1. Introduction
HUDboard ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our call center notes application and website (collectively, the "Service").
Please read this Privacy Policy carefully. By using the Service, you agree to the collection and use of information in accordance with this policy.
2. Information We Collect
2.1 Information You Provide
- Account Information: When you create an account, we collect your username, email address, and password (stored in encrypted form).
- Note Content: Information you enter into notes, including contact names, phone numbers, company names, and descriptions.
- Comments: Content you post in comments on notes.
- Profile Information: Any additional information you choose to add to your profile.
2.2 Information Collected Automatically
- Usage Data: Information about how you use the Service, including features accessed, actions taken, and time spent.
- Device Information: Browser type, operating system, and device identifiers.
- Log Data: IP addresses, access times, and pages viewed.
- Cookies: Session cookies for authentication and preferences.
- Error and Performance Data: Diagnostic information about errors, crashes, slow requests, page loads, browser navigation, network requests, device and browser details, and related technical context.
- Session Replay Data: For sampled sessions or sessions where an error occurs, we may collect a video-like reproduction of your interaction with the Service to troubleshoot problems. This is a reconstruction of browser page structure and interactions, not a camera or screen recording. We configure replay collection to mask text and user input and to block media by default.
3. How We Use Your Information
We use the information we collect to:
- Provide, maintain, and improve the Service
- Process transactions and send related information
- Send technical notices, updates, security alerts, and support messages
- Respond to your comments, questions, and customer service requests
- Monitor and analyze trends, usage, and activities
- Detect, diagnose, and fix errors, performance issues, and reliability problems
- Detect, investigate, and prevent fraudulent transactions and other illegal activities
- Personalize and improve your experience
- Comply with legal obligations
4. Data Storage and Security
We implement appropriate technical and organizational security measures to protect your personal information, including:
- Encryption of data in transit using TLS/SSL
- Encryption of passwords using industry-standard bcrypt hashing
- Regular security assessments and updates
- Access controls limiting who can view your data
- Secure data centers with physical security measures
Your data is stored on secure servers. For Enterprise customers, on-premise deployment options are available for those with specific data residency requirements.
5. Data Retention
We retain your information for as long as your account is active or as needed to provide you with the Service. Specific retention periods include:
- Active Notes: Retained until archived or deleted by users
- Archived Notes: Retained according to your plan (365 days for Business, unlimited for Enterprise)
- Account Information: Retained until account deletion is requested
- Audit Logs (Enterprise): Retained for compliance purposes as configured
You may request deletion of your data at any time by contacting us at privacy@hudboard.com.
6. Information Sharing
We do not sell, trade, or rent your personal information to third parties. We may share your information only in the following circumstances:
- With Your Organization: Information is shared with other users within your organization as determined by your administrator's permission settings.
- Service Providers: We may share information with third-party vendors who assist in providing the Service, such as hosting, analytics, error monitoring, performance monitoring, and session replay providers. These providers are authorized to process information only as needed to provide services to us and are bound by confidentiality or data processing obligations.
- Legal Requirements: We may disclose information if required by law, regulation, or legal process.
- Business Transfers: In connection with a merger, acquisition, or sale of assets, your information may be transferred.
- With Your Consent: We may share information with your explicit consent.
7. Your Rights and Choices
You have the following rights regarding your personal information:
- Access: Request a copy of the personal information we hold about you.
- Correction: Request correction of inaccurate or incomplete information.
- Deletion: Request deletion of your personal information, subject to legal retention requirements.
- Export: Request a portable copy of your data in a standard format (CSV, JSON).
- Opt-out: Opt out of non-essential communications at any time.
To exercise these rights, contact us at privacy@hudboard.com.
8. Cookies and Tracking
We use cookies and similar tracking technologies to:
- Maintain your session and authentication state
- Remember your preferences and settings
- Understand how you use the Service
- Improve performance and user experience
You can control cookies through your browser settings. Note that disabling cookies may affect the functionality of the Service.
We also use similar browser storage and telemetry technologies for error monitoring, performance monitoring, and session replay. Session replay may use browser session storage to keep a replay active across page refreshes during the same browser tab session.
9. Error Monitoring, Performance Monitoring, and Session Replay
We use Sentry to help identify, diagnose, and resolve errors, performance problems, and reliability issues in the Service. Sentry may receive technical information such as error messages, stack traces, browser and device details, page URLs, network request metadata, timestamps, and related diagnostic context.
We may also use Sentry Session Replay to understand what happened before or during an error or performance issue. Session replay is a video-like reconstruction of browser page structure and user interactions, such as page visits, clicks, scrolling, and navigation. It is not a camera recording and does not record your physical screen outside the Service.
We configure session replay with privacy protections intended to mask text and user input and block images and other media by default. Even with these protections, you should avoid entering sensitive information into fields or notes where it is not required for use of the Service.
10. Children's Privacy
The Service is not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.
11. International Data Transfers
Your information may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place to protect your information in accordance with this Privacy Policy and applicable law.
12. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last updated" date. You are advised to review this Privacy Policy periodically for any changes.
13. Contact Us
If you have any questions about this Privacy Policy or our data practices, please contact us: