Privacy Policy

1. Introduction

SystemLogicIT ("we," "us," or "our") respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, engage our services, or otherwise interact with us.

This policy applies to visitors to systemlogicit.com, prospective clients, current clients, and any individual whose personal data we process in the course of providing Managed IT Services, Cybersecurity, Cloud Services, and related offerings.

We operate in the United States and United Kingdom and comply with applicable data protection laws including the EU/UK General Data Protection Regulation (GDPR), the California Consumer Privacy Act as amended by the CPRA (CCPA/CPRA), and other applicable regulations.

2. Information We Collect

We collect information in three main ways: (a) information you provide to us directly, (b) information collected automatically when you use our website or services, and (c) information we receive from third parties.

2.1 Information You Provide

• Contact information — Name, email address, phone number, company name, job title
• Account information — Credentials, preferences, and billing details for client accounts
• Communications — Emails, support tickets, chat transcripts, and call recordings
• Payment information — Billing address, payment method (processed by third-party payment processors)
• Service information — Details about your IT environment, users, and business requirements provided during engagements

2.2 Information Collected Automatically

• Device & browser data — IP address, browser type, operating system, device identifiers
• Usage data — Pages viewed, links clicked, time on page, referring URLs
• Cookies & similar technologies — See Section 6 for details
• Log data — Server logs, error reports, and security event logs

2.3 Information from Third Parties

• Business contact data from partners or referrals
• Publicly available information from LinkedIn and business directories
• Data from security vendors and monitoring platforms used in service delivery

3. How We Use Information

We use personal information to:

• Provide, operate, and maintain our services
• Respond to inquiries, support requests, and communications
• Process payments and manage client accounts
• Deliver security monitoring, incident response, and IT support
• Send administrative, technical, and service-related messages
• Improve our website, services, and user experience
• Detect, prevent, and address fraud, security, or technical issues
• Comply with legal, regulatory, and contractual obligations
• Send marketing communications (only where permitted and with opt-out)

4. Legal Basis for Processing (GDPR)

If you are located in the UK or EEA, we process your personal data under one or more of the following legal bases:

• Contract — To perform our obligations under a contract with you (e.g., providing Managed IT Services)
• Legitimate interests — To operate and improve our business, prevent fraud, and ensure security
• Legal obligation — To comply with applicable laws and regulations
• Consent — Where you have provided explicit consent (e.g., marketing communications)
• Vital interests — In rare cases involving health or safety emergencies

5. How We Share Information

We do not sell your personal information. We may share information with:

• Service providers & sub-processors — Third parties that help us deliver services (cloud hosting, monitoring tools, security vendors, payment processors)
• Professional advisors — Lawyers, accountants, and auditors on a need-to-know basis
• Legal authorities — When required by law, court order, or to protect rights and safety
• Business transfers — In connection with a merger, acquisition, or sale of assets
• With your consent — Where you have asked us to share information

5.1 Sub-Processors

A current list of our sub-processors is available on request. Enterprise clients with a signed DPA receive notification of material sub-processor changes in advance.

6. Cookies & Tracking Technologies

We use cookies and similar technologies to operate our website, analyze traffic, and improve your experience. Cookie categories we use:

• Strictly necessary — Required for the website to function (cannot be disabled)
• Performance & analytics — Help us understand how visitors use the site
• Functionality — Remember preferences and settings
• Marketing — Used to deliver relevant content (only where consent is provided)

You can manage cookies through your browser settings. Disabling certain cookies may affect website functionality. For users in the UK/EEA, we obtain consent for non-essential cookies where required.

