Who we are and scope
Hostomo, available at hostomo.com and operated from West Bengal, India, provides tools for scheduling, events, client management, public Portals, digital resources, and related workflows. In this policy, “Hostomo,” “we,” and “our” refer to the operator of these services. Our privacy contact is support@hostomo.com.
This policy covers our marketing website, account and workspace services, and information we process to operate them. It applies to account holders, team members, website visitors, and people who interact with a Hostomo-powered booking page, event, form, or resource.
Workspace owners decide what information to collect from their clients and visitors, and how to use it. We process that workspace content to provide the service on their instructions. A workspace owner's own privacy notice and applicable data processing terms govern that relationship. For our account administration, security, billing, and service operations, Hostomo determines the relevant purposes of processing.
If you booked with a business, registered for its event, or submitted its form, contact that business about its use of your information. Contact us for questions about Hostomo's own processing or help identifying the relevant workspace.
Information we process
Account and workspace information
We process the details you provide to create and manage an account, such as your name, email address, profile image, workspace details, preferences, and team membership. Authentication, account verification, session, and recovery records support access to your account.
If information needed to create an account or complete a request is not provided, we may be unable to provide the relevant feature.
Content you or a workspace provide
This can include client contact details, company names, notes, pipeline stages, booking details, event registrations, guest status, survey questions and answers, consent records, uploaded images and files, workflow settings, and delivery activity. The information collected depends on the features a workspace uses and the fields it chooses.
Billing and transaction information
Payment providers collect the payment details entered at checkout. Hostomo processes the customer and transaction references, selected plan, seat and credit purchases, billing status, and related records needed to manage access, reconcile payments, and handle disputes. A client's purchase from a workspace seller is separate from the seller's Hostomo subscription.
Connected accounts and support
Signing in with Google can provide your name, email address, and profile image. Connecting a calendar, meeting tool, CRM, or notification service provides the account information, permissions, and authorization credentials needed for the selected connection. We process messages and supporting information you send to support.
Security and technical information
To protect accounts, we keep bounded records of the original verified signup and latest successful login. These can include IP address, browser and operating system family, time zone, screen dimensions, language, and time. We parse raw User-Agent strings to derive coarse information rather than retaining the raw strings in these records.
A separate profile recorded once after verified signup can include browser family, operating system, device class, and a country estimate derived from the browser's time zone. This estimate can be inaccurate and does not use precise device location. These security and signup records operate independently of optional analytics choices.
How we use information
- Provide accounts, workspace access, bookings, event registration, forms, client records, and resource delivery.
- Carry out configured integrations, authorized AI requests, and activated workflows.
- Send account verification, security, booking, and other service communications.
- Manage plans, credits, payment reconciliation, support, and billing questions.
- Protect the service, prevent abuse, investigate problems, and enforce our terms.
- Understand feature usage and improve the product through the analytics described below.
- Meet legal obligations, respond to valid requests, and establish or defend legal claims.
Where applicable data protection law requires a legal basis, the relevant basis depends on the activity. Providing contracted services relies on performance of a contract. Security, fraud prevention, support, and proportionate service improvement can rely on legitimate interests, subject to the required balancing of rights. Legal recordkeeping can rely on a legal obligation. Optional marketing and tracking rely on consent where required. Workspace content is processed under the workspace's instructions and applicable terms.
Providing an email address to book, register, answer a form, or access a resource does not itself subscribe you to marketing. Subscription permissions and business records are separate.
Analytics and browser storage
Hostomo website and app usage
Where enabled, usage analytics record a limited set of page and section interactions with random browser and session labels. These labels stay within the relevant website or app origin. We do not join them to account, checkout, or customer identities, or carry them between origins. They are pseudonymous labels, not a guarantee that information is irreversibly anonymous.
These navigation records exclude form content, client records, full URLs and query strings, raw IP addresses, raw User-Agent strings, and browser or device profiles. Visits to pricing presentations inside the management app can produce a separate account-linked record, without navigation labels.
Public Portal activity and optional tracking
Where enabled, a workspace can receive reports about public page views, link clicks, and resource interactions. First-party reports use limited resource and campaign information rather than visitor identities or form answers.
A workspace can separately configure Google Analytics or Meta tracking on its public Portal. Those tools require visitor opt-in, and browser privacy signals can suppress them. After opt-in, provider scripts can use cookies and identifiers under their own policies. Configured Meta server events can forward an IP address and User-Agent transiently for event matching. Hostomo does not retain those fields in its first-party analytics records.
Your browser choices
Use Privacy choices to manage optional Hostomo usage analytics on this browser. Choices apply separately on each website or app origin. We honor Do Not Track and Global Privacy Control for the optional collection described in our controls. Turning collection off clears pending local navigation events and labels. Previously accepted observations follow their retention period.
Authentication cookies and browser storage support sign-in, preferences, and session-bound work. Private workspace caches are bounded by the authenticated session and cleared on sign-out or session expiry. Blocking or clearing storage can affect sign-in, preferences, and recovery of local work. Analytics choices do not disable necessary account security records.
AI and lead assessments
Submitting an AI request can send your prompt, selected skill content, relevant authorized workspace information, and tool results to the configured AI provider. Your chosen access mode and workspace role control the information and actions available to the assistant. A task can continue after you leave the page.
