HOSP privacy policy.

Effective date: 9 June 2026 · Last updated: 13 October 2026 · This version effective 13 October 2026

1. Who we are & the scope of this policy

HOSP is a compliance and operations platform for hospitality businesses (bars, hotels, and restaurants), operated by Litson PLLC, located at 54 Music Sq E, Suite 300, Nashville, TN 37203. This policy explains how we handle personal information in connection with the HOSP web and mobile applications and related services (together, the “Service”), and it applies however you access HOSP — through the web app or our mobile apps (iOS and Android). HOSP is a business-to-business service: our customers are hospitality operators, and most individuals who use HOSP are staff added by their employer.

2. Our roles: when we are a “controller” and when we are a “processor”

Because HOSP is used by businesses to manage their own staff and operations, our role under privacy law depends on the data:

HOSP as a processor (service provider). Most personal information in HOSP — staff records, incident reports, write-ups, checklists, documents and similar content — is provided or generated by our business customers (employers) and their staff. For this information the customer (employer) is the controller, and HOSP processes it on the customer’s behalf and instructions. If you are a member of staff and wish to exercise rights over your data, please contact your employer first; we will support the employer in responding.

HOSP as a controller. We act as a controller for the limited information whose use we determine ourselves — for example, the account and contact details of the administrators who set up and manage a customer account, our communications with customers, and information we use to operate, secure, and improve the Service.

3. Information we collect

Information you or your employer provide:

• Identity & contact: name, email address, phone number.
• Workplace details: role/position (e.g., front-of-house or back-of-house), assigned venue(s), department, start date, and professional certifications.
• Emergency contact details you provide (a contact’s name and phone number).
• User-generated content: incident reports, disciplinary write-ups, checklist entries, photos, and documents you upload.

Information collected automatically:

• A device identifier and standard log data (such as IP address and app events necessary to operate and secure the Service).
• On the web app, essential cookies to keep you signed in and protect your session. We do not use advertising or tracking cookies.
• Error and crash diagnostics via our provider (Sentry) — on our web app, mobile app, and servers — to detect and fix technical problems. We configure Sentry for crash/error reporting only: it does not record your screen or session (we do not use Sentry Session Replay), and we do not send your IP address or email address to Sentry.
• Calendar integrations data: if you use calendar integrations (see §10), a scrambled (hashed) form of each private calendar link you create, with when it was created and last used; the IP address of each calendar request, which we keep briefly in a rate-limit counter that is deleted automatically after about an hour to prevent abuse; and, when a customer’s administrator turns calendar integrations on, a record of who turned them on, when, and which version of the authorization wording they accepted; and, for BevLaw Group legal clients, a record of who turned BevLaw Group lawyers’ calendar access off or back on, and when.

Analytics & diagnostics. Through our product-analytics provider (PostHog), we collect the following to understand product usage and improve reliability:

• A pseudonymous device identifier (a device-level UUID that is not linked to your logged-in account).
• Device and context properties: device make/model, operating system, app version and build, language/locale setting, device time-zone setting, and screen size. These are settings reported by your device — they are not location data and are not derived from your IP address.
• Screen-view events recording which screen you viewed, expressed as the application’s generic route pattern (for example “/incidents/:id”) rather than a path containing the record’s own identifier. This tells us that a screen of that type was opened and when; neither the identifier of the record nor the contents of the record are sent to our analytics provider.
• App-lifecycle events (app installation, open, foreground, and background).

Information we do not collect. HOSP does not collect payment-card or banking details, date of birth, home/mailing address, location data — whether precise/GPS or approximate, including location derived from your IP address, social-media profile information, advertising identifiers, or advertising and cross-site tracking technologies.

What our analytics does not do. Our analytics is configured for data minimization: we do not use session replay or screen recording; we do not use touch or interaction autocapture; and we do not capture form-input contents. Analytics is pseudonymous at the device level only — we do not identify you as a logged-in user to our analytics provider. Sentry is configured with personal-information reporting off, and the only custom analytics event is limited to development builds (it is gated to development mode and does not run in the production app).

