Privacy Policy

1. Overview

This Privacy Policy explains how Hydra Hub LLC collects, uses, and protects personal information when you:

• Visit our websites (including hydrahub.ai and related pages),
• Use the Hydra Hub platform and apps (the "Service"), or
• Communicate with us in any way.

This Privacy Policy does not apply to personal information that our customers collect from their leads, clients, or end-users and store in Hydra Hub. In those cases, Hydra Hub acts as a service provider / processor, and our customer's own privacy policy controls how that data is used.

By accessing or using the Service, you agree to this Privacy Policy. If you do not agree, you should not use the Service.

2. Roles: When We're a Controller vs a Processor

Hydra Hub plays two different roles:

• Data Controller: For information we collect about you directly (e.g., when you sign up as a customer, visit our site, pay for services, or talk to our team).
• Data Processor / Service Provider: For information our customers store or process inside their Hydra Hub accounts (e.g., contacts, leads, SMS/email logs, chatbot conversations). In those cases, we only process data on our customer's instructions.

If you're a lead or customer of one of our customers and you have questions about your data, you should contact them first. We'll support them as needed.

3. Information We Collect

3.1 Information You Provide to Us

We collect personal information you provide directly, such as:

• Contact details (name, email address, phone number, company, role)
• Account details (login credentials, profile information)
• Billing details (billing name, address, payment details via our processors)
• Communication content (support requests, emails, chat messages with our team)
• Feedback (feature requests, survey responses, testimonials)

If you give us information about another person (for example, a teammate), you're responsible for ensuring you have the right to do so.

3.2 Information We Collect Automatically

When you use the Service or visit our website, we automatically collect:

• Device & technical data: IP address, browser type, operating system, device identifiers, language settings
• Usage data: Pages visited, time on page, clicks, navigation paths, error logs, features used inside the app
• Log data: Access times, authentication events, API calls, and system events
• Cookies and similar technologies: To remember preferences, maintain sessions, improve performance, and analyze behavior

We may use tools such as analytics platforms, session recording, and heatmaps to understand how the Service is used and improve it over time.

You can control cookies through your browser settings, but disabling certain cookies may affect your ability to use parts of the Service.

3.3 Information from Third Parties

We may receive information about you from:

• Payment processors (e.g., confirmation of payment status)
• Identity / authentication services
• Marketing or referral partners (for example, when you sign up through a referral link or co-branded promotion; this does not include sharing SMS opt-in data or mobile numbers for third-party marketing purposes)
• Public sources (business websites, LinkedIn, etc.)

We use this data to operate the Service, improve onboarding, and communicate with you.

3.4 SMS & Mobile Information

4. How We Use Your Information

4.1 To Provide and Maintain the Service

• Create and manage your Account
• Deliver core platform features (CRM, messaging, automations, AI tools, integrations, etc.)
• Process payments, subscriptions, and usage-based fees
• Provide technical support and respond to inquiries

4.2 To Improve and Secure the Service

• Monitor performance, usage patterns, and error logs
• Develop new features, workflows, and improvements
• Run analytics, testing, and troubleshooting
• Detect, prevent, and respond to security incidents, abuse, or fraud

4.3 To Provide AI Features

Hydra Hub may use AI tools to assist with:

• Drafting messages, scripts, or replies
• Summarizing conversations
• Powering chatbots or automations
• Other "smart" features meant to save time

Our intent is to use your data only to provide services directly to you. We do not use your data to train public, generalized AI models.

However:

• AI outputs may contain errors or inaccuracies
• Important content should be reviewed before sending
• You remain responsible for how AI-generated content is used

4.4 To Communicate with You

• Send onboarding info, support replies, updates, and system notices
• Notify you of changes to the Service, pricing, or policies
• Send marketing or educational content where permitted (you can opt out any time)

4.5 For Legal, Compliance, and Business Purposes

• Maintain records for tax, accounting, and regulatory purposes
• Enforce our Terms & Conditions and other agreements
• Respond to lawful requests, court orders, or legal processes
• Support audits, due diligence, or business transactions (e.g., merger, acquisition)

5. How We Handle Customer Data Inside Your Account

When you use Hydra Hub to store or manage data about your leads, customers, or other contacts (for example: CRM records, notes, SMS/email history, chatbot conversations, uploaded files), that data is yours.

Hydra Hub:

• Processes that data only to provide and improve the Service
• Does not sell that data
• Does not use it for unrelated marketing
• May store logs or backups as part of normal operations

You are responsible for:

• Obtaining any necessary consents from your own contacts
• Complying with marketing, privacy, and telecommunication laws in your jurisdiction
• Honoring requests your contacts may make (access, correction, deletion, etc.)

We will assist you as a processor where reasonably possible.

6. Sharing Your Information

We share personal information only when necessary and in controlled ways.

We may share information with:

6.1 Service Providers / Subprocessors

Trusted third parties that help us run Hydra Hub, such as:

• Hosting and infrastructure providers
• Payment processors
• Email/SMS delivery platforms and telecom services
• Analytics and monitoring tools
• Customer support tools
• AI infrastructure providers

These providers are contractually required to use your data only to perform services on our behalf and to protect it appropriately.

