Privacy Policy

HoytBot FileOps, powered by The Hoytster AI Solutions, is committed to handling information responsibly. This Privacy Policy describes what information we collect, how we use it, and how we protect it.

Information We May Collect

When you submit an intake request, contact us, or use this website, HoytBot FileOps may collect the following information:

• Name
• Email address
• Phone number
• Company name
• Client type (contractor, PA, attorney, property manager, etc.)
• Project or file type
• Uploaded documents, including claim documents, estimates, photos, and correspondence
• Mortgage loss draft documents
• Recoverable depreciation documents
• CRM or job-file information
• SOP or workflow descriptions
• Payment status information provided by the client

We also collect standard technical information automatically when you visit the site, such as browser type, device type, and general usage data through cookies or site tools (see our Cookie Notice).

How We Use Information

Information provided to HoytBot FileOps is used only to:

• Review the intake request and determine service fit
• Scope the service and confirm pricing
• Communicate with the client about the review
• Organize and assess the submitted documents
• Prepare file summaries, action reports, workflow reviews, or documentation support reports
• Provide service-related follow-up

We Do Not Sell Your Information

HoytBot FileOps does not sell, rent, or trade personal information to third parties for marketing or commercial purposes.

When We May Share Information

Information may be shared only in the following circumstances:

• With service providers needed to operate the site, process forms, manage email, conduct file review, communicate payment instructions, or manage client intake (such as HubSpot, Cloudflare, or similar platforms)
• With professionals involved in the review at the client's direction
• With legal or regulatory authorities if required by applicable law, court order, or legal process

Data Security

HoytBot FileOps uses reasonable administrative, technical, and organizational safeguards to protect information provided for review. No electronic transmission or storage method can be guaranteed 100% secure. Clients should evaluate their own security practices when transmitting sensitive documents.

Data Minimization

Clients should not upload documents unrelated to the requested review. Providing only what is needed for the scope of the review is encouraged.

Retention

Documents and intake records may be retained as needed for service delivery, business records, quality control, legal compliance, or dispute prevention, unless deletion is requested and retention is not otherwise required by law or business necessity.

Cookies

This site may use cookies and similar technologies. See our Cookie Notice for details.

Contact

For privacy questions or requests, contact: teamhoytster@gmail.com