Privacy Policy

Last updated: September 15, 2026

This policy explains how Aloha Sunshine, LLC, based in Vancouver, Washington, United States ("we," "us," or "our") handles information when you use Hot Seat at hotseat.events or its hosted website. Hot Seat is an AI reflection service for adults 18 and older.

Information we collect

• Account information: your first name, email address, account identifier, sign-in activity, and verification and session information. Passwords and verification codes are processed through our authentication service; we do not store plaintext passwords in the conversation database.
• Conversations and feedback: your questions, messages, AI responses, conversation dates, recommended videos, ratings, beta survey answers, and optional comments. These records are associated with your account.
• Usage and security information: visit dates, conversation counts, service errors, AI usage and cost measurements, and information used to prevent abuse. Our hosting and authentication providers may process IP addresses, browser information, and technical logs.
• Invitations: if you invite a friend, we process their email address and your first name to send the invitation. We retain delivery information and a hashed recipient identifier to prevent duplicate or abusive invitations. The email provider processes the recipient address and message.

How we use information

We use information to operate accounts, provide AI responses, save reflections, personalize conversations, deliver requested emails, manage free usage limits, troubleshoot problems, and improve Hot Seat. Authorized people supporting Hot Seat may review conversations and feedback for quality, safety, and beta evaluation. Conversations are not confidential communications with a therapist or other licensed professional.

Previous conversations and personal context

Hot Seat may use relevant saved conversations from your account in future chats. You can tell it not to reference previous context, or not to remember a particular conversation. This controls recall; it does not delete the stored conversation. To remove a saved conversation, use Delete in My Reflections.

Sensitive information

What you write may reveal personal experiences, relationships, religious or philosophical beliefs, or health information. Please avoid sharing identifying or sensitive personal information, including information about other people. We process the content you choose to submit to respond to you and for the uses described above.

Service providers and sharing

Hot Seat uses OpenAI to generate and check responses, Supabase for authentication, Resend for email delivery, and ChatGPT Sites and Cloudflare for hosting and storage. Relevant conversation content, including selected previous context and your first name, may be sent to the AI provider. Providers may process information in the United States and other places where they operate, subject to their terms and applicable law.

OpenAI states that API data is not used to train its models by default, unless the API customer opts in. Provider retention and safety processing can still apply; Hot Seat does not promise zero retention by its providers. See OpenAI’s data-use explanation.

The current beta does not include advertising trackers or a feature that sells your personal information. We may also disclose information when required by law or reasonably necessary to protect users, prevent fraud, or protect legal rights.

Cookies and staying signed in

We use an essential session cookie to keep you signed in. It is set for up to 30 days and renewed during account use. Signing out ends that session; blocking cookies may prevent sign-in. Our service providers may use essential security technologies.

Invitations, sharing, and external videos

Email invitations include your first name and a link to Hot Seat, not your conversation. Inviting someone does not add them to a marketing mailing list. Only invite people who would reasonably expect your invitation. Sharing through your device, text messages, or social platforms is handled by those services. Opening a YouTube or other external link is subject to that provider’s privacy practices. Video discovery may send a general topic to a search or video service.

Retention and deletion

Saved conversations remain available until deleted; the beta does not currently apply an automatic expiry period to conversation content. Deleting a reflection removes its conversation content and associated feedback from the active app database and excludes it from future recall. Limited records may remain to enforce usage limits and prevent abuse. Starting a new conversation or signing out does not delete your history.

Provider logs and backups may remain subject to their retention practices or legal requirements; deletion from the app does not guarantee immediate deletion from every provider system. For account closure, access, correction, or other deletion requests, contact us below. Account-wide deletion is handled by request, not an in-app account-delete button.

Your choices and rights

You can choose what to share, decline optional feedback, manage saved reflections, and stop using Hot Seat. Depending on your location, applicable law may give you additional rights to access, correct, delete, obtain a copy of, or limit certain uses of your information. Contact us to make a request. We may need to verify your identity before acting and will respond as required by applicable law.

Security and age restrictions

We use sign-in controls and encrypted connections to help protect information, but no service can guarantee absolute security. Chats must be processed by our systems and providers and are not end-to-end encrypted. Hot Seat is not intended for anyone under 18. If you believe a minor has provided personal information, please contact us.

Changes and contact

We will update the date on this page when this policy changes and provide additional notice or request consent when required. For privacy questions or requests, contact Aloha Sunshine, LLC at 808-271-1101. Please avoid leaving sensitive conversation details in voicemail.