4. Confidentiality of user-generated content

Incident reports, write-ups, photos, documents, and similar content are private to the customer’s organization. They are accessible only to authorized users within that organization (according to the permissions the customer sets) and to authorized HOSP personnel and subprocessors as needed to provide the Service. HOSP does not publish this content publicly or post it to social media. Calendar integrations (see §10) never include incident reports, write-ups, notes, photos, or documents.

5. Device permissions

With your permission, the app accesses your device camera and photo library / storage so you can attach photos and documents to incident reports and records. These permissions are requested at the point of use, are optional, and can be managed in your device settings.

6. Sensitive information

Some content entered into HOSP — particularly incident reports and disciplinary write-ups — may include information that could be considered sensitive, such as references to a workplace injury or health matter, or to conduct. HOSP processes this information only as a processor, on the employer’s instructions, and only to provide the Service. The employer (controller) is responsible for any notice or consent required from the individual and for compliance with applicable employment and privacy laws. HOSP does not use sensitive information for any purpose other than providing the Service, and does not sell or share it.

7. How we use personal information

We use personal information to:

• provide, operate, and maintain the Service and its core features;
• create and manage accounts and control access (authentication and security);
• communicate with you about the Service — for example, account invitations and operational notifications;
• provide optional calendar integrations to eligible users who choose to use them (see §10);
• keep records and administer the Service;
• understand how the Service is used and improve its reliability and performance (product analytics and diagnostics);
• support compliance and the resolution of disputes;
• attribute content to the user who created it (for example, who logged an incident); and
• protect the security and integrity of the Service and prevent fraud and misuse.

We do not use personal information for advertising, and we do not build marketing or behavioral profiles. HOSP’s emails to users are transactional (invitations and notifications).

8. AI features

HOSP offers an AI assistant. When you use it, the content of your request — which may include business and incident information — is sent to our AI provider, OpenAI, through its API to generate a response; the assistant may also retrieve information from your organization’s HOSP data to answer your question.

We also use OpenAI to power automatic features: incident reports, documents, and similar content are automatically summarized, classified, and indexed (to make your content searchable) using OpenAI’s API as the content is created or updated — not only when you use the assistant.

Under OpenAI’s API terms, content submitted through the API is not used to train or improve OpenAI’s models, and OpenAI acts as our service provider with respect to that data. OpenAI may retain API content for a limited period (currently up to 30 days) to provide the service and detect abuse, after which it is deleted unless retention is legally required.

The AI assistant is informational — it helps answer questions and does not make automated decisions that produce legal or similarly significant effects about any individual. Accordingly, the automated-decision-making and profiling opt-out provisions of US state privacy laws do not apply to it.

9. We do not sell or share your personal information

HOSP does not sell personal information, and does not “share” it for cross-context behavioral advertising, as those terms are defined under the California Consumer Privacy Act (as amended by the CPRA) and similar US state laws. We do not use personal information to profile individuals in a way that produces legal or similarly significant effects. When a user chooses to send their HOSP calendar to a calendar app through calendar integrations (see §10), that disclosure is made at the user’s direction, HOSP receives no payment or other consideration for it, and it is not used for advertising, so it is not a sale or sharing of personal information.

10. Disclosure of personal information; our subprocessors

We disclose personal information only as needed to provide the Service or as permitted by law, including to: service providers (subprocessors) who process data on our behalf under contract; the calendar app a user chooses, at that user’s direction, where calendar integrations are in use (see “Calendar integrations” below); authorities, courts, or regulators where required by law or to establish or defend legal rights; and a successor entity in connection with a merger, acquisition, or sale of assets, subject to this policy.

Business transfers. If we or our assets are acquired, or in the unlikely event of bankruptcy, personal information may be among the assets transferred. We will provide notice — by email or a prominent notice on the Service — at least 30 days before personal information becomes subject to a different privacy policy as a result of any such transfer, and any acquirer will be required to honor this policy with respect to information collected before the transfer.

