Privacy Policy

Introduction

Hardware & Software Lifecycle Support ("HSLS," "Company," "we," "us," "our") is committed to protecting your privacy and ensuring the security of any personal information we collect. This Privacy Policy ("Policy") describes how we collect, use, disclose, store, and protect information obtained from visitors to our website, clients who engage our managed IT services, and any other individuals who interact with our business in any capacity.

This Policy applies to all information collected through our website, our service delivery platforms, electronic communications (including email), and any other channels through which you may provide personal information to HSLS. By accessing our website, engaging our services, or otherwise providing personal information to us, you acknowledge that you have read and understood this Policy and consent to the collection, use, and disclosure practices described herein.

If you do not agree with the terms of this Privacy Policy, please do not access our website or engage our services. We encourage you to review this Policy periodically, as we may update it from time to time to reflect changes in our practices, technologies, legal requirements, or other factors.

Information We Collect

We collect information that you provide directly to us, information that is collected automatically when you use our website or services, and information obtained from third-party sources. The categories of information we collect include:

2.1 Information You Provide Directly

• Contact Information: Full name, email address, phone number, mailing address, company name, job title, and other identifiers you provide when filling out contact forms, requesting quotes, subscribing to communications, or engaging our services.
• Account and Service Information: Information provided during the service onboarding process, including organizational details, IT environment specifications, network configurations, system inventories, administrative credentials (stored using industry-standard encryption), and other technical details necessary for service delivery.
• Communication Records: Records of your communications with us, including emails, support tickets, phone call records, chat transcripts, and any feedback or surveys you complete.
• Financial Information: Billing addresses, payment method details (credit card numbers, bank account information), tax identification numbers, and purchase history. Payment processing is handled by PCI-DSS compliant third-party payment processors, and HSLS does not store full credit card numbers on our systems.

2.2 Information Collected Automatically

• Device and Browser Information: IP address, browser type and version, operating system, device type, screen resolution, language preferences, and unique device identifiers.
• Usage Data: Pages visited, time spent on pages, links clicked, referral URLs, access times and dates, and other browsing behavior on our website.
• Log Data: Server logs that record information about your interactions with our website and services, including requests made, responses received, error codes, and system performance metrics.

2.3 Information from Third Parties

We may receive information about you from third-party sources, including business partners, marketing platforms, public databases, social media platforms (when you interact with our social media presence), and data enrichment services. We may combine information received from third parties with information we already have about you to improve the accuracy of our records and to provide better service.

How We Use Your Information

We use the information we collect for the following purposes:

• Service Delivery: To provide, operate, maintain, and improve our IT infrastructure management services, including system diagnostics, endpoint configuration, database cleanup, peripheral integration, and uptime monitoring.
• Client Communication: To communicate with you about your account, services, support requests, invoices, service reports, scheduled maintenance, incident notifications, and other service-related matters.
• Onboarding and Support: To conduct infrastructure assessments, deploy monitoring tools, configure systems, troubleshoot issues, and provide technical support in accordance with your service agreement.
• Billing and Payments: To process payments, send invoices, manage subscriptions, and maintain financial records as required by applicable accounting and tax regulations.
• Marketing and Outreach: To send promotional communications, newsletters, case studies, and industry insights that we believe may be of interest to you. You may opt out of marketing communications at any time by following the unsubscribe instructions included in each message or by contacting us directly.
• Analytics and Improvement: To analyze usage patterns, measure the effectiveness of our website and marketing efforts, identify trends, and make data-driven decisions to improve our services, website, and user experience.
• Security and Fraud Prevention: To detect, prevent, and respond to security incidents, fraud, abuse, and other potentially harmful activities.
• Legal Compliance: To comply with applicable laws, regulations, legal processes, governmental requests, and to enforce our Terms of Service and other agreements.

Cookies and Tracking Technologies

Our website uses cookies and similar tracking technologies to collect and store certain information about your interactions with our website. Cookies are small text files placed on your device by websites you visit. They are widely used to make websites work efficiently, provide analytics information, and enable personalized experiences.

4.1 Types of Cookies We Use

• Essential Cookies: These cookies are necessary for the basic functioning of our website, including navigation, secure access to protected areas, and shopping cart functionality. Without these cookies, certain features of the website may not be available.
• Analytics Cookies: These cookies help us understand how visitors interact with our website by collecting and reporting information anonymously. We use this data to improve our website structure, content, and user experience. We may use third-party analytics services such as Google Analytics for this purpose.
• Functional Cookies: These cookies allow the website to remember choices you make (such as your preferred language or region) and provide enhanced, more personalized features.
• Marketing Cookies: These cookies may be set through our website by advertising partners to build a profile of your interests and show you relevant advertisements on other websites. They do not directly store personal information but are based on uniquely identifying your browser and device.

4.2 Managing Cookies

You can control and manage cookies through your browser settings. Most browsers allow you to refuse or accept cookies, delete existing cookies, and set preferences for certain websites. Please note that disabling cookies may affect the functionality of our website and your ability to access certain features. For more information about managing cookies, please refer to your browser's help documentation.

Information Sharing and Disclosure

HSLS does not sell, rent, or trade your personal information to third parties for their own marketing purposes. We may share your information with third parties only in the following circumstances:

• Service Providers: We may share information with trusted third-party service providers who perform services on our behalf, such as payment processing, email delivery, cloud hosting, data analytics, and customer support. These providers are contractually obligated to use your information only for the purposes of providing services to HSLS and to maintain appropriate confidentiality and security safeguards.
• Business Transfers: If HSLS is involved in a merger, acquisition, reorganization, bankruptcy, or sale of all or a portion of its assets, your information may be transferred as part of the transaction. We will notify you of any such change in ownership or control of your personal information.
• Legal Requirements: We may disclose your information if required to do so by law, regulation, court order, subpoena, or other legal process, or if we believe in good faith that such disclosure is necessary to protect the rights, property, or safety of HSLS, our clients, or the public.
• With Your Consent: We may share your information for any other purpose with your explicit consent.

