1. Introduction
HotSeaters is a trial consulting management platform operated by Midnight Logic LLC ("Midnight Logic," "we," "our," or "us"), available at hotseaters.com (the "Service"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Service.
By accessing or using HotSeaters, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy. If you do not agree with the terms of this Privacy Policy, please do not access or use the Service.
2. Information We Collect
2.1 Information You Provide Directly
We collect information you voluntarily provide when using our Service:
- Account Registration: Name, email address, company name, and password when you create an account
- Profile Information: First name, last name, phone number, job title, profile photo, and signature image
- Business Data: Client information, trial/case details, attorney contacts, service rates, time entries, expenses, and invoices you create within the platform
- Payment Information: Billing information processed securely through Stripe (we do not store credit card numbers)
- Uploaded Files: Documents, receipts, company logos, templates, and images you upload
- Communications: Emails and messages sent through the platform
2.2 Information Collected Automatically
We automatically collect certain information when you access or use the Service:
- Usage Data: Pages visited, features used, actions performed, and time spent on the Service
- Device Information: Browser type, operating system, device type, and IP address
- Cookies and Similar Technologies: Authentication tokens, session identifiers, and user preferences
- Log Data: Access times, error logs, and referring URLs
3. Google API Services and User Data
HotSeaters offers optional integration with Google Calendar. This section describes how we handle data obtained through Google APIs in compliance with the Google API Services User Data Policy.
3.1 Google Data We Access
When you connect your Google Calendar, we request access to:
- Calendar Events: Permission to create, read, update, and delete calendar events in calendars you select
- Basic Profile Information: Your Google account email address for authentication purposes
3.2 How We Use Google Data
We use Google Calendar data solely to:
- Sync your trial service assignments and tasks to your Google Calendar
- Allow you to view your HotSeaters schedule within Google Calendar
- Update calendar events when trial dates or assignments change
- Remove calendar events when assignments are cancelled or deleted
3.3 Google Data Storage and Retention
- OAuth Tokens: We securely store Google OAuth access tokens and refresh tokens to maintain your calendar connection
- Token Expiration: Access tokens are refreshed automatically; you can disconnect at any time
- No Calendar Content Storage: We do not store the content of your existing Google Calendar events
- Disconnection: When you disconnect Google Calendar, we delete your stored OAuth tokens within 24 hours
3.4 Google Data Sharing
We do NOT share your Google user data with any third parties. Your Google Calendar data is:
- Only used to provide the calendar sync feature you requested
- Never sold, rented, or shared with advertisers
- Never used for purposes unrelated to providing our Service
- Accessible only to you and authorized team members within your company account
3.5 Limited Use Disclosure
HotSeaters' use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.
3.6 Revoking Google Access
You can revoke HotSeaters' access to your Google account at any time by:
- Going to Settings → Integrations in HotSeaters and clicking "Disconnect Google Calendar"
- Visiting your Google Account Permissions page and removing HotSeaters
4. How We Use Your Information
We use the information we collect to:
- Provide the Service: Enable core platform functionality including CRM, time tracking, billing, document generation, and team collaboration
- Process Payments: Handle subscription billing through Stripe
- Send Communications: Deliver transactional emails (document signing links, invitations, invoice delivery, notifications)
- Provide Support: Respond to your questions and assist with technical issues
- Improve the Service: Analyze usage patterns to enhance features and user experience
- Ensure Security: Detect and prevent fraud, abuse, and security incidents
- Comply with Legal Obligations: Meet regulatory requirements and respond to lawful requests
5. Information Sharing and Disclosure
5.1 When We Share Information
- Within Your Company: Data is accessible to team members based on role-based permissions (owner, admin, sales, trial consultant)
- HotSeatHub Marketplace: When using optional marketplace features, your company name and relevant service information is shared with marketplace participants
- Document Recipients: When you send documents for signature, recipient information is shared with email delivery providers
- Service Providers: We use third-party services to operate our platform (listed in Section 9)
- Legal Requirements: When required by law, court order, or legal process
- Business Transfers: In connection with a merger, acquisition, or sale of assets
5.2 What We Do NOT Do
- We do NOT sell your personal information to third parties
- We do NOT share your data with advertisers
- We do NOT use your business data for purposes unrelated to providing the Service
6. Data Security
We implement industry-standard security measures to protect your information:
- Encryption: All data transmitted over HTTPS/TLS encryption
- Authentication: Secure token-based user authentication
- Data Isolation: Multi-tenant architecture with strict company-level data separation
- Access Controls: Role-based permissions limit data access to authorized users
- Secure Storage: Data stored on secure, managed infrastructure with automatic backups
- Payment Security: PCI-compliant payment processing through Stripe
While we take reasonable precautions, no method of transmission over the internet is 100% secure. We cannot guarantee absolute security of your information.
7. Data Retention
- Active Accounts: We retain your data as long as your account is active
- Account Cancellation: Data retained for 90 days after cancellation unless deletion is requested
- Legal Requirements: Financial records retained for 7 years per legal requirements
- Deletion Requests: Data permanently removed within 30 days of request (excluding legally required records)
8. Your Rights and Choices
You have the following rights regarding your personal information:
- Access: Request a copy of your personal data
- Correction: Update or correct inaccurate information through your account settings
- Deletion: Request deletion of your account and associated data
- Export: Download your business data in standard formats
- Opt-Out: Unsubscribe from marketing emails
- Revoke Third-Party Access: Disconnect Google Calendar or other integrations at any time
To exercise these rights, contact us at privacy@hotseaters.com
10. Cookies and Tracking
We use cookies and similar technologies for:
- Authentication: Keep you logged in across sessions
- Preferences: Remember your view settings and configurations
- Analytics: Understand how you use the platform to improve features
You can control cookies through your browser settings, though disabling certain cookies may limit platform functionality.
11. Children's Privacy
HotSeaters is a business platform not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.
12. International Data Transfers
Your information may be transferred to and processed in countries other than your country of residence. We ensure appropriate safeguards are in place to protect your information in accordance with this Privacy Policy.
13. California Privacy Rights (CCPA)
If you are a California resident, you have rights under the California Consumer Privacy Act:
- Right to know what personal information is collected, used, shared, or sold
- Right to delete personal information held by businesses
- Right to opt-out of sale of personal information (note: we do not sell personal information)
- Right to non-discrimination for exercising your privacy rights
To exercise your CCPA rights, contact privacy@hotseaters.com
14. European Privacy Rights (GDPR)
If you are located in the European Economic Area (EEA), you have rights under GDPR:
- Right to access your personal data
- Right to rectification of inaccurate data
- Right to erasure ("right to be forgotten")
- Right to restrict processing
- Right to data portability
- Right to object to processing
To exercise your GDPR rights, contact privacy@hotseaters.com
15. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. We will notify you of significant changes by:
- Posting the new Privacy Policy with an updated "Last Updated" date
- Sending an email notification to your registered email address
- Displaying a notice within the platform
Your continued use of the Service after changes constitutes acceptance of the updated policy.
16. Contact Us
If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:
17. Consent
By using HotSeaters, you consent to this Privacy Policy and agree to its terms. If you do not agree, please discontinue use of the Service.