Effective date: July 1, 2023
Thanks for entrusting Hotseat AI Inc. (“Hotseat AI”, “we”) with your project data, your documents, access to your 3rd party software tools, and personal information. Holding on to your private information is a serious responsibility, and we want you to know how we're handling it.
All capitalized terms have their definition in Hotseat AI’s Terms & Conditions, unless otherwise noted here.
What information Hotseat AI collects
"User Personal Information " is any information about one of our Users which could, alone or together with other information, personally identify them or otherwise be reasonably linked or connected with them. Information such as a username and password, an email address, a real name, an Internet protocol (IP) address, and a photograph are examples of “User Personal Information.”
User Personal Information does not include aggregated, non-personally identifying information that does not identify a User or cannot otherwise be reasonably linked or connected with them. We may use such aggregated, non-personally identifying information for research purposes and to operate, analyze, improve, and optimize our Website and Service.
Information users provide directly to Hotseat AI
We require some basic information at the time of account creation. When you create your own username and password, we ask you for a valid email address.
If you sign on to a paid Account with us we collect your full name, address, and credit card information or PayPal information. Please note, Hotseat AI does not process or store your credit card information or PayPal information, but our third-party payment processor does.
You may choose to give us more information for your Account profile, such as your full name, an avatar which may include a photograph, and your company. This information may include User Personal Information.
Information Hotseat AI automatically collects from your use of the Service
If you have a paid Account with us we automatically collect certain information about your transactions on the Service, such as the date, time, and amount charged.
If you're accessing our Service or Website, we automatically collect the same basic information that most services collect, subject, where necessary, to your consent. This includes information about how you use the Service, such as the pages you view, the referring site, your IP address and session information, and the date and time of each request. This is information we collect from every visitor to the Website, whether they have an Account or not. This information may include User Personal information.
As further described below, we automatically collect information from cookies (such as cookie ID and settings) to keep you logged in, to remember your preferences, to identify you and your device and to analyze your use of our service.
We may collect certain information about your device, such as its IP address, browser or client application information, language preference, operating system and application version, device type and ID, and device model and manufacturer. This information may include User Personal information.
Information we collect from third parties
Hotseat AI may collect User Personal Information from third parties. For example, this may happen if you sign up for training or to receive information about Hotseat AI from one of our vendors, partners, or affiliates. Hotseat AI does not purchase User Personal Information from third-party data brokers.
What information Hotseat AI does not collect
We do not intentionally collect “ Sensitive Personal Information ”, such as personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural person’s sex life or sexual orientation. If you choose to store any Sensitive Personal Information on our servers, you are responsible for complying with any regulatory controls regarding that data.
If you are a child under the age of 13, you may not have an Account on Hotseat AI. Hotseat AI does not knowingly collect information from or direct any of our content specifically to children under 13. If we learn or have reason to suspect that you are a User who is under the age of 13, we will have to close your Account. We don't want to discourage you from learning to code, but those are the rules. Please see our Terms & Conditions for information about Account termination. Different countries may have different minimum age limits, and if you are below the minimum age for providing consent for data collection in your country, you may not have an Account on Hotseat AI.
We do not intentionally collect User Personal Information that is stored in your repositories or other free-form content inputs. Any personal information within a user's repository is the responsibility of the repository owner.
How Hotseat AI uses your information
We may use your information for the following purposes:
- We use your Registration Information to create your account, and to provide you the Service.
- We use your Payment Information to provide you with the Paid Account service, the Marketplace service, the Sponsors Program, or any other Hotseat AI paid service you request.
- We use your User Personal Information, specifically your username, to identify you on Hotseat AI.
- We use your email address to communicate with you, if you've said that's okay, and only for the reasons you’ve said that’s okay. Please see our section on email communication for more information.
- We use User Personal Information to respond to support requests.
- We may use User Personal Information to invite you to take part in surveys, beta programs, or other research projects, subject, where necessary, to your consent .
- We use Usage Information and Device Information to better understand how our Users use Hotseat AI and to improve our Website and Service.
