Privacy Policy.
Last updated: July 31, 2026
1. Who we are
Hotline LMS is operated by Hotline Labs ("we", "us", "our"). We are the data controller for personal data collected through the hotlinelms.com website and the Hotline LMS platform. You can contact us at hello@hotlinelms.com.
2. What data we collect
We collect the following categories of personal data:
- Account data: name, email address, company name, password (hashed), and role when you create an account.
- Learning data: course progress, completion status, quiz scores, time spent, and certificate records.
- Payment data: billing information processed by Stripe. We do not store credit card numbers on our servers.
- Usage data: IP address, browser type, pages visited, and session duration for analytics and security.
- Contact form data: name, email, company, and message when you contact us.
- Mobile app data: if you use the Hotline LMS mobile app, we process the same account and learning data listed above, plus your device push-notification token and platform (iOS or Android) to deliver notifications, and, once enabled, crash and error diagnostics via Sentry to keep the app stable. The app does not access your contacts, photos, or location.
3. How we use your data
- To provide and operate the Hotline LMS platform.
- To manage your account and process payments via Stripe.
- To track learning progress and issue certificates.
- To send transactional emails (account confirmations, password resets, course notifications).
- To send mobile push notifications about your courses, deadlines, and certificates, if you enable them on your device.
- To respond to your support requests and contact form submissions.
- To improve our platform based on usage patterns.
- To comply with legal obligations.
4. Multi-tenant data isolation
Hotline LMS is a multi-tenant platform. Each tenant's data (users, courses, progress, certificates) is isolated at the database level. Tenant A's data is never accessible to Tenant B. All database queries are scoped by tenant ID.
5. Data sharing
We do not sell your personal data to third parties. We share data only with:
- Stripe: for payment processing.
- Email service providers: for sending transactional emails (e.g., SendGrid or Postmark).
- Hosting providers: for infrastructure (servers, CDN, storage).
- Google (Firebase Cloud Messaging): to deliver mobile push notifications to your device.
- Sentry: for mobile app crash and error diagnostics, when enabled.
- Law enforcement: if required by law or valid legal process.
6. Data retention
We retain your data for as long as your account is active. If you cancel your subscription, we retain your data for 90 days to allow export, then delete it. Audit logs may be retained longer for legal compliance. You can request data export or deletion at any time by contacting us.
7. Your rights
Depending on your jurisdiction, you may have the right to:
- Access the personal data we hold about you.
- Request correction of inaccurate data.
- Request deletion of your data.
- Export your data in a portable format (CSV).
- Object to processing or request restriction.
To exercise any of these rights, email us at hello@hotlinelms.com.
8. Cookies
We use essential cookies for session management and authentication. We do not use third-party tracking cookies or advertising cookies. See our Cookie Policy for details.
9. Security
We protect your data with HTTPS encryption, bcrypt password hashing, CSRF protection, rate limiting, and role-based access controls. See our Security page for full details.
10. Changes to this policy
We may update this policy from time to time. We will notify you of material changes by email or by posting a notice on the platform. The "last updated" date at the top reflects the most recent revision.
11. Contact
For privacy-related questions or requests, contact us at hello@hotlinelms.com.