Legal

Privacy Policy

Effective November 10, 2026. Hughes Solutions LLC, 500 W 21st St, Norfolk, VA 23517.

This policy explains what Hughes Solutions LLC ("we") collects through Let's Sit Down, why, and your choices. Short version: we use your information to run your meetings and bookings, we don't sell it, we don't share it for ads, and we never use your meetings to train AI.

Who this covers

Hosts have accounts. Guests join a meeting or book a time. For what's said in a host's meetings, the host decides what is recorded and shared, and we process it on the host's behalf.

What we collect

• Hosts: name, email, the name guests see, business name, branding, calendar availability and connected calendars, plan and billing status (Stripe holds card details; we never see full card numbers), API keys (stored as a scrambled code we can't read back), and usage like hosted hours.
• Guests: the name, email and phone you enter, the time you book, answers to a host's booking questions, and when you joined and left a meeting.
• Meetings: live audio and video pass through our video provider to the people in the room. When a host records, we keep the recording (audio only unless the host turns on video), a transcript and AI written notes.
• Payments for bookings: processed by Stripe for the host; we receive the status and amount, not your card number.
• Site visits: standard server logs (IP address, browser, pages). We don't use advertising trackers.

Why we use it

• To provide the Service: run meetings, take bookings, send confirmations and reminders, make recordings, transcripts and notes for the host, and let the host send attendees a summary.
• To bill paid plans, prevent fraud and abuse, keep the Service secure, and follow the law.
• To send hosts account emails (sign-in codes, receipts, renewal notices, a short setup series you can turn off).

What we don't do

• We don't sell personal information or share it for ads based on what you do on other sites.
• We don't use recordings, transcripts or notes to train AI models.
• We don't add guests to any marketing list.

Text messages

If you give a phone number, we may text you a sign-in code, a meeting link, or reminders about a meeting you booked or were invited to. Messages come only for those purposes. Message frequency varies. Message and data rates may apply. Consent to texts isn't a condition of any purchase. Reply STOP to stop texts or HELP for help. We don't share mobile numbers or text consent with anyone for their marketing, and mobile information is never sold or shared with third parties or affiliates for marketing or promotional purposes.

If a host connects their own AI

When a host connects an AI assistant with a Sit Down key, what they ask it and what it fetches (meeting titles, summaries, transcripts and action items) is handled by that AI company under the host's own account and that company's terms.

Who we share with

Only service providers that help run the Service, under contracts that limit their use: video and audio delivery, hosting and storage, transcription and AI note writing, email delivery, text delivery, calendar connections you turn on, payments, and DNS. We may also share information if the law requires it, to protect people's safety or rights, or as part of a business transfer with notice to you.

How long we keep it

Recordings, transcripts and notes: while the host's account exists, or until the host asks us to delete them. Bookings: while the host's account exists. Billing records: as tax law requires. Server logs: up to 90 days. Deleted items leave our routine backups within 35 days.

Security

We use HTTPS on every page, keep recordings in private storage that isn't publicly listed, protect sign-in with one-time codes, and keep API keys only as scrambled codes we can't read back. No system is perfectly secure; if a breach affects your information, we'll tell you as the law requires.

Your choices and rights

You can ask to access, correct, download or delete your personal information, and to opt out of any sale or targeted advertising (we don't do either). Residents of Virginia (VCDPA), California and other states with privacy laws may have these rights by law; we offer them to everyone. If we deny a request, you can appeal by replying to our answer; we'll answer appeals within 60 days, and if we still say no, you can contact your state attorney general. To ask, use the help page or reply to any email from us, or write to Hughes Solutions LLC, 500 W 21st St, Norfolk, VA 23517. We'll verify the request comes from you and answer within 45 days. If you're a guest, some requests about a host's meeting go to that host too.

Children

Hosts must be 18 or older. We don't knowingly collect information from children under 13.

Changes

We'll post updates here with a new date, and email hosts about material changes.