employs various administrative, technical and physical security measures. However, it is your responsibility to exercise caution and reason when using HotBot services. You will be personally responsible if such action violates any third-party’s privacy or any other rights, or any applicable law. Under no circumstances will HotBot be liable for the consequences of your unlawful activities, your willful and negligent activities violating applicable laws or third-party rights, as well as any circumstances, which may not have been reasonably controlled or foreseen.
Disclosure for Law Enforcement
Under certain circumstances, HotBot may be required to disclose your Personal Data if required to do so by law or in response to valid requests by public authorities (e.g. a court or a government agency).
HotBot may disclose your Personal Data in the good faith belief that such action is necessary to:
- To comply with a legal obligation
- To protect and defend the rights or property of HotBot
- To prevent or investigate possible wrongdoing in connection with the Service
- To protect the personal safety of users of the Service or the public
- To protect against legal liability
Links to Other Sites
We have no control over and assume no responsibility for the content, privacy policies or practices of any third party sites or services.
We may employ third party companies and individuals to facilitate our Service ("Service Providers"), provide the Service on our behalf, perform Service-related services or assist us in analyzing how our Service is used.
These third parties have access to your Personal Data only to perform these tasks on our behalf and are obligated not to disclose or use it for any other purpose.
We may use third-party Service Providers to monitor and analyze the use of our Service.
- Google Analytics
Google Analytics is a web analytics service offered by Google that tracks and reports website traffic. Note we anonymize IP addresses so they are not sent to Google. Google uses the data collected to track and monitor the use of our Service. This data is shared with other Google services. Google may use the collected data to contextualize and personalize the ads of its own advertising network.
For more information on the privacy practices of Google, please visit the Google Privacy & Terms web page: https://policies.google.com/privacy?hl=en
We may use third-party Service Providers to show advertisements to you to help support and maintain our Service.
- Google AdSense & DoubleClick Cookie
You may opt out of the use of the DoubleClick Cookie for interest-based advertising by visiting the Google Ads Settings web page: http://www.google.com/ads/preferences/
If you have any questions or concerns about this Policy or would like to submit a request please contact us here or via mail to either of our offices:
Suite 9, Ansuya Estate
105-1785 Turner Rd