Privacy Policy

1. Who We Are

Hotlist AI LLC ("Hotlist," "we," "us," or "our") provides CRM follow-up audits, lead-flow diagnostics, workflow strategy, automation support, reporting, and related implementation services for real-estate teams and other business operators.

This Privacy Policy applies to our website, contact forms, booking flows, audit intake, email communications, and related services. A separate written agreement, statement of work, or data processing agreement may add more specific terms for a paid client engagement.

2. Information We Collect

Information you provide: We may collect the information you choose to send us, including:

• Name, email address, phone number, company, role, and preferred contact details
• Calendar booking details, call notes, audit requests, and intake form responses
• Business goals, CRM setup details, lead sources, pipeline stages, tags, automations, and workflow notes
• Files, screenshots, exports, reports, or other materials you provide for an audit or implementation
• Billing, payment, and contract information when you purchase services
• Messages you send through email, chat, forms, or other communication channels

Client CRM and lead data: If you authorize us to review or work inside your CRM, lead database, calendar, email, automation tools, or reporting systems, we may process business records, lead metadata, contact history, task status, tags, ownership fields, communication timing, and similar operational data needed to perform the work.

Automatically collected information: When you visit the site, we and our service providers may collect IP address, browser and device information, referral source, pages viewed, clicks, approximate location, and usage data through cookies, analytics tools, logs, and similar technologies.

3. How We Use Information

We use information to:

• Respond to inquiries, schedule calls, and provide requested information
• Evaluate whether a follow-up leak audit or implementation is a fit
• Analyze CRM follow-up gaps, routing issues, stale-lead segments, task ownership, and workflow bottlenecks
• Prepare scorecards, reports, recommendations, implementation plans, and related deliverables
• Configure, test, improve, and support workflows, automations, dashboards, and reporting systems
• Operate, secure, debug, and improve our website and services
• Send administrative messages, service updates, and relevant business communications
• Process payments, manage contracts, keep records, and comply with legal obligations

4. AI, Automation, and Operational Data

Some Hotlist work may involve AI-assisted analysis, workflow automation, or third-party AI tools. We use these tools to support human review, summarize operational patterns, draft recommendations, and help build systems. We do not intend to use client-provided CRM or lead data to train public AI models.

You are responsible for making sure you have the right to share any CRM, lead, customer, agent, brokerage, or business data you provide to us. Please do not send sensitive personal information such as Social Security numbers, government IDs, full financial account numbers, health records, or unrelated private consumer information unless we specifically request it in writing for a defined purpose.

5. How We Share Information

We do not sell personal information. We may share information with:

• Service providers: Hosting, analytics, scheduling, email, payment, CRM, automation, document, security, and support vendors that help us operate the business.
• Authorized platforms: Third-party systems you ask us to review, connect, configure, or support, such as CRMs, lead sources, calendar tools, and communication platforms.
• Professional advisors: Lawyers, accountants, insurers, or other advisors when reasonably necessary.
• Legal and safety reasons: When required by law, legal process, or to protect rights, property, security, users, clients, or the public.
• Business transfers: In connection with a merger, acquisition, financing, reorganization, or sale of assets.

6. Third-Party Tools

Our website and services may use third-party tools for hosting, analytics, performance monitoring, scheduling, forms, payment processing, email, CRM access, automation, and communication. These providers process information under their own terms and privacy policies. Examples may include website hosting and analytics providers, calendar booking tools, payment processors, email tools, and CRM or automation platforms you authorize us to access.

7. Cookies and Analytics

We use cookies, pixels, tags, logs, and similar technologies to understand website traffic, measure page performance, improve content, protect the site, and understand which services visitors are interested in. You can control cookies through your browser settings, but some features may not work as intended if cookies are disabled.

8. Data Security

We use reasonable technical and organizational safeguards designed to protect information, including access controls, secure hosting practices, and limited access to client materials. No system is perfectly secure, and we cannot guarantee absolute security.

If we need access to a client system, we prefer permissioned user access, OAuth, limited-scope access, or other auditable methods rather than shared master credentials whenever practical.

9. Data Retention

We retain information for as long as needed to provide services, maintain business records, resolve disputes, improve systems, comply with legal obligations, and enforce agreements. Client audit materials and implementation records may be retained for operational continuity unless a written agreement says otherwise or deletion is requested and legally permitted.

10. Your Choices and Rights

Depending on your location, you may have rights to request access, correction, deletion, objection, restriction, portability, or opt-out related to certain personal information. You may also opt out of marketing emails by using the unsubscribe link or contacting us.

To make a privacy request, contact privacy@hotlistai.com. We may need to verify your identity or authority before completing a request.

11. Children's Privacy

Our services are intended for business users and are not directed to children under 18. We do not knowingly collect personal information from children under 18.

12. International Visitors

Hotlist is based in the United States. If you access the site or services from outside the United States, your information may be processed in the United States or other countries where our service providers operate.

13. Changes to This Policy

We may update this Privacy Policy from time to time. The updated version will be posted on this page with a new "Last updated" date. Continued use of the site or services after an update means the updated policy applies going forward.

14. Contact Us

Privacy questions can be sent to privacy@hotlistai.com. Legal questions can be sent to legal@hotlistai.com.

Hotlist AI LLC
Website: hotlistengine.com
General inquiries: info@hotlistai.com