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Privacy and Security Policy

Effective Date: [Insert Date] Applies to: All services, communications, and digital interactions with [Your Company Name]

1. Our Commitment to Privacy

We believe that trust is earned through transparency and care. Whether you’re a customer, applicant, or visitor, your privacy and data security are treated with the highest level of diligence. We never sell or distribute personal data. Our systems are designed to protect your information while enabling clear, respectful communication.

2. What We Collect and Why

We collect only the data necessary to provide services, respond to inquiries, and improve your experience. This may include:

  • Contact details submitted via forms
  • Comments or reviews left on the site
  • Job application materials (e.g., resumes)
  • CRM data for service coordination and follow-up
  • Device/browser data used for spam and security filtering

All data is stored securely and encrypted where applicable. Job applicant data is deleted when no longer needed.

3. How We Use Your Data

Your data is used to:

  • Respond to service requests and inquiries
  • Coordinate scheduling and project details
  • Maintain communication through CRM tools like HubSpot
  • Improve site performance and security
  • Manage employee profiles for internal coordination

We do not share personal data with third parties, except where required by law or to fulfill essential service functions (e.g., secure email delivery, spam filtering).

4. Platforms and Tools We Use

We use the following platforms to manage business operations:

  • WordPress: Website and form interactions
  • Microsoft 365 for Business: Email, document management, and internal collaboration
  • HubSpot CRM: Customer relationship management and service tracking
  • Google Services: Analytics, Maps, and business listings

Each platform is configured with strict access controls, encryption, and multi-factor authentication where available. You can learn more about their privacy policies on their respective websites:

  • HubSpot Privacy Policy
  • Microsoft 365 Security Best Practices

5. Cookies and Tracking

Our site may use cookies to improve user experience. You can opt out of non-essential cookies at any time. Cookies may be used to:

  • Save form input for convenience
  • Track site performance and usage
  • Maintain login sessions (if applicable)

We do not use cookies for advertising or behavioral profiling.

6. Comments and Media

If you leave a comment or upload media:

  • Your IP address and browser info may be used for spam detection
  • Uploaded images should not contain location data (EXIF GPS)
  • Comments are moderated and not published without approval
  • Profile pictures may appear publicly if linked to a Gravatar account

7. Data Retention

  • Comments and form submissions are retained only as long as needed for service delivery or legal compliance
  • Job application data is deleted when no longer relevant
  • CRM data is retained for service continuity and customer support

8. Your Rights

You may request:

  • A copy of the personal data we hold about you
  • Correction or deletion of your data
  • Information about how your data is used

Requests can be made via our contact form or email.

9. Security Measures

We implement the following safeguards:

  • Encrypted data storage and transmission
  • Role-based access control for staff
  • Multi-factor authentication for admin systems
  • Regular updates and audits of plugins and software
  • Local and cloud backups with integrity checks

10. Employee and Customer Data

Employee profiles are used only to improve communication and service delivery. No personal or financial data is shared externally. All staff are trained in data handling and confidentiality.

11. Embedded Content and External Services

Our site may include embedded content (e.g., videos, maps). These services may collect data independently. We recommend reviewing their privacy policies before interacting.

12. Spam Protection and Form Security

We use CAPTCHA and automated spam filters to protect our forms and CRM. This helps ensure legitimate customer contact and prevents system overload.

13. Updates and Changes

This policy may be updated as our systems evolve. Any significant changes will be posted on this page.