Privacy policy

Last updated: May 5, 2026

HotBell LLC (“HotBell,” “we,” “our,” or “us”) operates this website and related online services, including account registration, wholesale ordering, business verification, support, warranty, Return Merchandise Authorization (“RMA”), and related communications.

HotBell LLC is a business-to-business wholesale distributor. HotBell sells products only to verified resellers, dealers, installers, integrators, distributors, retailers, commercial purchasers, government agencies, educational institutions, and other approved business entities.

HotBell does not sell directly to consumers or end-users.

This Privacy Policy explains how we collect, use, disclose, retain, and protect personal information and business information when you visit our website, create an account, place an order, submit business verification materials, request support, request warranty service, request an RMA, or otherwise communicate with us.

Our website is powered by Shopify, which enables us to operate our online store and provide related services. Shopify may collect and process information as described in this Privacy Policy and in Shopify’s own privacy notices.

1. Information We Collect

Depending on how you interact with HotBell, we may collect or process the following categories of information:

Business contact information: name, business name, title, billing address, shipping address, phone number, fax number, and email address.

Account information: username, password, account preferences, account status, reseller status, wholesale access status, and communication settings.

Business verification information: business license information, resale certificates, EIN documentation, GST/HST registration information, tax exemption documentation, marketplace information, business references, website information, government purchasing documentation, and related records.

Transaction information: products viewed, quoted, ordered, purchased, returned, replaced, repaired, credited, refunded, or subject to warranty or RMA review.

Payment information: payment method details, transaction confirmations, billing details, credit approval information, deposits, wire transfer information, ACH information, and related payment records. Payment card data may be processed by Shopify, payment processors, financial institutions, or other service providers.

Shipping and fulfillment information: shipping addresses, carrier information, tracking numbers, delivery details, freight information, customs documentation, import/export information, and related logistics records.

Support and RMA information: order numbers, invoice numbers, serial numbers, product details, troubleshooting history, descriptions of issues, requested resolutions, photographs, videos, support tickets, emails, fax communications, diagnostic information, warranty-related records, and RMA-related records.

Communications: information you provide when contacting sales, service, support, billing, or other HotBell representatives.

Device and usage information: IP address, browser type, device identifiers, operating system, referring URLs, pages viewed, search activity, cookies, session data, and other information about how you interact with our website.

Compliance information: tax records, exemption documentation, resale documentation, import/export documentation, fraud prevention information, sanctions screening information, and records required for legal, regulatory, audit, accounting, operational, or compliance purposes.

2. Sources of Information

We may collect information from the following sources:

Directly from you or your business when you create an account, apply for wholesale access, place an order, submit documents, contact us, request support, request warranty service, or request an RMA.

Automatically through our website, Shopify, cookies, pixels, analytics tools, security tools, log files, and similar technologies.

From service providers, including Shopify, payment processors, shipping providers, freight providers, tax compliance providers, fraud prevention providers, IT providers, customer support tools, analytics providers, email providers, fax providers, automation tools, and cloud service providers.

From business partners, marketplaces, public business records, government databases, references, and other third-party sources used for verification, compliance, fraud prevention, account review, or transaction review.

3. How We Use Information

We may use information for the following purposes:

To create, verify, approve, manage, suspend, or terminate wholesale accounts.

To verify reseller, dealer, installer, integrator, distributor, retailer, commercial purchaser, government, educational, nonprofit, tax-exempt, or other business status.

To process orders, purchase orders, quotes, payments, invoices, credits, refunds, deposits, and related transactions.

To arrange shipping, delivery, freight, customs documentation, export documentation, and fulfillment.

To evaluate, approve, deny, or process tax exemption, resale, GST/HST, PST, VAT, or similar documentation.

To provide business support, troubleshooting, warranty review, repair review, replacement review, credit review, refund review, and RMA processing.

To communicate with you about orders, account status, quotes, invoices, support requests, warranty requests, RMA requests, policy updates, security issues, compliance matters, and other business matters.

To operate, maintain, secure, personalize, analyze, and improve our website, wholesale services, support processes, and business operations.

To detect, investigate, prevent, or respond to fraud, unauthorized activity, security incidents, misuse, policy violations, regulatory violations, export violations, sanctions issues, or other harmful activity.

To comply with legal, tax, accounting, audit, customs, import/export, sanctions, dispute resolution, arbitration, and regulatory obligations.

To enforce our Terms and Conditions of Sale, policies, invoices, agreements, rights, and remedies.

To send business-related marketing, product, availability, wholesale, or promotional communications where permitted by law.

4. AI-Assisted and Automated Systems

HotBell may use AI-assisted systems, automated ticket handling, automated email processing, fax processing, remote diagnostics, workflow automation, and similar tools to support business operations.

These systems may help process support requests, RMA requests, troubleshooting information, account communications, order communications, document review, and other business records.

Automated communications may be used as part of HotBell’s normal operational processes.

HotBell may review, store, and use information submitted through support, service, RMA, troubleshooting, email, fax, account, or online forms for operational, compliance, warranty, legal, and recordkeeping purposes.

5. How We Disclose Information

We may disclose information to third parties for legitimate business, operational, legal, compliance, and commercial purposes, including:

Shopify: to host and operate our online store, process transactions, support account functionality, improve services, and provide related Shopify-powered features.

Payment processors and financial institutions: to process payments, refunds, deposits, credit approvals, fraud checks, and payment disputes.

Shipping, freight, customs, and logistics providers: to fulfill orders, arrange delivery, process freight, manage customs, and handle import/export documentation.

