Account information
We may process your name, email, account identifiers, workspace memberships, user roles, and authentication or session information.
Business information
This may include your business name, services, business settings, opening hours, booking configuration, team configuration, and the FAQs or instructions you provide to the AI assistant.
CRM information
Business customers may store:
- customer and contact names;
- email addresses and phone numbers;
- leads and lead statuses;
- notes;
- appointment details;
- customer enquiries.
The business customer generally decides why this information is collected and how it is used. HydroWebs processes it in order to provide the platform.
AI information
When AI features are enabled, we may process:
- messages sent to the AI assistant;
- AI responses;
- staff replies and handoff status;
- relevant business FAQs and instructions;
- selected CRM context needed to complete the requested task.
Only the context needed for a request is used — CRM records are not automatically sent to AI systems in bulk. AI requests may be processed by an external AI service provider in order to deliver the feature.
Appointment information
This may include customer details, the service booked, appointment time and duration, booking status, and related notes or details.
Team information
This may include a team member’s email, workspace, role, and invitation state.
Billing information
We may store billing identifiers and subscription information such as plan, subscription status, billing period, and provider customer or subscription IDs. Payment-card details are handled by our payment provider rather than intentionally stored by HydroWebs.
Technical and security information
This may include IP-related information, request timestamps, rate-limit and security records, error or correlation IDs, session information, and security events. We do not use device fingerprinting.
Why we use information
We use information to provide the platform, including authentication, CRM, bookings, AI features, automations, transactional emails, billing, team collaboration and customer support, and to support security and abuse prevention, debugging, service reliability, and legal compliance.
HydroWebs does not currently use advertising tracking or analytics profiling.
Business-controlled customer data
When a business stores information about its own customers or leads in HydroWebs, that business is responsible for deciding why the data is collected, providing any required privacy notices, having a lawful basis where required, and handling customer privacy requests where applicable. HydroWebs processes that data to provide the service.
Service providers
We use trusted third-party providers where needed for authentication and database infrastructure, AI functionality, email delivery, subscription billing, and the optional Google Calendar integration. Relevant data is shared with these providers only as needed to provide those functions.
Selling data
HydroWebs does not sell personal information.
Data retention
- Core CRM and business information is generally kept while the account or workspace remains active, or while needed to provide the service.
- Some operational logs and job records are deleted automatically after limited retention periods.
- Certain billing, security, audit or legal records may be kept longer where reasonably necessary.
Account deletion
You can request deletion of your account or workspace, where applicable, by contacting hello.hydrowebs@gmail.com. Some records may need to be retained for legitimate reasons such as billing and accounting, fraud and security, legal obligations, or disputes.
Security
We use reasonable security measures such as authentication, access controls, tenant isolation, database security policies, encryption for sensitive integration credentials, rate limiting, and operational monitoring. No service can guarantee perfect security.
Your privacy rights
Depending on applicable law, you may have rights relating to your information, such as access, correction, deletion, restriction, portability, objection, and withdrawal of consent where consent applies. If your information was collected by a business using HydroWebs, you may need to contact that business first.
Children
HydroWebs is intended for business and professional use and is not designed as a service for children.
Essential cookies and session storage
We use essential technical storage and cookies that are necessary for things such as authentication, secure sessions, remembering your selected workspace, and OAuth or security flows.
HydroWebs does not currently use analytics or advertising cookies.
Changes
We may update this Privacy Policy as the service changes.
Contact
Questions? Contact us at hello.hydrowebs@gmail.com.