HostBooks USA LLC — Privacy Policy
HostBooks USA LLC — Privacy Policy
HostBooks USA LLC (“HostBooks,” “we,” “us,” or “our”) is committed to protecting your privacy and handling your personal information transparently and responsibly. This Privacy Policy explains how we collect, use, disclose, and protect personal information when you visit or use our websites, applications, products, and services (collectively, the “Services”), including https://www.hostbooks.com/ and related web properties. By using the Services, you agree to the collection and use of information in accordance with this Privacy Policy. If you do not agree, please do not use the Services.
1. Who We Are / Contact Information
Data Controller: HostBooks USA LLC, a Delaware corporation. Registered Address (U.S.): 2210 Plaza Drive, Ste 150, Rocklin, CA 95765, United States Privacy & Grievances Email: info@hostbooks.com General Support Email: info@hostbooks.com Mailing Address for Notices: HostBooks USA LLC — Legal Department, 2210 Plaza Drive, Ste 150, Rocklin, CA 95765, United States We are the data controller for personal data collected through the Services unless otherwise stated.
2. Information We Collect
We collect information you provide directly and information collected automatically when you use the Services. A. Information You Provide Account & Registration Data: name, email address, phone number, company name, job title, billing address. Order & Payment Data: billing address, credit/debit card number (processed by our payment processors), payment confirmation, and invoices. We do not store full card numbers on our servers except as allowed and encrypted via payment processors. User Content: files, documents, messages, attachments, and other data you upload or create using the Services. Communications: support requests, feedback, correspondence, and other messages. Demographic Information: optional data such as industry, company size, or preferences you choose to provide. B. Information Collected Automatically Usage Data: log files, pages visited, features used, timestamps, and error reports. Device & Technical Data: IP address, browser type/version, operating system, device identifiers. Cookies & Tracking Technologies: cookies, web beacons, clear gifs, local storage, and similar technologies for authentication, session management, analytics, advertising, and preferences. C. Information from Third Parties Third-Party Integrations: information from connected services (bank feeds, payment processors, cloud storage, identity providers) when you enable integrations. Enrichment Services: public or commercially available sources to enhance contact or business information (where permitted).
3. Categories of Personal Information (for CCPA purposes)
Depending on how you use the Services, we may collect categories such as: Identifiers (name, email, IP address, account ID) Contact information (email, phone, billing address) Financial information (payment method, last 4 digits, transaction history) Commercial information (products/services purchased, subscription plans) Internet or other electronic network activity (browsing, log files, cookies) Professional or employment-related information (employer, job title) User-generated content (files, uploaded documents) Inferences (preferences, usage patterns derived from other data)
4. Purposes for Using Personal Information
We use personal information to: Provide, operate, maintain, and improve the Services; Process orders, payments, billing, and subscriptions; Authenticate users, administer accounts, and provide customer support; Provide bank feeds and financial data integrations when authorized by you. Send transactional messages, administrative notices, and marketing (where permitted); Conduct analytics, monitor usage, and enhance features and performance; Detect, prevent, and address technical issues or security incidents; Comply with legal obligations, law enforcement requests, or court orders; and Any other purposes disclosed at collection or with your consent.
5. Legal Bases (where applicable)
For users in jurisdictions that require a legal basis (e.g., GDPR), we rely on legitimate interests (service provision, fraud prevention, analytics), performance of contract (to provide the Services), and consent (where required, e.g., cookies).
6. Cookies and Tracking
We use cookies and similar technologies to provide core functionality (authentication, session state), analyze site usage, and show relevant content. You can control cookie settings through your browser or device settings; however, disabling certain cookies may limit features or access. For detailed cookie controls and an opt-out mechanism for analytics/advertising cookies, see [Cookie Settings / Cookie Policy] (link to be added).
7. Financial Account Data & Third-Party Integrations
If you connect your financial accounts (bank feeds, payment gateways), you authorize HostBooks to access, retrieve, store (encrypted), and process account and transaction data to provide Services (reconciliation, cash flow, etc.). We may store credentials only if you permit and only in an encrypted form, or rely on secure token systems provided by integration partners. HostBooks is not responsible for the actions or the availability of third-party financial institutions.
8. Sharing Personal Information
We may disclose personal information to: Service Providers & Processors: payment processors, cloud hosting providers, analytics vendors, email delivery services, and other suppliers who perform services on our behalf. Integrations: third-party applications you choose to connect (e.g., accounting systems, banks, payment processors). Such third parties will process data in accordance with their own terms. Affiliates & Business Transfers: in the event of merger, acquisition, or sale of assets, subject to confidentiality and notice. Legal & Safety: to comply with legal obligations, respond to subpoenas, enforce our Terms of Service, prevent fraud, or protect rights, property, or safety. With Your Consent: any other disclosures you permit. We do not sell personal information for money. For California residents, “sale” and “sharing” are described in our Do Not Sell/Share section below.
