Effective date: October 16, 2026
This notice explains what personal information Hat Boy Software, Inc. collects when you use hatboysoftware.com, send us a message, chat with our website assistant, or call our main number. It also explains why we collect it, who processes it for us, how long we keep it, and what you can ask us to do with it.
Who we are
Hat Boy Software, Inc. (“Hat Boy Software”, “we”, “us”) is a software and cloud engineering firm.
Hat Boy Software, Inc.
1205 Office Park Drive Suite B
Oxford, MS 38655
United States
Email: info@hatboysoftware.com
Phone: (662) 626-0732
We decide how and why the information described here is used.
The short version
- We collect what you choose to send us: your name, email address, phone number, company and message. We use it to reply and to work with you.
- The website chat and our phone line are answered by AI. A person on our team reads what you send and follows up.
- Our site analytics don’t use cookies, and we don’t store your IP address with them.
- We don’t sell your information. We don’t use advertising trackers or share your information for advertising.
- You can ask us what we hold about you, or ask us to correct or delete it, by emailing info@hatboysoftware.com.
What we collect, and why
When you browse the site
Site analytics. On the live site, a small analytics script sends us information about how pages perform and are used. We use Microsoft Azure Application Insights for this. It records:
- the page you viewed, and the website that linked you to us (the site’s name only, not the full address)
- page speed measurements (Core Web Vitals)
- clicks on phone and email links, links to other sites, and buttons
- on blog posts, how far down the article you scrolled (25%, 50%, 75% or 100%)
- searches you run in the blog search box, and how many results they found
- whether a contact form submission succeeded or failed, without the contents of the form
- campaign tags in a link you followed (for example
utm_source=linkedin) - general technical details your browser sends, such as browser type, operating system and approximate location (country or city, worked out from your IP address)
Application Insights uses your IP address to work out approximate location when the data arrives, then discards it. We don’t store it with the analytics data. The script doesn’t set cookies. It may keep a random session identifier and a short queue of not-yet-sent events in your browser’s storage. Neither identifies you.
We use this to find out whether the site works (for example, whether the contact form is reaching us), which pages are useful, and what people search for that we haven’t written about.
Server logs. Like most websites, the service that hosts and delivers our pages keeps a log of requests: your IP address, the page requested, the time, and your browser’s user-agent. We use these logs to keep the site secure and running.
How you found us. As you browse, a script on the site notes in your browser where your visit started (the referring site or campaign tag) and which articles you read. This is kept only in that browser tab’s session storage. It is never sent anywhere unless you send us a message through the contact form or chat. If you do, a short summary is attached so the person replying has context. The contact form shows you what will be included before you send it.
Map. The map on our contact page loads from Google Maps only if you choose to show it. Until you do, nothing is requested from Google. Once it loads, Google receives your IP address and browser details and handles them under Google’s privacy policy.
When you use the contact form
The form asks for your name, email address and message, and optionally your company, phone number and subject. With it we send the “how you found us” summary described above.
We use this to reply to you, to understand what you need, and, if you become a client, to manage our work together. Your submission is stored as a lead in our customer relationship management (CRM) system, Omnisnia. Submissions may be checked automatically, including with AI, to separate sales pitches and spam from real enquiries. A person reviews them.
When you chat with Ava on the website
Ava, the website chat assistant, is an AI. When you send a message we receive:
- what you type
- the page you are on
- the “how you found us” summary described above
Your messages are processed by Microsoft Azure OpenAI to generate replies. Your browser keeps the conversation in that tab’s session storage so it survives a page change. It is cleared when you close the tab. Our server keeps the conversation’s working state for a short time (hours), so Ava can follow the conversation.
If you ask us to get in touch or ask for help, Ava files a note in our CRM with the details you gave and a summary or record of the conversation, so a person can follow up. Please don’t type passwords, payment card numbers or other sensitive information into the chat.
When you call us
Our main number, (662) 626-0732, is answered by an AI receptionist. A person on our team follows up. During a call we receive your phone number (caller ID) and what you say.
Calls are transcribed so the receptionist can understand and respond. We don’t keep audio recordings of calls. If you leave your details or ask for help, or if the call ends before that happens, the receptionist files a lead or support case in our CRM. It includes your phone number, the details you gave and the call transcript. The call’s working state on our server lasts a short time (hours).
