Privacy Policy
ELMIDA Solutions is committed to protecting your privacy. This policy explains how we collect, use, disclose, and safeguard your information.
ELMIDA Solutions ("we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website and use our managed IT services. By using our website or services, you agree to the collection and use of information in accordance with this policy.
1. Information We Collect
1.1 Information you provide to us
When you interact with our website or services, we may collect:
- Contact information: first name, last name, email address, phone number, company name.
- Business information: number of employees, industry, IT needs, and optional messages you provide through contact forms.
- Account information: login credentials, billing information, and service preferences for clients.
- Communication records: correspondence with our support team, service requests, and feedback.
By providing your email address, you may receive marketing communications from us. You can unsubscribe at any time using the link provided in our emails.
1.2 Information collected automatically
When you visit our website, we automatically collect:
- Usage data: IP address, browser type, device information, operating system, pages visited, time spent, and referring URLs.
- Cookies and tracking technologies: we use cookies, web beacons, and similar technologies (see Section 7).
- Analytics data: Google Analytics and Microsoft Clarity to understand how visitors interact with our website.
1.3 Information from third-party sources
- Business partners and referral sources.
- Public databases and industry directories.
- Third-party service providers we use to deliver our services.
1.4 Client data through service delivery
As a Managed Service Provider, we may have access to:
- IT system data: network configurations, device information, software inventories.
- User information: employee names, email addresses, system access logs.
- Business data: files, communications, and other information stored on systems we manage.
- Protected Health Information (PHI): in limited cases where we provide services to healthcare clients.
Important: We act as a service provider and, where applicable, a Business Associate under HIPAA. We do not own or control client data and only access it to provide contracted services.
2. How We Use Your Information
We use the information we collect to:
- Provide and manage our services: deliver IT support, cybersecurity, backup, and other managed services.
- Respond to inquiries: answer questions submitted through contact forms or support channels.
- Improve our services: analyze usage patterns to enhance functionality and quality.
- Communicate with you: send service updates, security alerts, important notices, and marketing communications.
- Marketing and promotions: send information about our services, industry insights, and special offers (you can opt out at any time).
- Ensure security: monitor for threats, prevent fraud, and protect our systems and clients.
- Comply with legal obligations: meet regulatory requirements and respond to legal requests.
- Business operations: billing, account management, documentation, and internal record-keeping.
2.1 Email marketing communications
We may send marketing emails about our services and industry insights. All marketing emails include a clear unsubscribe link, our physical business address, and an accurate subject line. You may opt out at any time by clicking unsubscribe or contacting info@ELMIDASolutions.com or (646) 825-3900. We process opt-out requests within 10 business days. We comply with the CAN-SPAM Act and all applicable email marketing regulations.
2.2 SMS communications
If you opt in to SMS communications, we may send messages related to customer care and support, appointment reminders, account notifications, service updates, and verification codes. Message frequency may vary. Message and data rates may apply. We do not sell, rent, or share personal information for marketing purposes. SMS consent is not shared with third parties or affiliates. Reply STOP to opt out, or HELP for assistance.
3. How We Share Your Information
We do not sell, rent, or trade your personal information. We may share information in the following circumstances:
3.1 Service providers
We share information with trusted third-party vendors who help us deliver our services, including IT management platforms, communication tools, billing and CRM systems, email marketing platforms, and cybersecurity and backup providers. These providers are contractually obligated to protect your information.
3.2 Business transfers
If ELMIDA Solutions is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction.
3.3 Legal requirements
We may disclose your information to comply with laws, respond to government requests or court orders, protect the rights, property, or safety of ELMIDA Solutions, our clients, or others, and enforce our agreements.
3.4 With your consent
We may share your information for other purposes with your explicit consent.
4. Data Security
We implement appropriate technical and organizational measures, including:
- Encryption: data is encrypted in transit and at rest where applicable.
- Access controls: strict limitations on who can access client data.
- Security monitoring: continuous monitoring for threats and vulnerabilities.
- Employee training: regular cybersecurity awareness training.
- Vendor management: due diligence and contractual safeguards with third-party providers.
However, no method of transmission or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.
5. Data Retention
We retain your information for as long as necessary to fulfill the purposes outlined in this policy, unless a longer retention period is required or permitted by law.
- Website inquiries: retained as long as needed to respond and for business records.
- Email marketing list: retained until you unsubscribe or request deletion.
- Client data: retained for the duration of our service relationship.
- Post-termination: data is retained for 30 days after service termination unless required by law or agreed otherwise, after which it may be securely deleted.
6. Your Privacy Rights
6.1 General rights
- Access: request a copy of the personal information we hold.
- Correction: request correction of inaccurate information.
- Deletion: request deletion, subject to legal and contractual obligations.
- Objection: object to certain processing of your information.
- Opt-out: unsubscribe from marketing communications at any time.
- Data portability: request transfer of your information.
6.2 California residents (CCPA)
California residents have additional rights including the right to know, the right to delete, the right to opt out of the sale of personal information (we do not sell), and the right to non-discrimination for exercising privacy rights.
6.3 European Union residents (GDPR)
EU residents have rights under the GDPR, including the right to lodge a complaint with a supervisory authority.
To exercise your rights, contact us at info@ELMIDASolutions.com or (646) 825-3900.
7. Cookies and Tracking Technologies
7.1 What are cookies?
Cookies are small text files stored on your device that help us improve your experience and analyze site usage.
7.2 Types of cookies we use
- Essential cookies: necessary for website functionality.
- Analytics cookies: help us understand how visitors use our site (Google Analytics, Microsoft Clarity).
- Functional cookies: remember your preferences and settings.
7.3 Managing cookies
You can control cookies through your browser settings. Disabling cookies may affect website functionality.
8. Third-Party Links
Our website may contain links to third-party websites. We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies before providing any personal information.
9. Children's Privacy
Our services are not directed to individuals under 13. We do not knowingly collect personal information from children. If we become aware that we have collected information from a child under 13, we will take steps to delete it promptly.
10. HIPAA Compliance
For clients in the healthcare industry, ELMIDA Solutions may act as a Business Associate under HIPAA. In such cases:
- We enter into Business Associate Agreements (BAAs) with covered entities.
- We implement appropriate safeguards to protect PHI.
- We comply with HIPAA privacy and security requirements.
- We limit access to PHI to authorized personnel only.
11. International Data Transfers
Your information may be transferred to and processed in locations outside your state or country. We take appropriate measures to ensure your information receives adequate protection in accordance with applicable privacy laws.
12. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. We will post the updated policy on this page with a revised "Last Updated" date. For material changes, we may provide additional notice.
13. Contact Us
If you have questions or requests regarding this Privacy Policy, contact us:
ELMIDA Solutions
Email: info@ELMIDASolutions.com
Phone: (646) 825-3900
Questions about how we handle your data?
Reach out — we are happy to walk you through anything in this policy in plain language.