Privacy Policy

Overview

Hotwash ("we," "our," or "us") provides after-action review tools for first responders. We are deeply committed to the privacy and security of your data. This privacy policy explains how we collect, use, process, and protect your information.

Information We Collect

We collect basic user information necessary for account creation, authentication, and service delivery:

• Name

• Email address

• Organization affiliation

Audio Processing and AI Training

Due to the sensitive nature of first responder operations, we handle your audio and transcription data with the strictest privacy configurations available:

• Real-Time Processing: Audio recordings are processed in real-time and are not permanently stored on Hotwash servers.

• Summary Storage: Only the text summaries generated from your recordings are stored in our secure database. These are accessible strictly to authorized members of your organization.

• No First-Party AI Training: Hotwash explicitly does not use your audio content, transcripts, or summaries to train our own artificial intelligence or machine learning models.

• Enterprise Vendor Protections: We utilize secure, enterprise-tier API endpoints for our transcription and summarization partners (Google Gemini and AssemblyAI). We actively enforce strict "Zero Data Retention" (ZDR) policies and have formally opted out of all model-training programs with these providers.

• No Third-Party AI Training: Because of these enforced enterprise configurations, your audio and text data is explicitly restricted from being logged, retained, or used to train the underlying foundation models of our third-party AI vendors.

Data Security

We implement robust, industry-standard security measures to protect your information from unauthorized access, alteration, or destruction:

• Encryption in Transit: All data transmitted between your application and our database (Google) is strictly enforced over HTTPS and encrypted using Transport Layer Security (TLS 1.2+).

• Secure Authentication: User authentication is managed securely via Google Auth, utilizing the OAuth 2.0 protocol over HTTPS to ensure your login credentials remain protected.

Data Retention

We retain your data only for as long as necessary to provide our services:

• Account information is retained while your account is active.

• Text summaries are stored for the duration of your organization's active subscription.

• You or your organization's administrator can request the complete deletion of your data at any time by contacting our support team.

Data Sharing

We do not sell or rent your personal information or organizational content. Access to your information is strictly limited to:

• Authorized members of your specific organization.

• Our vetted service providers who require temporary, restricted access solely to provide the core computational services (e.g., transcription API processing), governed by the strict data retention rules outlined above.

• Advertising and analytics partners (Google, Meta, LinkedIn, and RB@B) via website scripts to measure site activity, deliver retargeting ads, and associate visitor activity with business contact profiles.

Cookies and Tracking Technologies

We use cookies, web beacons, third-party tracking pixels (specifically Google Analytics, the Meta Pixel and LinkedIn Insight Tag), and identity resolution technologies (such as RB2B) on our public website.

• What We Collect: When you visit or log in to our website, cookies and similar technologies may be used by our online data partners or vendors to associate these activities with other personal information they or others have about you, including by association with your email. We (or service providers on our behalf) may then send communications and marketing to these email addresses.

• Purpose: We use this data to analyze site traffic, measure campaign performance, deliver retargeted advertisements across Meta and LinkedIn, and conduct direct B2B outreach to prospective organizations.

• App Data Boundary: Tracking scripts and identity tools are strictly restricted to our public marketing pages. We never deploy tracking scripts inside our core application, nor do they touch your operational audio, transcripts, or incident summaries.

Your Cookie & Ad Choices

You can opt out of collection and use of information for ad targeting by adjusting your preferences directly on platform settings:

• RB2B / Direct Outreach: Opt out of identity matching and web-based marketing outreach by visiting app.retention.com/optout (or rb2b.com/rb2b-gdpr-opt-out for international/GDPR requests).

• Meta (Facebook/Instagram): Manage ad settings via your Facebook Account Settings ->‬ Ad Preferences.

• LinkedIn: Manage ad choices via LinkedIn Account Settings ‭->‬ Data Privacy ‭->‬ Advertising Data.

• Google Analytics: You can opt out of Google Analytics tracking across all websites by installing the Google Analytics Opt-out Browser Add-on (tools.google.com/dlpage/gaoptout).

• Browser Settings: You can also disable cookies or block tracking scripts using your browser settings or ad-blocking extensions.

Changes to This Policy

We may update this privacy policy periodically to reflect changes in our practices, technology, or legal requirements. We will notify users directly of any material changes to these terms.

Contact Us

If you have any questions, concerns, or require compliance documentation regarding this privacy policy or our security infrastructure, please contact us at support@hotwash.com.