Our phone carriers (Telnyx and Microsoft Azure Communication Services) carry the call and handle call records as a normal part of providing phone service. Speech is processed by Microsoft Azure AI services.
When you email us or work with us
If you email us or become a client, we keep your correspondence and the contact and business details needed for the work. Engagements are also covered by their own agreements, which take priority over this notice for that work.
Why we’re allowed to use it
In plain terms, we use your information:
- Because you asked us to. You contacted us, and we need your details to reply or to take steps you’ve requested before a contract.
- To carry out a contract with you or your organization.
- For our legitimate business interests: running and securing the website, understanding which content is useful, keeping a record of business contacts, and filtering spam. We keep these uses limited and don’t use them to build advertising profiles.
- To meet legal obligations, such as tax and accounting records for clients.
Who processes your information for us
We use service providers to run the site and handle enquiries. They process information on our behalf and only for the services they provide to us.
| What they do | Provider |
|---|---|
| Website hosting and delivery, server logs | Microsoft Azure |
| Site analytics | Microsoft Azure Application Insights |
| Chat and phone AI (generating replies, speech processing) | Microsoft Azure, including Azure OpenAI |
| Chat and phone backend | Microsoft Azure |
| Customer relationship management (leads, support cases, booking) | Omnisnia CRM, operated by Nandeshou, LLC |
| Phone carriers | Telnyx; Microsoft Azure Communication Services |
| Map on the contact page (only when you choose to show it) |
Our providers are based in the United States, and your information is processed there.
We may also disclose information if the law requires it, to protect our rights or the safety of others, or as part of a sale or reorganization of our business (in which case this notice would continue to apply to it).
We don’t sell your information
We don’t sell or rent personal information. We don’t share it with third parties for their own marketing or for advertising. The site has no advertising or social-media tracking pixels.
How long we keep it
| Information | How long |
|---|---|
| Leads, support cases, correspondence and client records in our CRM | While we have a business relationship with you or your organization, or until you ask us to delete them, unless we must keep them longer for legal or accounting reasons |
| Chat conversation in your browser | Until you close the browser tab |
| “How you found us” summary in your browser | Until you close the browser tab |
| Chat and call working state on our server | Short-lived (hours) |
| Site analytics | Up to 90 days |
| Server request logs | Up to 90 days |
AI disclosure
Ava, the website chat assistant, and the receptionist on our phone line are AI systems. They can make mistakes. They don’t make decisions about you with legal or similarly significant effects. They answer questions and pass your request to a person on our team, who follows up.
Children
This site is for businesses. It isn’t directed at children under 13, and we don’t knowingly collect information from them. If you believe a child has sent us personal information, contact us and we’ll delete it.
Security
We protect information with access controls, encryption in transit (HTTPS), and providers’ encrypted storage. Only people who need it to do their jobs can see it. No system is perfectly secure, so please don’t send us passwords, payment card numbers or other sensitive information through the form, chat or phone line.
Your choices and rights
You can:
- Ask what we hold about you, and get a copy.
- Ask us to correct information that’s wrong.
- Ask us to delete your information. We’ll delete it unless we have to keep it for legal or accounting reasons, and tell you if so.
- Tell us to stop contacting you.
- Browse without analytics by blocking scripts or using a content blocker. The site still works. The map only loads if you choose to show it.
- Clear what’s stored in your browser by closing the tab or clearing your browser’s site data.
To make a request, email info@hatboysoftware.com or write to us at the address above. Tell us the email address or phone number you used so we can find your records. We may need to confirm it’s you before we act. We’ll respond within 30 days, and sooner where we can. Depending on where you live, you may have further rights under local law, including the right to complain to a data protection authority. We’ll honor those rights where they apply.
Changes to this notice
If we change how we handle personal information, we’ll update this page and the effective date at the top. If a change is significant, we’ll say so on this page.
Contact
Questions about this notice or your information: info@hatboysoftware.com, (662) 626-0732, or Hat Boy Software, Inc., 1205 Office Park Drive Suite B, Oxford, MS 38655.