Your privacy is our top priority

1.1 Account Information

When you register for HotBill, we collect your name, email address, phone number, and business details such as your company name, GSTIN, and business address. This information is required to set up your account and provide billing services.

1.2 Business & Financial Data

To provide our invoicing and accounting services, HotBill stores the financial data you enter, including invoices, customer records, product/service details, payment records, and transaction history. This data belongs to you, and you retain full ownership of it at all times.

1.3 Usage Data

We collect information about how you interact with HotBill, including pages visited, features used, actions taken, and timestamps. This helps us understand how to improve the product and provide better customer support.

1.4 Technical Data

We automatically collect certain technical information including your IP address, browser type, operating system, device identifiers, and cookies. This data is used for security, fraud prevention, and performance monitoring.

We use the information we collect to:

• →Provide, operate, and maintain the HotBill platform
• →Process your invoices, payments, and financial transactions
• →Send transactional emails such as invoice copies and payment confirmations
• →Provide customer support and respond to your inquiries
• →Improve our product and develop new features
• →Send product updates, newsletters, and promotional communications (with your consent)
• →Monitor and analyze usage patterns to enhance user experience
• →Detect, prevent, and address fraud and security issues
• →Comply with legal obligations, including GST reporting requirements

3.1 We Do Not Sell Your Data

HotBill does not sell, rent, or trade your personal information or business data to third parties for marketing purposes. Period.

3.2 Service Providers

We may share your information with trusted third-party service providers who help us operate HotBill, including cloud hosting providers (AWS, Google Cloud), email delivery services, payment processors, and analytics tools. These providers are contractually bound to use your data only for the specified purpose.

3.3 Legal Requirements

We may disclose your information if required by law, court order, or government authority, or if we believe disclosure is necessary to protect the rights, safety, or property of HotBill, our users, or the public.

3.4 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you before your data is transferred and becomes subject to a different privacy policy.

We take security seriously. HotBill implements industry-standard security measures to protect your data:

• →All data is encrypted in transit using TLS 1.3
• →Database data is encrypted at rest using AES-256
• →Access to production systems is restricted to authorized personnel only
• →User session tokens have secure expiration periods

While we take every reasonable precaution, no method of electronic transmission or storage is 100% secure. If you suspect unauthorized access to your account, please contact us immediately at security@hotbill.in.

You have control over your data. You may:

• →Update or correct your personal and business details at any time
• →Request account deletion and data removal by contacting our support team (subject to legal retention requirements)
• →Export your invoices, client lists, and reports directly from the app dashboard
• →Opt out of marketing communications at any time
• →Request a copy of the personal data we hold about you

To exercise any of these rights, email us at privacy@hotbill.in. We will respond within 30 days.

HotBill uses cookies and similar tracking technologies to provide a better experience. We use:

• →Essential cookies: Required for the app to function (login sessions, security tokens)
• →Analytics cookies: Help us understand usage and improve the product (Google Analytics)
• →Preference cookies: Remember your settings and preferences

You can control cookie settings through your browser. Note that disabling certain cookies may affect functionality.

We retain your data for as long as your account is active or as needed to provide services. Financial records may be retained for up to 7 years to comply with Indian tax laws (Income Tax Act, GST Act). You can request deletion of non-legally-required data at any time.

HotBill is a business software product and is not intended for use by children under the age of 18. We do not knowingly collect personal information from minors. If you believe a minor has provided us with personal data, please contact us and we will promptly delete it.

We may update this Privacy Policy from time to time. When we do, we will revise the "Last Updated" date below and notify you by email or through an in-app notification for material changes. We encourage you to review this policy periodically.

If you have any questions, concerns, or requests regarding this Privacy Policy or how we handle your data, please contact us:

• →📧 Email: privacy@hotbill.in
• →📞 Phone: +91 98254 71135, +91 78749 59698, +91 78619 39090
• →📍 Address: HotBill Technologies Pvt. Ltd., Office No. 211, 2nd Floor, Sunrise Business Center, Nikol To Ring Road, Nr. Swaminarayn Gurukul, Ahmedabad - 382350, Gujarat, India
• →⏰ Response time: Within 48 business hours