1. Introduction
HostSpica ("we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, use our services, or interact with us.
By using our services, you consent to the data practices described in this policy. If you do not agree with this policy, please do not use our services.
2. Information We Collect
2.1 Personal Information
We collect personal information that you voluntarily provide:
- • Name, email address, phone number
- • Company name and business information
- • Billing and payment information
- • Project requirements and specifications
- • Communication preferences
- • Account credentials and profile information
- • Feedback, reviews, and testimonials
2.2 Automatically Collected Information
When you visit our website, we automatically collect:
- • IP address and device information
- • Browser type and version
- • Operating system
- • Pages visited and time spent
- • Referring website
- • Click patterns and navigation paths
- • Cookies and similar tracking technologies
2.3 Third-Party Information
We may receive information from third-party services like Google Analytics, payment processors, social media platforms, and business partners when you interact with us through these channels.
3. Legal Basis for Processing
We process your personal data based on:
- • Consent: You have given explicit consent for specific purposes
- • Contract: Processing is necessary to fulfill our contractual obligations
- • Legal Obligation: We must comply with legal requirements
- • Legitimate Interests: Processing serves our legitimate business interests while respecting your rights
4. How We Use Your Information
We use collected information to:
- • Provide, maintain, and improve our services
- • Process transactions and send transaction notifications
- • Respond to inquiries and provide customer support
- • Send administrative information and service updates
- • Personalize your experience
- • Analyze usage patterns and optimize our website
- • Send marketing communications (with your consent)
- • Detect, prevent, and address fraud and security issues
- • Comply with legal obligations
- • Enforce our Terms of Service
- • Create anonymized data for analytics
5. Information Sharing and Disclosure
5.1 We Share Information With:
- • Service Providers: Payment processors, hosting providers, email services, analytics tools
- • Business Partners: With your consent for specific purposes
- • Legal Authorities: When required by law or to protect rights
- • Business Transfers: In case of merger, acquisition, or asset sale
5.2 We Do NOT:
- • Sell your personal information to third parties
- • Share your information for third-party marketing without consent
- • Disclose sensitive information without proper safeguards
6. International Data Transfers
Your information may be transferred to and processed in countries other than your country of residence. These countries may have different data protection laws.
We ensure appropriate safeguards are in place, including Standard Contractual Clauses approved by the European Commission, to protect your information during international transfers.
7. Data Retention
We retain your personal information for as long as necessary to:
- • Provide our services
- • Comply with legal obligations (typically 7 years for financial records)
- • Resolve disputes and enforce agreements
- • Maintain business records
When no longer needed, we securely delete or anonymize your information.
8. Data Security
We implement appropriate technical and organizational measures to protect your information:
- • SSL/TLS encryption for data transmission
- • Encrypted data storage
- • Access controls and authentication
- • Regular security audits and updates
- • Employee training on data protection
- • Incident response procedures
However, no method of transmission or storage is 100% secure. We cannot guarantee absolute security but strive to use commercially acceptable means to protect your information.
9. Your Privacy Rights
9.1 General Rights:
- • Access: Request a copy of your personal information
- • Correction: Request correction of inaccurate information
- • Deletion: Request deletion of your information
- • Portability: Receive your data in a structured format
- • Objection: Object to processing of your information
- • Restriction: Request restriction of processing
- • Withdraw Consent: Withdraw consent at any time
9.2 GDPR Rights (EU Residents):
If you are in the European Economic Area, you have additional rights under GDPR, including the right to lodge a complaint with your local data protection authority.
9.3 CCPA Rights (California Residents):
California residents have the right to:
- • Know what personal information is collected
- • Know if personal information is sold or disclosed
- • Opt-out of the sale of personal information
- • Request deletion of personal information
- • Non-discrimination for exercising rights
10. Cookies and Tracking Technologies
We use cookies and similar technologies to enhance your experience. For detailed information, please see our Cookie Policy.
You can control cookies through your browser settings. Note that disabling cookies may affect website functionality.
11. Third-Party Services
Our website may contain links to third-party websites and services:
- • Google Analytics for website analytics
- • Payment processors (Stripe, PayPal, Razorpay)
- • Social media platforms
- • Cloud service providers
We are not responsible for the privacy practices of these third parties. Please review their privacy policies.
12. Children's Privacy
Our services are not directed to individuals under 18 years of age. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately, and we will delete such information.
13. Marketing Communications
With your consent, we may send you marketing emails about our services, promotions, and updates. You can opt-out at any time by:
- • Clicking the "unsubscribe" link in emails
- • Contacting us at [email protected]
- • Updating your communication preferences in your account
Note: You cannot opt-out of transactional emails related to your account or services.
14. Data Breach Notification
In the event of a data breach that affects your personal information, we will notify you and relevant authorities as required by applicable law, typically within 72 hours of becoming aware of the breach.
15. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of material changes by:
- • Posting the updated policy on our website
- • Updating the "Last Updated" date
- • Sending email notification for significant changes
Your continued use of our services after changes constitutes acceptance of the updated policy.
16. Social Media Publishing Tool (YouTube and Instagram APIs)
HostSpica uses an internal tool, "Hostspica Social Manager," to schedule and publish HostSpica's own videos and posts to HostSpica's own YouTube channel and Instagram account. The tool is operated only by HostSpica staff. It is not offered to the public, and visitors to this website do not use it or sign in to it.
- • What it accesses: only HostSpica's own accounts, through OAuth permissions granted by a HostSpica administrator. For YouTube this is the upload permission only.
- • What it stores: access tokens and the videos, captions and schedules HostSpica prepares. Tokens are kept as protected secrets and are never shown publicly.
- • Where it is stored and who sees it: this data is hosted on Cloudflare. It is used only to publish HostSpica's own content and is not sold, shared with third parties or used for advertising. The only other parties that receive it are YouTube (Google) and Instagram (Meta), when the tool uploads a video to those platforms.
- • Retention and deletion: access tokens are kept only while the tool is connected and are deleted when access is revoked. Videos, captions and schedules are kept until HostSpica deletes them. To ask us to delete anything, email [email protected].
- • What it does not do: it does not collect, store, sell or share personal data about viewers, subscribers or followers.
- • Revoking access: HostSpica can revoke the tool's access at any time. For YouTube, use your Google account's security permissions page. For Instagram, remove the app under Settings > Apps and websites.
This tool uses YouTube API Services. By using YouTube features you are bound by the YouTube Terms of Service and the Google Privacy Policy. Instagram features are subject to Meta's terms and policies.
17. Contact Us
For questions about this Privacy Policy or to exercise your rights, contact us at:
Your Privacy Matters: We are committed to protecting your personal information and respecting your privacy rights. If you have any concerns, please don't hesitate to contact us.