Privacy Policy

1. Introduction and Scope

This Policy governs the personal and operational information that NetSurX LLC handles in connection with our website, our customer relationships and the systems we design, build and steward. It applies to visitors to our website, prospective clients who contact us, current clients and their authorized staff, suppliers and partners who work with us, and individuals whose information reaches us through legitimate business activity.

Where we act as a service provider on behalf of a client, that client is the controller of the data and we process it only on documented instructions. Where we operate our own website and dispatch office, we act as the controller. This Policy does not cover third party websites or services that we do not control, even when we link to them.

By using our website or engaging our services, you acknowledge that you have read this Policy. If you do not agree with it, please do not use our website and contact us with any questions before engaging our services.

2. Who We Are

NetSurX LLC is a computer integrated systems design firm working in the professional, scientific and technical services sector. Our registered and operating details are set out below and are the correct destination for any privacy question or request.

Our practice covers enterprise systems architecture, control room and line integration, legacy modernization, data pipeline and telemetry engineering, field service portals and managed systems stewardship. Each of these activities may require us to handle information, and this Policy describes how that is done.

3. Information We Collect

We collect only the information that is necessary to answer your inquiry, deliver our services, run our business safely and meet our legal obligations. The categories of information we may collect include contact details, business details, correspondence content, technical website data, and operational data entrusted to us in the course of a systems project.

We do not collect special category information such as health data, biometric data or information revealing political or religious beliefs, and we do not ask for it. If you volunteer such information to us without request, we will delete it unless a legal duty requires us to keep it.

• Identity and contact information such as name, employer, role, email address, postal address and telephone number.
• Business information such as the organization you represent, the site you operate and the services you need.
• Correspondence such as emails, call notes, contact form contents and meeting records.
• Technical data such as browser type, device type, approximate region, referring page and pages visited.
• Operational data that a client entrusts to us during design, integration or stewardship of their systems.

4. Information You Provide Directly

Most of the information we hold about you is information you give us yourself. When you complete our contact form, send an email to support@netsurx.lol, call +13185835853 or meet our engineers on site, you may provide your name, contact details, the name of your organization and details about the systems you operate. We use that information to understand your requirement and to respond to it.

During a project you may share drawings, tag lists, network diagrams, asset registers, photographs of equipment and similar operational material. This material is treated as confidential client information and is handled under the terms of our engagement. We ask that you share only what is required for the work and that you avoid sending unnecessary personal information about your own staff.

If you provide information about another person, you confirm that you have the authority to do so and that the person has been given this Policy or an equivalent notice.

5. Information Collected Automatically

When you visit our website, our hosting environment may record limited technical information such as the pages you request, the time of your request, your browser type, your device type and a truncated network address. This information is used to keep the site available, to diagnose faults and to understand which pages are useful. It is not used to build advertising profiles and it is not sold.

Our contact form is designed to open your own email client rather than transmit your message to a third party server. That means the content of your message stays under your control until you choose to send it. We nonetheless advise you not to include sensitive personal information in any web form or email.

6. Information from Business Partners

We may receive information about you from a business partner, such as a general contractor, an engineering firm or a vendor who recommends our services. When that happens, we ask the partner to confirm that they have a lawful basis to share your details and that you have been told your information will be passed on. We use partner supplied information for the same purposes described in this Policy, and we apply the same protections to it.

We may also receive limited information from public registers, trade directories and professional networks where that information helps us verify a business contact. We do not purchase bulk personal data lists and we do not use scraped personal information for marketing.

7. How We Use Information

We use the information we collect for clear and limited purposes. The main purposes are to respond to your inquiry, to prepare and perform our contracts, to keep our systems and our clients systems secure, to meet legal and accounting duties, and to improve the quality of our work. We do not use your information for automated decision making that produces legal effects about you.

• To answer questions and provide quotations, scopes and schedules.
• To deliver, commission and steward the systems we build.
• To communicate about projects, incidents, maintenance windows and reports.
• To keep accurate business records and to issue and collect invoices.
• To detect, prevent and investigate fraud, security incidents and misuse.
• To comply with applicable law and to respond to lawful requests from authorities.
• To understand website usage in aggregate so we can improve our content.

Where we wish to send you marketing about services similar to those you already use, we will do so only where the law permits and we will always provide a simple way to opt out. You may opt out of marketing at any time without affecting the delivery of services you have already engaged.

8. Legal Bases for Processing

Where data protection law requires a legal basis for processing, we rely on one or more of the following. We process information to perform a contract with you or to take steps at your request before entering a contract. We process information for our legitimate business interests, such as securing our systems, answering inquiries and improving our services, provided those interests are not outweighed by your rights. We process information to comply with legal obligations, including tax, accounting and record keeping duties. Where we rely on consent, such as for certain marketing, we will ask for it clearly and you may withdraw it at any time.

Where you are an employee of a client, our processing is usually necessary for the performance of the contract between us and your employer, or for our legitimate interest in delivering that contract safely.

9. How We Share Information

We do not sell your personal information, and we do not rent it or trade it. We share information only in the limited circumstances described below, and only to the extent necessary.

• With service providers who support our business, such as hosting, email, accounting and legal advisors, under written confidentiality obligations.
• With a client, where we process information on that client behalf and the client is the controller.
• With professional advisers such as auditors and insurers when necessary and proportionate.
• With authorities where the law requires disclosure or where disclosure is necessary to protect rights, safety or property.
• With a successor in the event of a merger, acquisition or transfer of all or part of our business, subject to this Policy continuing to apply.