- We may use your User Personal Information if it is necessary for security purposes or to investigate possible fraud or attempts to harm Hotseat AI or our Users.
- We may use your User Personal Information to comply with our legal obligations, protect our intellectual property, and enforce our Terms & Conditions.
- We limit our use of your User Personal Information to the purposes listed in this Privacy Statement. If we need to use your User Personal Information for other purposes, we will ask your permission first.
Our legal bases for processing information
To the extent that our processing of your User Personal Information is subject to certain international laws (including, but not limited to, the European Union's General Data Protection Regulation (GDPR)), Hotseat AI is required to notify you about the legal basis on which we process User Personal Information. Hotseat AI processes User Personal Information on the following legal bases:
- When you create a Hotseat AI Account, you provide your Registration Information . We require this information for you to enter into the Terms of Service agreement with us, and we process that information on the basis of performing that contract. We also process your username and email address on other legal bases, as described below.
- If you have a paid Account with us, we collect and process additional Payment Information on the basis of performing that contract.
- We rely on your consent to use your User Personal Information under the following circumstances: when you fill out the information in your user profile; when you decide to participate in a Hotseat AI training, beta program, or survey; and for marketing purposes, where applicable. All of this User Personal Information is entirely optional, and you have the ability to access, modify, and delete it at any time. While you are not able to delete your email address entirely, you can make it private. You may withdraw your consent at any time.
- Generally, the remainder of the processing of User Personal Information we perform is necessary for the purposes of our legitimate interest, for example, for legal compliance purposes, security purposes, or to maintain ongoing confidentiality, integrity, availability, and resilience of Hotseat AI’s systems, Website, and Service.
- If you would like to request deletion of data we process on the basis of consent or if you object to our processing of personal information, please email us at email@example.com with the subject "Delete Request".
How we share the information we collect
We may share your User Personal Information with third parties under one of the following circumstances:
With your consent
We share your User Personal Information, if you consent, after letting you know what information will be shared, with whom, and why. Additionally, you may direct us through your actions on Hotseat AI to share your User Personal Information. For example, if you join an Organization, you indicate your willingness to provide the owner of the Organization with the ability to view your activity in the Organization’s access log.
With service providers
We share User Personal Information with a limited number of service providers who process it on our behalf to provide or improve our Service, and who have agreed to privacy restrictions similar to the ones in our Privacy Statement by signing data protection agreements or making similar commitments. Our service providers perform payment processing, customer support ticketing, network data transmission, security, and other similar services. While Hotseat AI processes all User Personal Information in the United States, our service providers may process data outside of the United States or the European Union.
For security purposes
If you are a member of an Organization, Hotseat AI may share your username, Usage Information, and Device Information associated with that Organization with an owner and/or administrator of the Organization, to the extent that such information is provided only to investigate or respond to a security incident that affects or compromises the security of that particular Organization.
For legal disclosure
Hotseat AI strives for transparency in complying with legal process and legal obligations. Unless prevented from doing so by law or court order, or in rare, exigent circumstances, we make a reasonable effort to notify users of any legally compelled or required disclosure of their information. Hotseat AI may disclose User Personal Information or other information we collect about you to law enforcement if required in response to a valid subpoena, court order, search warrant, a similar government order, or when we believe in good faith that disclosure is necessary to comply with our legal obligations, to protect our property or rights, or those of third parties or the public at large.
Change in control or sale
We may share User Personal Information if we are involved in a merger, sale, or acquisition of corporate entities or business units. If any such change of ownership happens, we will ensure that it is under terms that preserve the confidentiality of User Personal Information, and we will notify you on our Website or by email before any transfer of your User Personal Information. The organization receiving any User Personal Information will have to honor any promises we made in our Privacy Statement or Terms of Service.
Aggregate, non-personally identifying information
We share certain aggregated, non-personally identifying information with others about how our users, collectively, use Hotseat AI, or how our users respond to our other offerings, such as our conferences or events.
We do not sell your User Personal Information for monetary or other consideration.