7. Data Retention

We retain personal data only as long as necessary for the purposes for which it was collected, including:

• Prospect & marketing data — Up to 24 months from last engagement
• Client account data — Duration of the engagement plus 7 years (for tax, legal, and audit purposes)
• Support tickets & logs — Typically 12–24 months
• Security event logs — 12–36 months depending on regulatory and contractual requirements
• Financial records — As required by applicable tax and accounting law

8. Data Security

We implement appropriate technical and organizational measures to protect personal data against unauthorized access, alteration, disclosure, or destruction. These include:

• Encryption in transit (TLS) and at rest for sensitive data
• Role-based access controls and least-privilege principles
• Multi-factor authentication (MFA) for all administrative access
• Continuous monitoring, logging, and incident response
• Regular security assessments and employee training
• Vendor risk management and sub-processor due diligence

9. International Data Transfers

We operate from the United States and United Kingdom. When personal data is transferred across borders, we implement appropriate safeguards, including:

• Standard Contractual Clauses (SCCs) — For transfers from the UK/EEA to the US
• UK International Data Transfer Addendum — Where UK data is transferred outside the UK
• Contractual and technical safeguards — Encryption, access controls, and data minimization

10. Your Rights

Depending on your location, you may have the following rights:

• Access — Request a copy of the personal data we hold about you
• Correction — Request correction of inaccurate or incomplete data
• Deletion — Request deletion of your personal data (subject to legal retention requirements)
• Restriction — Request that we restrict processing of your data
• Portability — Receive your data in a structured, machine-readable format
• Objection — Object to processing based on legitimate interests
• Withdraw consent — Where processing is based on consent
• Lodge a complaint — With your local supervisory authority

To exercise any of these rights, contact us at info@systemlogicit.com. We will respond within the timeframes required by applicable law (typically 30 days for GDPR, 45 days for CCPA).

11. California Residents (CCPA/CPRA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act as amended by the California Privacy Rights Act:

• Right to know — What categories of personal information we collect, use, and disclose
• Right to delete — Subject to legal exceptions
• Right to correct — Inaccurate personal information
• Right to opt out of sale/sharing — We do not sell personal information
• Right to limit use of sensitive personal information
• Right to non-discrimination — For exercising your privacy rights

To exercise your CCPA/CPRA rights, contact info@systemlogicit.com with the subject line "California Privacy Request."

12. Children's Privacy

Our services are designed for business use and are not directed to individuals under the age of 16. We do not knowingly collect personal information from children. If you believe a child has provided us with personal data, please contact us and we will take prompt steps to delete it.

13. Marketing Communications

We may send you marketing communications if you have opted in or where permitted by law. You can opt out at any time by:

• Clicking the unsubscribe link in any marketing email
• Emailing info@systemlogicit.com with the subject "Unsubscribe"

Transactional and service-related communications (billing, security alerts, support responses) are not marketing and cannot be opted out of while you maintain an active account with us.

14. Client Data Handled Through MSP Services

When we provide Managed IT Services, we may process data on behalf of our clients, including data belonging to their employees, customers, or systems. In those cases:

• We act as a data processor (or sub-processor) and the client is the data controller
• Processing is governed by our Master Services Agreement and, where applicable, a Data Processing Agreement (DPA)
• We process client data only on documented instructions and for the purposes of delivering contracted services
• We implement technical and organizational measures appropriate to the risk, including encryption, access controls, and continuous monitoring
• We assist clients with data subject requests, breach notifications, and regulatory obligations as required
• Client data is deleted or returned upon termination in accordance with contractual terms

15. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. When we make material changes, we will:

• Update the "Last updated" date at the top of this page
• Provide notice on our website or by email where required
• Obtain consent where required by applicable law

We encourage you to review this policy periodically.

16. Contact Us

For questions, requests, or concerns about this Privacy Policy or how we handle your personal data, contact us at:

• Email: info@systemlogicit.com
• Privacy Requests: info@systemlogicit.com (subject: "Privacy Request")
• Data Protection Officer: Available on request for enterprise clients with a signed DPA

If you are in the UK/EEA and are not satisfied with our response, you have the right to lodge a complaint with your local supervisory authority — for example, the Information Commissioner's Office (ICO) in the UK or your national data protection authority in the EEA.

This Privacy Policy is provided for informational purposes and does not create contractual rights beyond those established by applicable law or a signed agreement with SystemLogicIT.