Calendar integrations. HOSP offers optional calendar integrations that let eligible users subscribe to their HOSP compliance calendar in a calendar app they choose (for example, Microsoft Outlook, Google Calendar, or Apple Calendar) by copying a private, read-only subscription link (an iCalendar or “ICS” link) into that app. Calendar integrations are off by default. Eligible users are a customer’s administrators and managers, once the customer’s administrator has turned calendar integrations on for the organization, and BevLaw Group lawyers and associates, for the BevLaw Group legal clients they are assigned to, under a firm-wide decision by BevLaw Group. HOSP can turn calendar integrations off for an organization but cannot turn them on. Lawyer use is allowed by default and does not depend on the client’s own calendar-integrations setting, but a BevLaw Group legal client’s administrator can turn it off in HOSP Settings; the lawyers’ calendar links then stop including that client’s dates from the next refresh, although the lawyers can still see the dates in HOSP. Customers that are not BevLaw Group legal clients never appear in a lawyer’s calendar. Other staff and HOSP’s own platform administrators cannot use calendar integrations.

What a calendar link includes. A calendar link shows compliance dates from the user’s HOSP calendar, never more than the user can see there: license expiry and renewal dates, contract end and renewal dates, and certification expiry dates, each with a short title (the license type or name and venue, the contract name, or the certification name with the staff member’s name). Managers see dates for their own venues, and administrators see dates for their whole organization, including coworkers’ certification expiry dates. For BevLaw Group lawyers and associates, each date is also labeled with the client’s name. Calendar links never include amounts, notes, documents, photos, or internal record identifiers.

How calendar links work. Each eligible user creates their own link. Anyone who has the link can see the dates it provides, so treat it like a password: do not share it, and do not add it to a shared calendar unless everyone who can see that calendar can already see the same dates in HOSP. HOSP stores only a scrambled (hashed) form of the link. The calendar app fetches the link periodically, and HOSP re-checks the user’s permissions each time, so dates the user can no longer see are no longer provided at the next refresh; calendar apps normally drop events that leave the feed, but HOSP cannot guarantee this. You can turn your link off or replace it at any time in HOSP. Links are turned off automatically when you change or reset your password, when a temporary password is issued for your account, when you log out of all devices, when your account is deactivated or deleted, and, for a customer’s administrators and managers, when the customer turns calendar integrations off.

Your calendar provider. The calendar app you choose processes calendar details under its own terms and privacy policy with you, at your direction. HOSP does not engage calendar providers as subprocessors for calendar integrations, so they are not listed below in that role. Once a calendar app has downloaded dates, HOSP cannot delete those copies; to remove them, remove the HOSP calendar from your calendar app.

The subprocessors we currently use are:

11. Where your information is stored

Personal information is stored and processed in the United States (Google Cloud and MongoDB Atlas, both us-central1). Analytics data collected through PostHog is also stored and processed in the United States (PostHog Cloud US). Calendar details a user sends to a calendar app are stored wherever that calendar provider stores them, under its own terms.

12. Security

We protect personal information using commercially reasonable technical and organizational measures, including encryption in transit and access controls. No method of transmission or storage is completely secure, and we cannot guarantee absolute security. You are responsible for keeping your account password, and any calendar link you create, confidential.

Data-breach notification. In the event of a data breach affecting your personal information, we will notify affected individuals and applicable regulators in accordance with applicable law, and — where HOSP is a processor — will notify the affected customer (controller) without undue delay so it can meet its own notification obligations.

13. How long we keep personal information

Where HOSP is a controller, we keep personal information for as long as needed for the purposes in this policy and to meet legal, accounting, or reporting obligations. Where HOSP is a processor, retention is determined by the customer (employer) and our agreement with them. IP addresses kept in the calendar-link rate-limit counter are deleted automatically after about an hour. Copies of calendar details downloaded by a calendar app are kept by that provider and are outside HOSP’s control (see §10).

14. Your rights and choices

If you are staff using HOSP through your employer: please direct requests to access, correct, or delete your information to your employer, who controls that data; HOSP will assist the employer in responding.

