At HotBox Ai, our mission is to help entrepreneurs master their business communications and help their businesses grow. collect information about you, our:
Customers using HotBox Ai to power your business
Accountant Clients using HotBox Ai to streamline bookkeeping for your own clients
Visitors to HotBox Ai’s websites, or anyone contacting HotBox Ai support
Prospective HotBox Ai employees looking to make a big impact with a career at HotBox Ai
HotBox Ai offers cloud-based profit and loss report generation (“HotBox Ai”), and related communication services to entrepreneurs through its online platform at doneHotBox Ai.com, accessible via our website and mobile applications. Through this platform, our Customers and Accountant Clients can access the tools they need to power their businesses or the businesses of their clients. We refer to our platform, websites and mobile applications collectively as our “Services”.
Our Services may contain links to other websites, products, or services that we do not own or operate. When using our Services, you may decide to share your data and any related personal information with a third-party service of your choice (for example, your accountant). Any processing of your information by these third parties is governed by their own privacy policies and terms. We recommend you carefully review their privacy policies and terms, as HotBox Ai is not responsible for such third-party services.
If you are a Customer using HotBox Ai to power your business or an Accountant Client using HotBox Ai to streamline bookkeeping for your own clients, we collect and use your personal information to provide you with our Services. We collect the following personal information when you sign up for HotBox Ai, when you use our Services, or when you otherwise provide us information. We also may collect personal information from other sources, including business partners or referral partners. Generally, we use this information to provide and customize our Services for you.
|What we collect
|Why we collect it
|Information you provide us about you and your business, like your name, company name, email address, and phone number.
|Information of others that we process at your direction, such as the names and contact information of your clients, employees, etc.
|Payment and billing information that you provide us, or our third-party payment processor, such as your credit or debit card number.
|Information about products or services you purchased, obtained, or considered.
|Information about how you access our Services and your account, including information about the device and browser you use, your network connection, your IP address, and details about how you browse and interact with our websites and platform.
|Customer support information (such as questions and issues) and general feedback that you choose to provide (for example, app reviews).
|Audio information (such as recordings when you call us for customer support).
|Information, such as demographic information, we receive from other third parties, including referral, promotional, and joint marketing partners and business partners who provide complementary services or products to our Services.
|If you connect our Services directly to your business bank account and authorize us to receive information directly from your business bank account, we receive your bank institution information (such as bank name and institution ID), business bank account information (for example, balances and last four digit of the account number), and transaction information (such as amount, vendor name, date, and category).
We collect the following personal information about you when you visit our website or contact us through our website:
|What we collect
|Why we collect it
|Information about you that you provide us about yourself, like your name, address, email address, and phone number.
|Information about how you access our Services, including information about the device and browser you use, your network connection, your IP address, and details about how you browse through our apps and sites, including search terms you may enter.
|Information about products or services you purchased, obtained, or considered.
|Information you provide us for surveys, contests and events (such as webinars or in-person events), including your contact information, your business name and address, and general information about your organization that you choose to provide, such as annual company revenue, number of employees, and industry.
|Inferences that are drawn from your preferences, characteristics, or behavior while visiting or interacting with our website or our Services.
We collect the following personal information about you when you apply for a position with HotBox Ai:
|What we collect
|Why we collect it
|Contact information about you that you provide us about yourself, like your name, address, email address, and phone number.
|Additional personal information you provide us, such as your professional and employment history (such as your resume or CV, past employment experience, occupations and titles, your LinkedIn profile or other social media handles), your nationality, and your education (such as your degrees and schooling, licenses and professional memberships).
In order to offer our Services to prospective Customers who might find our Services useful, we collect personal information, such as names, emails addresses, and phone numbers, from business partners and public sources. We may also collect information about how you access our Services, including information about the device and browser you use, your network connection, your IP address, and details about how you browse and interact with our websites and platform.
We use the personal information we collect from you to provide you with our Services, to fulfill a contractual obligation (for example, to process your subscription payments), to improve our Services or where we need your personal information for a legitimate business interest, including to better understand business trends, such as how our products and services are used, and share these insights with our affiliates and business partners. These legitimate interests include:
verifying your or your business’ identity
preventing risk and fraud (for example, to detect and protect HotBox Ai and other third parties against error, negligence, breach of contract, fraud, theft and other illegal activity, and to audit compliance with HotBox Ai’s policies and contractual obligations)
answering questions or providing other types of support
providing, securing, debugging and improving our Services and website
providing reporting and analytics
testing out features or additional services
assisting with marketing, advertising, or other communications
understanding your needs and eligibility for products and services
personalizing your experience on our Services, such as presenting tailored content
complying with legal and regulatory requirements
We may also collect and use your personal information for any other purpose to which you consent.
We only collect the personal information we consider necessary for achieving these purposes.
We may use information that is aggregated or de-identified so that it is no longer reasonably associated with an identified or identifiable natural person for any business purpose.
In using our Services, you may provide us with the personal information of others (for example, the names and addresses of your accounting clients or employees) , and if you are an accounting client or employee of one of our Customers, we may receive your personal information from our Customers or Accountant Clients. In these circumstances, we are only a “service provider” of such information.
As your service provider, we process (collect, use, disclose, etc.) such information as directed by you for the purpose of providing you our Services. For example, we do not use your customers’ or employees’ information to independently market or advertise to them unless they are also using our Services directly.
You are responsible for the personal information of others that you disclose to us via our Services and for ensuring that your instructions regarding the processing of such information complies with applicable data protection laws.