Data Security

HSLS implements and maintains a comprehensive set of administrative, technical, and physical security measures designed to protect your personal information against unauthorized access, alteration, disclosure, or destruction. Our security practices include, but are not limited to:

• Encryption of personal data in transit using TLS 1.2 or higher and at rest using AES-256 encryption.
• Access controls based on the principle of least privilege, with role-based permissions for all systems containing personal data.
• Multi-factor authentication required for all administrative access to systems, databases, and management platforms.
• Regular vulnerability assessments, penetration testing, and security audits conducted by qualified personnel.
• Employee security awareness training conducted at onboarding and refreshed annually.
• Incident response procedures with defined escalation paths and notification timelines.
• Physical security measures at our office location, including restricted access and visitor management.

While we strive to use commercially acceptable means to protect your personal information, no method of transmission over the internet or method of electronic storage is one hundred percent secure. Therefore, while we endeavor to protect your personal information, we cannot guarantee its absolute security.

Data Retention

We retain your personal information for as long as necessary to fulfill the purposes for which it was collected, including to satisfy any legal, regulatory, accounting, or reporting requirements. The specific retention periods depend on the type of information and the purpose for which it was collected:

• Client service data: Retained for the duration of the active service relationship plus seven (7) years following termination, as required by applicable business and tax recordkeeping requirements.
• Financial records: Retained for seven (7) years in accordance with generally accepted accounting principles and IRS requirements.
• Website usage data: Retained for twenty-six (26) months from the date of collection.
• Marketing contact information: Retained until you opt out of marketing communications or request deletion, whichever occurs first.
• System logs and monitoring data: Retained for twelve (12) months, unless longer retention is required for incident investigation or legal compliance.

When personal information is no longer needed for its original purpose and no legal retention requirement applies, we will securely delete or anonymize the information in accordance with our data destruction procedures.

Your Privacy Rights

Depending on your state of residence and applicable law, you may have certain rights regarding your personal information. HSLS is committed to honoring these rights to the extent required by applicable law.

8.1 Rights Under the Colorado Privacy Act (CPA)

As a Colorado-based business, we are subject to the Colorado Privacy Act. Colorado residents have the following rights with respect to their personal data:

• Right to Access: You have the right to confirm whether we are processing your personal data and to access such data.
• Right to Correction: You have the right to correct inaccuracies in your personal data, taking into account the nature of the data and the purposes of processing.
• Right to Deletion: You have the right to request deletion of your personal data.
• Right to Data Portability: You have the right to obtain a copy of your personal data in a portable and readily usable format.
• Right to Opt Out: You have the right to opt out of the processing of your personal data for purposes of targeted advertising, sale of personal data, or profiling in furtherance of decisions that produce legal or similarly significant effects.

8.2 Rights Under the California Consumer Privacy Act (CCPA)

If you are a California resident, you may have additional rights under the CCPA, including the right to know what personal information we collect, use, and disclose; the right to request deletion of your personal information; the right to opt out of the sale of your personal information (HSLS does not sell personal information); and the right to non-discrimination for exercising your privacy rights.

8.3 Exercising Your Rights

To exercise any of the rights described above, please submit a verifiable request by contacting us using the contact information provided at the end of this Policy. We will respond to your request within forty-five (45) days of receipt, or within the timeframe required by applicable law. We may need to verify your identity before processing your request. If we are unable to verify your identity, we may request additional information from you.

Children's Privacy

Our website and services are not directed to children under the age of sixteen (16), and we do not knowingly collect personal information from children under sixteen. If we become aware that we have inadvertently collected personal information from a child under sixteen, we will take steps to delete such information promptly. If you believe that we may have collected personal information from a child under sixteen, please contact us immediately using the contact information provided below.

International Data Transfers

HSLS is based in the United States, and all personal information we collect is stored and processed within the United States. If you are accessing our website or services from outside the United States, please be aware that your information may be transferred to, stored, and processed in the United States, where data protection laws may differ from those in your jurisdiction. By providing your information to us, you consent to the transfer, storage, and processing of your information in the United States.

Third-Party Links

Our website may contain links to third-party websites, services, or applications that are not operated or controlled by HSLS. This Privacy Policy does not apply to any third-party websites or services. We are not responsible for the content, privacy policies, or practices of any third-party websites or services. We encourage you to review the privacy policies of any third-party websites or services before providing your personal information.

Do Not Track Signals

Some web browsers transmit "Do Not Track" (DNT) signals to the websites and other online services visited by the user. There is currently no universally accepted standard for what a website should do when it receives a DNT signal. At this time, HSLS does not respond to DNT signals. However, you may opt out of certain tracking technologies by adjusting your browser settings or by using the cookie management tools described in Section 4 of this Policy.

Changes to This Privacy Policy

HSLS reserves the right to update or modify this Privacy Policy at any time. When we make changes, we will revise the "Last Updated" date at the top of this page and, where appropriate, provide additional notice (such as adding a statement to our website or sending you a notification). We encourage you to review this Policy periodically to stay informed about how we are protecting the personal information we collect. Your continued use of our website or services after any changes to this Policy constitutes your acceptance of the updated Policy.