Where HOSP is the controller of your information, you may request to access, correct, or delete your personal information, subject to verification and legal exceptions, by contacting us using the details below. We will not discriminate against you for exercising your rights.

What deletion means. When a staff account is deleted in HOSP, we remove or de-identify the personal information associated with it — including name, email address, phone number, emergency-contact details, and certifications. We retain only a de-identified record (with no personal identifiers), and only where needed for legal, compliance, audit, or security purposes — for example, to preserve the integrity of incident reports and disciplinary records the account created.

Calendar links. If you use calendar integrations, you can turn off or replace your calendar link at any time in HOSP. To remove dates already copied to your calendar app, remove the HOSP calendar from that app. A customer’s administrator can turn calendar integrations off for the whole organization, which turns off the links created by that organization’s administrators and managers. A BevLaw Group legal client’s administrator can also, in HOSP Settings, stop BevLaw Group lawyers adding the client’s dates to their own calendars; the lawyers’ calendar links then stop including those dates from the next refresh.

15. US State privacy rights

States with applicable provisions: California, Colorado, Connecticut, Delaware, Florida, Tennessee, Utah, and Virginia. This section supplements the rest of this policy and applies to residents of the listed states; the Tennessee Information Protection Act took effect 1 July 2025.

Categories of personal information collected (last 12 months): identifiers (such as name, email, phone, IP address, account identifiers, and a pseudonymous device identifier); internet or other electronic network activity information (analytics events recording which screens were viewed in the app); audio/visual information (such as photos you upload); and professional or employment-related information.

Your rights (which vary by state) may include the rights to: know/access, correct, and delete your personal information; obtain a portable copy; opt out of the sale or sharing of personal information and of targeted advertising; limit the use of sensitive personal information; and not be discriminated against for exercising your rights. HOSP does not sell or share personal information, use it for targeted advertising, or profile individuals.

How to submit a request. Contact us using the details in §18. We will respond to a verifiable request within 45 days. If we need more time, we may extend by up to an additional 45 days (60 days where a state allows) and will let you know.

Identity verification. To protect your privacy, we will verify your identity before responding, typically by matching information you provide against information already associated with your account. We may request additional information if necessary.

Authorized agents. You may designate an authorized agent to submit privacy requests on your behalf. We will require written proof of authorization and may require you to verify your identity directly.

Right to appeal (Colorado, Virginia, and similar states). If we decline to act on your request, you may appeal by contacting us at the address in §18. We will respond within the time required by applicable law (generally 45 days, up to 60 in some states). If we deny your appeal, we will tell you how to contact your state attorney general to submit a complaint.

Do Not Track and Global Privacy Control. The Service does not currently respond to browser “Do Not Track” signals, as no consistent industry standard has been adopted. Because HOSP does not sell or share personal information, there is no sale/share to opt out of via a Global Privacy Control (GPC) signal; we will honor an applicable opt-out preference signal to the extent required by law.

16. Children’s privacy

HOSP is a workplace tool intended for adults and is not directed to children; we do not knowingly collect personal information from children under 13.

Because HOSP is used by employers, it may process data about staff who are minors (for example, employees aged 16–17) where their employer chooses to add it. HOSP processes that data as a processor on the employer’s instructions, and does not sell or share personal information, serve targeted advertising, or profile individuals — so the heightened “minor” provisions of US privacy laws are not triggered. The employer is responsible for ensuring it has the right to provide minor-employee data to HOSP and for complying with applicable child-labor and privacy laws.

17. Changes to this policy

We may update this policy to reflect changes to the Service or to legal requirements. We will post changes at this page and update the “last updated” date and, where significant or required by law, notify customers.

18. Contact us

Privacy contact: Catie Toole, Director of Operations — catie@litson.co

Litson PLLC, 54 Music Sq E, Suite 300, Nashville, TN 37203

19. This website

Website analytics. This marketing website (gethosp.com) uses Google Tag Manager and Google Analytics 4 to measure traffic and how visitors use the site. These tools set cookies and collect device and usage information as described in Google's privacy policy. You can block them with a browser setting or extension.