Depending on your use of our Services and where you reside, you may have the right to request access to, correct, amend, delete, or object to certain uses of certain personal information (for example, by unsubscribing from direct marketing emails).
We strive to provide you with the ability to exercise these rights yourself via our Services. For example, you can access, update and correct most of your information from your account settings pages. If you cannot exercise a particular right via our Services, you can always email our privacy team at privacy@HotBox Ai.com. Please note that if you send us a request relating to your personal information, we have to make sure that it is you before we can respond. In order to do so, we may ask to see documentation verifying your identity.
Please also note that there is a difference between the information we decide to collect for our own purposes (for example, your account sign-up information) and the information our Customers and Accountant Clients direct us to store or process via our Services (for example, names of employees or clients). If you are an individual who wishes to exercise your rights over information that one of our Customers or Accountant Clients may be storing or processing via our Services for their own purposes, you will need to contact the Customer or Accountant Client directly. In this scenario, we are only a service provider acting at their direction, and we cannot decide how to process their information.
If you are a California resident, you may exercise the following rights with respect to personal information (as defined by the California Consumer Privacy Act of 2018 (California Civil Code §§ 1798.100 to 1798.199) and its implementing regulations, as amended or superseded from time to time (“CCPA”)) that we collect as a business under California law.
You may submit a verifiable request to be informed about the (1) categories of personal information collected, sold, or disclosed by us, (2) purposes for which categories of personal information are collected or sold by us, (3) categories of sources from which we collect personal information, (4) categories of third parties with whom we disclosed or sold personal information, and (5) specific pieces of personal information that we collected about you during the prior twelve months.
Subject to certain exceptions, you may submit a verifiable request that we delete the personal information about you that we collected from you.
Requests for access to or deletion of personal Information are subject to our ability to reasonably verify your identity in light of the information requested and pursuant to relevant CCPA requirements, limitations, and regulations. To request access or deletion, you can email us at privacy@HotBox Ai.com, call us, or mail a letter with your name, mailing address, email address, phone number, and the last 4-digits of an account or credit card number in your request and we will reach out to you. To verify your identity based on information previously provided to HotBox Ai, we may request additional information.
You have the right to opt-out of the sale of your personal information.
You have the right not to receive discriminatory treatment by a business for the exercise of your CCPA privacy rights, subject to certain limitations.
If you are a California resident and would like to exercise your rights under the CCPA, please send your request by email to privacy@HotBox Ai.com with “Your California Privacy Rights” in the subject field of your email, call us toll-free at 1-888-760-1940, or send your request by mail to our address listed in the “How you can reach us” section below.
If you are acting as an authorized agent to make a request to know, delete, or opt out on behalf of a California resident, please send a message to the email in our “How you can reach us section” and attach a written authorization signed by the resident.
There is no accepted standard on how to respond to Do Not Track signals, and we do not respond to such signals.
We restrict access to your information to authorized employees and contractors. We may share your personal information with third parties in the following circumstances.
As a Customer or Accountant Client, we may share all of the categories of personal information described in the “What information we collect about you and why” section with service providers, including the following service providers to provide you with our Services:
|Cloud storage and infrastructure
|Transactional email API
|Technical financial infrastructure API
We may also share all of the categories of your personal information described in the “What information we collect about you and why” section with the following categories of third parties for certain other business purposes:
Other Service Providers, Partners, Contractors or Vendors: for analytics and reporting, marketing and advertising, auditing, communicating with you, managing our customer database, providing you with professional services, managing our recruitment process and conducting background checks (for Prospective HotBox Ai employees).
Successor Entities: if we merge with or are acquired by another company, are involved in a bankruptcy, or if the ownership or control of all or part of our Services or their assets changes, information about you may be transferred to such entities.
Law Enforcement, Government Agencies, and Professional Advisors: to prevent or investigate suspected fraud, threats to physical safety, illegal activity, or violations of a contract or our policies, or to comply with a law or regulation, or if we are otherwise legally required to do so, such as in response to a court order or legal process, or to establish, protect, or exercise our legal rights or to defend against legal claims or demands.
We also share certain categories of personal information with third parties to provide personalized online advertising and with third parties for their direct marketing purposes. Under the CCPA, some of this information sharing may be broadly considered a “sale” of Personal Information. Except for this type of sharing, we do not sell your Personal Information. We share identifiers (such as name, email address, IP address and online identifiers), commercial information, internet or other electronic network activity information, and inferences drawn from personal information with third parties for these purposes. If you are a California resident, you can opt out of the sale of your personal information as described above.
Our Services are managed by HotBox Ai’s team headquartered in Canada and operating from locations around the world. Our Services are hosted in the United States and individuals located within the United States are permitted to use our Services. If you circumvent HotBox Ai’s measures restricting our Services to the United States and use our Services from the European Union or other regions of the world with laws governing data collection and use that may differ from U.S. law, then please note that you are transferring your personal information outside of those regions to the United States for storage and processing. Also, we may transfer your personal information from the United States to other countries or regions in connection with storage and processing of data, fulfilling your requests, and operating our Services. By providing any information, including information from or about you or your devices, on or to our Services, you consent to such transfer, storage, and processing.
HotBox Ai is a United States company, serving US persons and businesses, and as such, we and our third party affiliates may be subject to various legal compliance and reporting obligations that require us to retain your personal information for a specific period of time which may be beyond the time when you stop using our Services.
We maintain security safeguards to protect your information, which are designed to ensure its confidentiality, integrity and availability. While we strive to protect your information on our Services, we cannot guarantee absolute security of your personal information. To learn more about our information security measures, please see our Security Practices.