An explicit lead assessment request can send selected client notes, company details, source information, and bounded activity context to TypeSafe's assessment service. Direct email fields, survey and guest answers, private meeting locations, and credentials are excluded from the structured assessment input. Notes you write can still contain personal information.
Activated workflow AI actions can send permitted trigger context to the configured model provider. Preparing or activating an email workflow can send its draft subject and body, with the recipient category, to TypeSafe for a transactional or marketing classification. Recipient address fields and underlying source records are not part of that review input, but personal information written into the message can still be processed.
Lead scores are advisory assessments of intent and engagement. They do not automatically change pipeline stages or authorize outreach. Provider processing and retention depend on the provider and the terms applicable to that service. This policy does not promise zero provider retention or that every provider excludes all data from model training. Contact us for the current provider arrangements relevant to your use.
Public pages and integrations
Publishing a Portal, event, image, or resource makes its public content accessible to its intended audience. Public links can be forwarded, indexed, downloaded, or copied by others. Unpublishing closes the relevant public access in Hostomo but cannot recall copies already obtained outside the service.
Visitor names on public event guest lists follow the recorded sharing choice. Private file references and booking management links are access mechanisms, not public content. Keep private links confidential.
Connecting an external account authorizes the supported access and actions you configure. Disconnecting prevents future use of that connection in Hostomo, but does not erase information already received by the external provider. You can manage provider-side permissions with that provider.
How long we keep information
Retention depends on the record's purpose, your workspace's instructions, and legal or payment obligations. Our documented service windows include:
| Record | Retention approach |
|---|---|
| Account and workspace records | Kept to provide the service, subject to account or workspace deletion and any required legal, billing, or dispute records. |
| Signup and latest-login security context | Retained for the account lifetime. New successful-login context replaces the earlier latest-login record. |
| One-time signup device profile | Retained for the account lifetime and removed with the account. |
| First-party analytics observations | Reporting data is retained for 60 days. Pending browser and buffer events are bounded to 48 hours. |
| Navigation browser label | Up to 180 days from creation, subject to earlier removal through privacy choices or browser storage controls. |
| Account-linked pricing visits | 60 days, or earlier account deletion. |
| AI execution checkpoints and local chat snapshots | Execution checkpoints follow a seven-day window. Local confirmed chat snapshots are bounded to seven days and the active session. Account chat records and provider copies have separate lifecycles. |
| Deleted public image copies | Browser or delivery caches can retain copies for up to two weeks. External copies are outside Hostomo's control. |
Deletion and cleanup can involve queued processing. A request does not guarantee immediate erasure from every active system, backup, provider, or external copy. Account deletion does not automatically erase a business record held by another workspace owner. Billing, payment, ownership, or legal obligations can require resolution before an account can be closed.
Security
We use access controls, revocable sessions, protected integration credentials, account verification, and other safeguards appropriate to the service. Workspace permissions limit access to private records. No method of storage or transmission can guarantee complete security.
Limited diagnostics help us investigate errors and performance problems. The configured diagnostic pipeline excludes account and workspace identities, customer content, credentials, request bodies, AI inputs and outputs, and screen recordings. Browser privacy signals suppress browser diagnostics. Necessary server diagnostics remain separate from optional browser analytics.
Protect your account credentials and devices, review connected accounts and team access, and report suspected unauthorized access to support@hostomo.com.
International processing
Hostomo operates from India and uses providers that can process information in other countries. Processing locations depend on the feature, provider, and selected integration. Those countries can have different data protection laws from your country.
International processing remains subject to applicable legal requirements. Contact us for information about the current provider locations and transfer arrangements relevant to your account. This policy does not itself create a separate data processing agreement or transfer contract.
Your rights and choices
Depending on applicable law, you can have rights to access or obtain a copy of personal information, correct inaccuracies, request deletion, restrict or object to processing, request portability, or withdraw consent. Some laws provide rights concerning targeted advertising, the sale or sharing of information, automated decisions, complaints, or appeals. These rights can have legal exceptions.
Email support@hostomo.com with the request and enough context to identify the relevant account or interaction. Do not send passwords, recovery codes, or payment-card details. We can ask for proportionate identity or authority checks before releasing information or making changes. Requests are handled within the time required by applicable law.
For information collected by a workspace, contact that workspace first. We can assist it with requests concerning data processed on its behalf. For Hostomo's own processing, contact us directly. Withdrawing consent does not change processing that was lawful before withdrawal.
You can manage available account settings, revoke connected access, unsubscribe from marketing communications, and use our browser privacy controls. Necessary account, security, billing, or requested booking messages are separate from marketing preferences. You can contact the relevant data protection or consumer authority where applicable.
Children's information
Account holders must have legal capacity to agree to our terms. A workspace that collects information about children is responsible for determining whether its use is appropriate and providing any required notices, parental permissions, and safeguards. The presence of booking or form tools does not establish suitability for a regulated educational or children's service.
Parents or guardians concerned about a child's information can contact the relevant workspace and support@hostomo.com.
Changes to this policy
We can update this policy as the service and legal requirements change. The date above identifies the latest revision. We will provide any additional notice or request any consent required for a material change. A policy update does not by itself authorize a new use that requires your consent.
Contact and requests
Hostomo (hostomo.com)
West Bengal, India
support@hostomo.com
For contractual terms, read our Terms and Conditions. To manage optional usage analytics, visit Privacy choices.