Privacy Policy
Effective Date: November 15, 2025
Last Updated: November 15, 2025
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 https://www.ELMIDASolutions.com and use our managed IT services.
Please read this Privacy Policy carefully. 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
We may also collect other information you voluntarily provide to us in connection with your use of our website or services.
By providing your email address, you may receive marketing communications from us about our services, industry insights, and relevant updates. 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 on pages, and referring URLs
- Cookies and Tracking Technologies: We use cookies, web beacons, and similar technologies to enhance your experience and analyze website traffic (see Section 8 for details)
- Analytics Data: We use Google Analytics and Microsoft Clarity to understand how visitors interact with our website
1.3 Information from Third-Party Sources
We may receive information about you from:
- 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 website functionality and service quality
- Communicate with you: Send service updates, security alerts, important notices, and marketing communications about our services
- Marketing and promotions: Send you information about our services, industry insights, tips, 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, respond to legal requests, and enforce our agreements
- Business operations: Billing, account management, documentation, and internal record-keeping
2.1 Email Marketing Communications
We may send you marketing emails about our services, industry news, and relevant business insights. All marketing emails include:
- A clear and easy way to unsubscribe
- Our physical business address
- Accurate subject lines that reflect the email content
You can opt-out of marketing emails at any time by: – Clicking the “unsubscribe” link in any marketing email – Contacting us at [email protected] or (718) 618-5658
We will process your opt-out request within 10 business days. Note that even if you opt-out of marketing emails, we may still send you important service-related communications if you are a client.
We comply with the CAN-SPAM Act and all applicable email marketing regulations.
We do not sell, rent, or trade your personal information. We may share your 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: For remote monitoring, ticketing, and documentation
- Communication tools: For project management and client collaboration
- Billing and CRM systems: For invoicing and customer relationship management
- Email marketing platforms: For sending newsletters and marketing communications
- Cybersecurity and backup providers: For security monitoring and data protection
These providers are contractually obligated to protect your information and use it only for the purposes we specify.
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.
We may disclose your information if required to:
- Comply with applicable laws, regulations, or legal processes
- Respond to government requests or court orders
- Protect the rights, property, or safety of ELMIDA Solutions, our clients, or others
- Enforce our Terms of Service or other agreements
3.4 With Your Consent
We may share your information for other purposes with your explicit consent.
We implement appropriate technical and organizational measures to protect your information, 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 for our team
- Vendor management: Due diligence and contractual safeguards with third-party providers
However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.
We retain your information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law.
- Website inquiries: Contact form data is retained as long as needed to respond to your inquiry and for our business records
- Email marketing list: Email addresses are retained until you unsubscribe or request deletion
- Client data: Active client information is retained for the duration of our service relationship
- Post-termination: After service termination, data is retained for 30 days unless required by law or agreed otherwise, after which it may be securely deleted
You may request deletion of your personal information at any time (see Section 7).
Depending on your location, you may have the following rights regarding your personal information:
- Access: Request a copy of the personal information we hold about you
- Correction: Request correction of inaccurate or incomplete information
- Deletion: Request deletion of your personal information, 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 to another service provider
If you are a California resident, you have additional rights under the California Consumer Privacy Act:
- Right to know: What personal information we collect, use, disclose, and sell (we do not sell personal information)
- Right to delete: Request deletion of your personal information
- Right to opt-out: Opt-out of the sale of personal information (not applicable as we do not sell data)
- Right to non-discrimination: We will not discriminate against you for exercising your privacy rights
If you are located in the European Union, you have rights under the General Data Protection Regulation, including the right to lodge a complaint with a supervisory authority.
To exercise your rights, contact us at [email protected] or (718) 618-5658.
Cookies are small text files stored on your device that help us improve your website experience and analyze site usage.
- 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
You can control cookies through your browser settings. Note that disabling cookies may affect website functionality. For more information:
- Google Analytics opt-out: https://tools.google.com/dlpage/gaoptout
- Microsoft Clarity opt-out: https://clarity.microsoft.com/
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.
Our services are not directed to individuals under the age of 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.
For clients in the healthcare industry, ELMIDA Solutions may act as a Business Associate under the Health Insurance Portability and Accountability Act (HIPAA). In such cases:
- We enter into Business Associate Agreements (BAAs) with covered entities
- We implement appropriate safeguards to protect Protected Health Information (PHI)
- We comply with HIPAA privacy and security requirements
- We limit access to PHI to authorized personnel only
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.
We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will post the updated policy on this page with a revised “Last Updated” date. We encourage you to review this policy periodically.
For material changes, we may provide additional notice, such as a statement on our homepage or direct communication to clients.
If you have questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:
ELMIDA Solutions
Email: [email protected]
Phone: (718) 618-5658
Website: https://www.ELMIDASolutions.com
Your privacy matters to us. We are committed to transparent data practices and protecting the information you entrust to us.