9. Cross-Border Transfers & International Hosting
Your data may be stored and processed in the United States and in other countries. When transferring data outside your jurisdiction, we implement legal safeguards (standard contractual clauses, binding corporate rules, or equivalent measures) as required. By using the Services, you consent to data transfers to the U.S. and other countries where we or our processors operate.
10. Data Retention
We retain personal information as long as necessary to provide Services, fulfill business purposes, comply with legal obligations, resolve disputes, enforce agreements, and as otherwise required. Retention periods vary by data category and purpose; after the retention period, personal data will be deleted or anonymized.
11. Security
We implement administrative, technical, and physical safeguards designed to protect personal information from unauthorized access, disclosure, alteration, or destruction (including encryption in transit and at rest where appropriate). However, no method of transmission or storage is 100% secure. If a data breach affecting your personal data is reasonably likely to result in a risk to your rights and freedoms, we will notify you and relevant regulators as required by law.
12. Children’s Privacy (COPPA)
Our Services are not directed to children under 13. We do not knowingly collect personal information from children under 13. If we learn that we have collected personal data from a child under 13, we will take steps to delete it. Parents or guardians may contact us to request the deletion of their child’s data.
13. California Privacy Rights (CCPA/CPRA)
If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA), subject to certain exceptions: Rights include: Right to Know / Access: Request categories and specific pieces of personal information collected, disclosed, or sold/shared about you in the prior 12 months. Right to Delete: Request deletion of personal information we hold about you, subject to exceptions. Right to Opt-Out: Opt out of “sale” or sharing of personal information for cross-context targeted advertising. HostBooks does not sell personal information for monetary consideration; we do engage in limited sharing for targeted advertising only if you have not opted out. To exercise opt-out, use the [Do Not Sell or Share My Personal Information] link or contact info@hostbooks.com. Right to Correct: Request correction of inaccurate personal information. Right to Data Portability: Receive a copy of your personal information in a portable format. Right to Non-Discrimination: You will not be penalized for exercising rights under California law. Exercising California Rights Submit verified requests by emailing info@hostbooks.com or calling 18336549911. We may ask for information to verify your identity. Authorized agent requests require signed authorization and verification.
14. Your Privacy Choices
Account Information: You may access, update, or delete certain account information in your account settings. Cookies & Tracking: Manage browser or device settings to block or delete cookies (note: may impair features). Marketing Communications: Opt-out of promotional emails via the unsubscribe link in emails or by contacting info@hostbooks.com . Transactional messages cannot be opted out of, as they are necessary for service. Third-Party Integrations: Disconnect integrations from account settings; this will stop future sharing but may not delete data already shared.
15. Third-Party Sites & Links
Our Services may contain links to third-party websites. We are not responsible for their privacy practices. Review their privacy policies before providing personal information.
16. Supplemental Policies & Processing Addendum
When you use certain products or enterprise offerings, additional terms (Data Processing Addendum, Data Transfer Agreement, or other contracts) may apply. Enterprise customers can request data processing terms or execute our standard Data Processing Addendum (DPA), which includes required data protection commitments.
17. Updates to this Privacy Policy
We may revise this Privacy Policy. If material changes occur, we will post the updated policy with a new effective date and, where required, notify users by email or via the Services.
18. How to Contact Us / Submit a Complaint
For privacy inquiries, requests, or complaints: Email: info@hostbooks.com Support: info@hostbooks.com Mail: HostBooks USA LLC — Legal / Privacy, 2210 Plaza Drive, Ste 150, Rocklin, CA 95765, United States Requests should include your name, contact information, and a description of the request. We will respond consistent with applicable law. If you are a California resident and unsatisfied with our response, you may have additional rights under California law to contact the California Privacy Protection Agency.
19. Grievance / Complaint Submission Guidelines
To help us investigate and resolve issues, please include: product name, purchase date, amount paid (if relevant), description of complaint, date/time, and contact details. Missing essential details may delay the investigation.
20. No Warranty; Limitation of Liability
This Privacy Policy describes our privacy practices. It is not a contract, nor does it create legal rights beyond applicable law. For details on liability limits, see our Terms of Service. Legal Note This Privacy Policy is provided for informational purposes and does not constitute legal advice. Consider having your legal counsel review and customize the policy to reflect specific processing, third-party processors, and compliance obligations.