6.2 Business & Professional Partners

In limited cases, we may share information with partners to:

• Support integrations or joint features you choose to use
• Honor referrals or affiliate relationships
• Co-host events, trainings, or webinars

Any such sharing is limited and controlled, and does not include SMS opt-in data or mobile numbers being provided to third parties or affiliates for their own marketing or promotional purposes.

We do not sell your personal information.

6.3 Legal, Safety, and Transactional Reasons

We may disclose information:

• To comply with laws, regulations, legal processes, or government requests
• To protect the rights, property, or safety of Hydra Hub, our customers, or the public
• As part of a merger, acquisition, financing, or sale of all or part of our business (in which case data would be transferred under confidentiality and continued protection)

7. Cookies, Tracking, and Analytics

We use cookies and similar technologies to:

• Keep you logged in and maintain sessions
• Remember preferences and settings
• Measure traffic, engagement, and feature usage
• Analyze funnels, user flows, and product performance
• Improve stability, reliability, and user experience

We may use both first-party and third-party analytics tools. These tools may capture how you interact with the Service (e.g., pages visited, clicks, scroll depth, forms started, errors encountered).

You can typically disable or clear cookies via your browser settings, though some parts of the Service may not function properly without them.

8. Data Retention

We retain personal information for as long as reasonably necessary to:

• Provide the Service
• Comply with legal, tax, and accounting obligations
• Resolve disputes and enforce our agreements
• Maintain accurate business and usage records

At your request, we will delete or anonymize personal information we hold about you, except where we must retain certain data:

• To comply with law or legal processes
• To maintain transaction or billing records
• To detect, prevent, or address fraud or abuse
• Where technical backups or logs cannot be easily isolated

See "Your Rights & Choices" below for how to request deletion.

9. Security

We use reasonable administrative, technical, and organizational measures to protect personal information from unauthorized access, use, alteration, or destruction.

Security measures include, for example:

• Encrypted connections (HTTPS/TLS)
• Access controls and authentication
• Logging and monitoring
• Regular updates and patching

No system is perfectly secure. If you believe your Account or data may have been compromised, contact us immediately at support@hydrahub.ai.

You are responsible for:

• Keeping your password and login credentials confidential
• Limiting access to your devices
• Managing internal user access within your own Hydra Hub Account (e.g., team members)

10. Your Rights & Choices

Depending on where you live, you may have certain rights regarding your personal information. Regardless of location, we aim to support the following wherever reasonable:

10.1 Access and Correction

You may request:

• A copy of personal information we hold about you
• Corrections to inaccurate or incomplete information

10.2 Deletion

You may request that we delete personal information we hold about you, subject to the retention exceptions described earlier (e.g., legal obligations, transaction records, security logs).

For data stored in your Account about your customers or contacts, deletion is typically managed by you through the Hydra Hub interface. If you need assistance, we'll support you as a processor where feasible.

10.3 Marketing Preferences

You may opt out of marketing emails at any time by using the unsubscribe link in our messages or contacting us at support@hydrahub.ai. For SMS, text STOP to opt out at any time. See Section 3.4 above and Section 23 of our Terms & Conditions.

We may still send non-marketing messages related to your account or the Service (e.g. billing, security notices, critical updates).

10.4 Region-Specific Rights

Some jurisdictions (such as certain U.S. states, the EU/EEA, UK, and others) offer additional rights related to data access, portability, objection, or restriction. Where applicable and required by law, we will honor those rights.

To exercise any privacy rights, contact us at support@hydrahub.ai and we'll guide you through the process and any verification steps needed.

11. Children's Privacy

The Service is not intended for, and we do not knowingly collect personal information from, children under 16 years of age.

If we become aware that we have collected personal information from a child under 16 without appropriate consent, we will delete it. If you believe we may have such data, please contact us at support@hydrahub.ai.

12. Third-Party Websites and Services

The Service may link to or integrate with third-party websites, apps, or services. We are not responsible for those third parties' privacy or security practices.

If you choose to connect external services to Hydra Hub (e.g., calendars, email, social platforms, or other integrations), the use of your information by those services is governed by their privacy policies, not ours.

We encourage you to review the privacy policies of any third-party services you use.

13. Do Not Track

Some browsers offer a "Do Not Track" (DNT) setting. At this time, Hydra Hub does not respond to DNT signals. We may revisit this as standards evolve.

14. International Data Transfers

Hydra Hub is based in the United States. If you access the Service from outside the U.S., your information may be transferred to, stored in, or processed in the U.S. or other countries where we or our service providers operate.

We take reasonable steps to ensure that cross-border transfers comply with applicable data protection laws and that appropriate safeguards are in place.

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in:

• Our Service
• Our data practices
• Legal or regulatory requirements

When we update the Policy, we will revise the "Last Updated" date at the top. In the case of material changes, we may provide additional notice (e.g., email or in-app notification).

Your continued use of the Service after changes become effective means you accept the updated Privacy Policy.

16. Contact Us

If you have questions, concerns, or requests related to this Privacy Policy or your personal information, you can reach us at:

Hydra Hub LLC
Email: support@hydrahub.ai

See also our Terms & Conditions, including Section 23 for full SMS / text messaging program terms.