Other important information
You may indicate, through your actions on Hotseat AI, that you are willing to share your User Personal Information. If you collaborate on or become a member of an Organization, then its Account owners may receive your User Personal Information. When you accept an invitation to an Organization, then the owner of that organization will be able to see your email address.
Please note, Hotseat AI may share your username, Usage Information, and Device Information with the owner(s) of the Organization you are a member of, to the extent that your User Personal Information is provided only to investigate or respond to a security incident that affects or compromises the security of that particular Organization.
Please contact the Account owners for more information about how they might process your User Personal Information in their Organization and the ways for you to access, update, alter, or delete the User Personal Information stored in the Account.
How you can access and control the information we collect
If you're already a Hotseat AI user, you may access, update, alter, or delete your basic user profile information by contacting Hotseat AI Support. You can control the information we collect about you by limiting what information is in your profile, by keeping your information current, or by contacting Hotseat AI Support.
If Hotseat AI processes information about you, such as information Hotseat AI receives from third parties , and you do not have an account, then you may, subject to applicable law, access, update, alter, delete, or object to the processing of your personal information by contacting Hotseat AI Support.
Data retention and deletion of data
Generally, Hotseat AI retains User Personal Information for as long as your account is active or as needed to provide you services.
If you would like to cancel your account or delete your User Personal Information, you may do so by emailing Hotseat AI Support. We retain and use your information as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements, but barring legal requirements, we will delete your full profile (within reason) within 90 days of your request.
Hotseat AI only uses strictly necessary cookies. Cookies are small text files that websites often store on computer hard drives or mobile devices of visitors.
By using our service, you agree that we can place these types of cookies on your computer or device. If you disable your browser or device’s ability to accept these cookies, you will not be able to log in or use our service.
How Hotseat AI secures your information
Hotseat AI takes all measures reasonably necessary to protect User Personal Information from unauthorized access, alteration, or destruction; maintain data accuracy; and help ensure the appropriate use of User Personal Information.
Hotseat AI enforces a written security information program. Our program:
- aligns with industry recognized frameworks;
- includes security safeguards reasonably designed to protect the confidentiality, integrity, availability, and resilience of our Users' data;
- is appropriate to the nature, size, and complexity of Hotseat AI’s business operations;
- includes incident response and data breach notification processes; and
- complies with applicable information security-related laws and regulations in the geographic regions where Hotseat AI does business.
In the event of a data breach that affects your User Personal Information, we will act promptly to mitigate the impact of a breach and notify any affected Users without undue delay.
Transmission of data on Hotseat AI is encrypted using SSH, HTTPS (TLS), and git repository content is encrypted at rest. We manage our own cages and racks at top-tier data centers with high level of physical and network security, and when data is stored with a third-party storage provider, it is encrypted.
No method of transmission, or method of electronic storage, is 100% secure. Therefore, we cannot guarantee its absolute security.
How we communicate with you
We use your email address to communicate with you, if you've said that's okay, and only for the reasons you’ve said that’s okay. For example, if you contact our Support team with a request, we respond to you via email.
Our emails may contain a pixel tag, which is a small, clear image that can tell us whether or not you have opened an email and what your IP address is. We use this pixel tag to make our email more effective for you and to make sure we’re not sending you unwanted email.
If you have concerns about the way Hotseat AI is handling your User Personal Information, please let us know immediately. We want to help. You may email us directly at firstname.lastname@example.org with the subject line "Privacy Concerns." We will respond promptly — within 45 days at the latest.
Dispute resolution process
In the unlikely event that a dispute arises between you and Hotseat AI regarding our handling of your User Personal Information, we will do our best to resolve it.
Changes to our Privacy Statement
Although most changes are likely to be minor, Hotseat AI may change our Privacy Statement from time to time. We will provide notification to Users of material changes to this Privacy Statement through our Website at least 30 days prior to the change taking effect by posting a notice on our home page or sending email to the primary email address specified in your Hotseat AI account.
This Privacy Statement is licensed under this Creative Commons Zero license .
Contacting Hotseat AI
Questions regarding Hotseat AI's Privacy Statement or information practices should be emailed to email@example.com.