Tax and compliance providers: to verify tax exemption status, resale certificates, GST/HST information, VAT information, tax obligations, and compliance requirements.

Technology and service providers: including IT providers, cloud hosting providers, security providers, analytics providers, customer support systems, email providers, fax providers, automation tools, and workflow providers.

Professional advisors: including attorneys, accountants, auditors, insurers, consultants, and collection agencies.

Government, regulatory, customs, law enforcement, or dispute resolution authorities: where required or permitted by law, legal process, arbitration, audit, investigation, or compliance obligation.

Affiliates, successors, or transaction parties: in connection with a merger, acquisition, financing, reorganization, sale of assets, bankruptcy, or similar business transaction.

Other parties at your direction: when you authorize, request, or direct us to disclose information.

6. Relationship with Shopify

Our website is powered by Shopify. Information submitted through our website may be transmitted to and processed by Shopify and Shopify-related service providers in order to operate the website, process transactions, provide checkout functionality, support fraud prevention, improve services, and provide other Shopify features.

Shopify may also process certain information independently as described in Shopify’s own privacy notices. To learn more about how Shopify uses personal information and how privacy rights may be exercised with respect to Shopify, please review Shopify’s privacy resources.

7. Cookies and Tracking Technologies

We and our service providers may use cookies, pixels, tags, scripts, analytics tools, log files, and similar technologies to operate the website, remember preferences, secure accounts, analyze traffic, improve performance, support marketing, and detect fraud or misuse.

Your browser may allow you to block, delete, or manage cookies. Some website features may not function properly if cookies are disabled.

8. Marketing Communications

We may send business-related marketing, wholesale, product, availability, promotional, or informational communications where permitted by law.

You may opt out of promotional email communications by using the unsubscribe link included in those emails or by contacting us.

Even if you opt out of promotional communications, we may still send non-promotional communications related to your account, orders, invoices, support requests, warranty requests, RMA requests, policy updates, security issues, compliance matters, or other business transactions.

9. Data Retention

We retain information for as long as reasonably necessary to operate our business, manage accounts, process transactions, provide support, administer warranties and RMAs, comply with legal and tax obligations, resolve disputes, enforce agreements, prevent fraud, maintain records, and satisfy audit, accounting, customs, import/export, compliance, and regulatory requirements.

Retention periods may vary depending on the type of information, the purpose for which it was collected, legal requirements, and operational needs.

10. Security

We use reasonable administrative, technical, and organizational measures designed to protect information. However, no method of transmission, storage, or processing is completely secure. We cannot guarantee perfect security.

You are responsible for maintaining the confidentiality of your account credentials and for restricting access to your account.

Please notify us promptly if you believe your account has been accessed without authorization.

11. International Transfers

We may transfer, store, and process information in the United States, Canada, and other jurisdictions where we, Shopify, or our service providers operate.

These jurisdictions may have data protection laws that differ from those in your location.

Where required by applicable law, we rely on appropriate transfer mechanisms for cross-border data transfers.

12. Your Privacy Rights and Choices

Depending on where you are located, you may have certain rights regarding your personal information.

These rights may include the right to request access, correction, deletion, portability, restriction, objection, or opt-out of certain processing activities, including certain targeted advertising or sale/share activities as defined by applicable law.

These rights are not absolute and may apply only in certain circumstances.

We may deny or limit a request where permitted by law, including where information is needed for legal compliance, tax compliance, fraud prevention, dispute resolution, warranty administration, RMA processing, accounting, audit, security, or business recordkeeping purposes.

To exercise privacy rights, please contact us using the contact information below. We may need to verify your identity and authority before processing your request.

13. Authorized Agents

Where permitted by applicable law, you may designate an authorized agent to submit a privacy request on your behalf.

We may require proof of authorization and may also require you to verify your identity directly with us.

14. Children’s Privacy

HotBell’s website and services are intended for business purchasers only and are not intended for children.

We do not knowingly collect personal information from children under the age of majority in their jurisdiction.

If you believe a child has provided personal information to us, please contact us so we can review and take appropriate action.

15. Third-Party Websites and Links

Our website may contain links to third-party websites, platforms, tools, or services.

We are not responsible for the privacy, security, accuracy, content, policies, or practices of third-party websites or services.

You should review the privacy policies and terms of any third-party websites or services you visit or use.

16. Business Accounts and End-Users

HotBell does not provide direct support, warranty service, troubleshooting, setup assistance, shipping support, RMA support, or technical assistance to end-users.

End-users should contact the reseller or business from whom the product was purchased.

If a reseller, dealer, installer, integrator, distributor, retailer, or other business purchaser provides HotBell with information about an end-user, customer, employee, contractor, or other third party, that purchaser represents that it has the right and authority to provide such information to HotBell for the applicable business, support, warranty, RMA, legal, or compliance purpose.

17. Legal, Compliance, and Enforcement Uses

We may use and disclose information as necessary to comply with applicable laws, regulations, tax requirements, customs requirements, import/export rules, sanctions laws, legal process, arbitration requirements, court orders, subpoenas, audits, investigations, law enforcement requests, and governmental requests.

We may also use and disclose information to enforce our Terms and Conditions of Sale, invoices, agreements, policies, rights, and remedies; to collect unpaid balances; to investigate violations; and to protect HotBell, our employees, contractors, customers, service providers, and others.

18. Changes to This Privacy Policy

We may update this Privacy Policy from time to time for operational, legal, regulatory, compliance, or business reasons.

Updated versions will be posted on this website with a revised “Last updated” date.

Your continued use of the website or continued business with HotBell after an updated Privacy Policy is posted means you acknowledge the updated Privacy Policy.