HostBooks USA LLC – Privacy and Storage Policy
Product Covered: HostBooks Document Management Solution
HostBooks Document Management Solution
1. Introduction
HostBooks USA LLC (“HostBooks,” “we,” “us,” or “our”) provides a secure Document Management Solution (HBdms) as part of our software ecosystem for business users. This Privacy and Storage Policy (“Policy”) explains how we collect, use, disclose, and protect information when you use HBdms, whether through web, mobile, or API integrations. By using HBdms, you acknowledge that you have read, understood, and agree to the collection and use of information as described in this Policy. If you do not agree, please discontinue using HBdms.
2. Scope
This Policy applies to all users of HBdms, including customers, authorized users, and visitors accessing document management features within HostBooks products. It supplements the HostBooks USA LLC Privacy Policy and Terms of Service.
3. Information We Collect and How We Use It
A. User-Provided Information When using HBdms, you may voluntarily upload or store digital files and metadata, including: Documents, images, photos, PDFs, audio files, spreadsheets, and other attachments; Associated metadata (file names, timestamps, tags, version history); Business or personal information contained within those files. The purpose of collecting this information is to provide cloud-based document storage, secure retrieval, workflow automation, and integrated ERP functionality. HostBooks does not require users to upload any specific data and does not monitor the contents of uploaded documents except as necessary to provide the Services or as required by law. B. System-Generated Data When using HBdms, our systems automatically collect: Log Data: IP address, device type, operating system, browser details, session timestamps, feature usage, and crash/error logs; Performance Metrics: resource usage, upload/download speeds, and API request data; Security Logs: access tokens, authentication events, failed login attempts, and audit trails. This data helps us maintain service reliability, security, and compliance. C. Optional User Metadata Users may add tags, notes, or classifications to documents for internal organization. This data is stored securely within the HBdms environment.
4. Cookies and Tracking
HBdms may use cookies or similar tracking technologies to maintain user sessions and enhance performance. Essential Cookies: Used for authentication and access control. Analytical Cookies: Used to monitor performance and troubleshoot technical issues. Third-Party Cookies: Certain integrations may rely on third-party SDKs (e.g., AWS, Google Cloud). You can disable cookies via browser settings, but doing so may limit access to some HBdms features.
5. Service Providers and Third-Party Processing
We use trusted third-party providers to deliver and maintain HBdms, including but not limited to: Amazon Web Services (AWS) and Google Cloud Platform (GCP) for infrastructure hosting and data storage; Application monitoring, logging, and analytics vendors; Authorized subcontractors for support and maintenance. Each service provider is contractually bound to maintain confidentiality, implement industry-standard security, and use data only as instructed by HostBooks USA LLC. HostBooks does not sell user data and only shares information as necessary for service delivery or legal compliance.
6. Data Storage and Backup
HBdms data is stored in secure, redundant data centers operated by AWS and Google Cloud in the United States. We maintain continuous data backups to minimize loss due to system failures or disruptions. While we implement commercially reasonable data protection and backup mechanisms, no cloud system can guarantee 100% availability or data recovery in all scenarios. In the event of an outage, HostBooks will use its best efforts to restore access promptly.
7. Security
We take data protection seriously. HostBooks employs: TLS/SSL encryption in transit; AES-256 encryption at rest; Multi-factor authentication (MFA) for admin access; Role-based access control (RBAC) for user permissions; Logging, intrusion detection, and continuous monitoring. Although we employ industry-leading security, you acknowledge that no digital transmission or storage system can be guaranteed fully secure. Users are encouraged to maintain secure passwords and access controls.
8. User Responsibility and Control
Uploading to HBdms is optional. You remain solely responsible for the content you upload and for ensuring that it is lawful and accurate. You may delete, modify, or download stored documents at any time from your account interface. HostBooks may, upon account termination or expiration, retain or delete user files in accordance with retention policies and applicable law.
9. Data Retention
Uploaded content will remain accessible for as long as your subscription is active. Upon cancellation or termination, HostBooks may retain backup copies for a limited period (typically 90 days) to comply with legal or disaster recovery requirements before permanent deletion.
10. Links to Third-Party Sites
HBdms may contain links to other websites or external storage systems. HostBooks does not control and is not responsible for the privacy or data handling of such third parties. We encourage users to review the privacy policies of external sites before sharing any information.
11. Changes to this Policy
We may update this Privacy and Storage Policy periodically. Updates will be posted on this page with a revised “Effective Date.” If material changes significantly impact your data rights, we will notify you via email or in-app notification before they take effect. Continued use of HBdms after such updates constitutes acceptance of the revised Policy.
12. U.S. User Rights (CCPA/CPRA and Similar Laws)
If you are a California resident or otherwise covered by U.S. state privacy laws, you have the following rights regarding your personal information (to the extent applicable): Right to Access: Request disclosure of the categories and specific pieces of personal information collected; Right to Delete: Request deletion of personal information, subject to legal exceptions; Right to Correct: Request correction of inaccurate data; Right to Opt-Out: HostBooks does not sell personal information; however, users may opt out of any data sharing for advertising by emailing info@hostbooks.com Right to Non-Discrimination: HostBooks will not discriminate against you for exercising privacy rights. To submit a request, contact info@hostbooks.com or call 18336549911. We will verify your identity before fulfilling requests.
13. Children’s Data
HBdms is not intended for individuals under 13 years of age. HostBooks does not knowingly collect personal information from children. If we discover that a child’s information has been uploaded, it will be deleted promptly.
14. Contact Information
For privacy or data-related inquiries, please contact: HostBooks USA LLC – Privacy Office Email: info@hostbooks.com Support: info@hostbooks.com Mail: 2210 Plaza Drive, Ste 150, Rocklin, CA 95765, United States
15. Grievance / Complaint Submission (U.S. Operations)
If you have a complaint regarding data handling or content removal, include: Product name (HBdms), subscription details, date/time of issue; Description and nature of the complaint; Name, email, and contact details. Incomplete complaints may delay resolution. HostBooks will review and address all grievances under applicable U.S. privacy laws and internal compliance policies.
16. No Warranty
While HostBooks strives to provide secure and reliable data storage, we make no warranties, express or implied, that any user content will be error-free, permanently retained, or immune from deletion or corruption due to force majeure or third-party service failures.
17. Governing Law
This Policy shall be governed by and construed in accordance with the laws of the State of Delaware, United States, without regard to conflict of law principles. Any disputes arising under or related to this Policy shall be resolved via binding arbitration under the rules of the American Arbitration Association (AAA), conducted in Delaware, USA, in the English language.
18. Policy Summary
Product Covered: HostBooks Document Management Solution (HBdms) Data Stored: Files, metadata, logs, and user-provided content Storage Provider: AWS & Google Cloud (U.S. data centers) Retention: Active during subscription + 90-day backup grace period Security: Encrypted at rest/in transit; monitored 24/7 User Control: Full access to upload, delete, and manage files Contact: info@hostbooks.com Legal Note This Policy is designed for compliance with U.S. data privacy laws, including CCPA/CPRA, and general cloud data protection principles. It should be read in conjunction with the HostBooks USA LLC Privacy Policy and Terms of Service.