When we share information with a processor, we put a written contract in place that limits the processor to acting on our instructions and requires appropriate security and confidentiality measures.

10. Service Providers and Processors

Like most businesses, we rely on a small number of specialist providers to operate. These may include a website hosting provider, an email provider, an accounting platform and information technology support. Each provider is selected for competence and reliability, and each is bound to protect the information it handles on our behalf.

We review our providers periodically and we require them to notify us of any incident that affects information we have entrusted to them. We do not permit our providers to use information for their own marketing or to combine it with data from unrelated sources.

If a provider is located outside the United States, we take steps to ensure that information receives an adequate level of protection, as described in the section on international data transfers.

11. Cookies and Similar Technologies

Our website is intentionally lightweight and does not rely on advertising cookies or cross site tracking pixels. Where cookies are used at all, they are used to support the basic operation and security of the site, such as remembering a session state or protecting a form from abuse. These cookies are not used to identify you to advertisers.

You can control cookies through your browser settings. Blocking essential cookies may affect how parts of the website work. We do not use cookies to make decisions about you, and we do not share cookie data with advertising networks.

If we ever introduce analytics that rely on cookies, we will update this Policy and, where required, ask for your consent before setting them.

12. Data Retention

We keep personal information only for as long as it is needed for the purpose for which it was collected, or for as long as the law requires. Inquiry records that do not lead to an engagement are normally kept for a short period and then deleted. Contract and project records are kept for the duration of the engagement and for a defined period afterward to satisfy tax, accounting, warranty and legal requirements.

Operational data entrusted to us by a client is retained according to the terms of that engagement and the instructions of the client. When an engagement ends, we return or delete the client data as the client directs, unless a legal duty requires us to retain it.

When the retention period ends, information is securely deleted or irreversibly anonymized so that it can no longer be linked to an individual.

13. Data Security

We take the security of information seriously because our clients operate critical systems. We apply administrative, technical and physical safeguards that are appropriate to the sensitivity of the information and the risks it faces. These safeguards include access controls, least privilege, encrypted transport, secure configuration, regular patching and clear procedures for handling incidents.

Only personnel and providers who need access to information to perform their work are granted it, and access is reviewed as roles change. We train our people to recognize phishing, social engineering and other threats, and we require strong authentication for our business systems.

No method of storage or transmission is completely secure. While we work hard to protect information, we cannot guarantee absolute security. If we become aware of a breach that affects your information, we will notify you and the relevant authorities as required by law, and we will act quickly to contain and remedy it.

14. International Data Transfers

We are based in the United States and we generally store and process information there. Some of our providers may operate infrastructure in other countries. Where information is transferred across borders, we take steps to ensure it continues to receive a level of protection consistent with this Policy and with applicable law.

Those steps may include contractual protections that require the recipient to protect the information, checks on the legal environment of the destination, and technical measures such as encryption. You may contact us for more information about the safeguards that apply to a particular transfer.

15. Your Privacy Rights

Depending on where you live and on the nature of our relationship, you may have certain rights over your personal information. We honor these rights without discrimination and we make the process straightforward.

• The right to know whether we hold personal information about you and to request a copy.
• The right to request correction of information that is inaccurate or incomplete.
• The right to request deletion of information that we no longer need and are not required to keep.
• The right to request restriction of certain processing or to object to processing based on legitimate interests.
• The right to withdraw consent where processing is based on consent.
• The right to request portability of information you provided to us in a structured, machine readable form.
• The right to opt out of marketing communications at any time.

To exercise a right, contact us at support@netsurx.lol or by phone at +13185835853. We may need to verify your identity before acting on a request. We will respond within the time required by applicable law, and we will explain any reason if we are unable to comply in full.

16. Privacy for Children

Our website and services are intended for businesses and professionals. They are not directed at children, and we do not knowingly collect personal information from children. If you believe that a child has provided information to us, please contact us and we will take prompt steps to delete it.

If our practices ever change in a way that involves children, we will update this Policy and put appropriate safeguards in place before any such collection begins.

17. Industrial and Operational Data

A large part of our work involves operational technology, control systems and telemetry. Operational data such as process readings, asset identifiers, alarm histories and maintenance records is usually business information rather than personal information, but it can become personal when linked to an identifiable person such as an operator or a technician.

We handle operational data with exceptional care because interruptions can affect safety, production and public services. Access is limited to the engineers who need it for the engagement, activity is logged, and data is segregated between clients. Where we design systems that collect operational data, we build in the minimization, retention and access controls that the client requires and that the law demands.

18. Third Party Links

Our website may contain links to external resources such as standards bodies, vendors or industry publications. These sites operate under their own privacy practices, and we are not responsible for their content or their handling of information. We encourage you to review the privacy policy of any external site before providing information to it.

A link from our website does not imply that we endorse the practices of the linked site or that we control it.

19. Changes to This Policy

We may update this Policy from time to time to reflect changes in our practices, in technology or in the law. When we make a material change, we will update the effective date at the top of this page and, where appropriate, provide additional notice such as a message on our website or a direct communication to clients.

We encourage you to review this Policy periodically so that you remain informed about how we protect information. Continued use of our website or services after an update means that you accept the revised Policy.

20. How to Contact Us

If you have any question, concern or request relating to this Privacy Policy or to the way we handle information, please contact the dispatch office. We take privacy inquiries seriously and we aim to resolve them promptly.

We will work with you to address any concern. If you are not satisfied with our response and you have the right to complain to a supervisory authority in your jurisdiction, you may do so. We are always willing to hear from you first.