1. Introduction
PROACTIVE IT SOLUTIONS LLC (“Company,” “we,” “us,” or “our”) is committed to protecting the privacy and security of your personal information. This Privacy Policy describes how we collect, use, disclose, and safeguard information when you visit our website, use our services, or interact with us in any way. We operate as a professional IT consulting and computer systems design firm (NAICS 541512) based in San Jose, California.
By accessing our website or engaging our services, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy. If you do not agree with the terms of this Privacy Policy, please do not use our website or services.
We take your privacy seriously and are committed to transparency about our data practices. This policy has been designed to comply with applicable privacy laws, including the California Consumer Privacy Act (CCPA), California Privacy Rights Act (CPRA), and other applicable federal and state regulations.
2. Information We Collect
2.1 Personal Data You Provide Directly
We collect personal information that you voluntarily provide to us when you complete our contact form, request a consultation or service quote, enter into a service agreement with us, communicate with us by phone or email, subscribe to our newsletter, or apply for employment. Categories collected include: full name and job title; business and personal email addresses; phone numbers; physical business address; company name and industry; payment and billing information; and technical details about your IT environment relevant to service delivery.
2.2 Usage Data Collected Automatically
When you visit our website, we automatically collect certain information including: IP address; browser type and version; operating system; referring URLs; pages visited and time spent; date and time of visit; links clicked; and general geographic location inferred from IP address. This information is collected through standard server logs and analytics tools to help us improve functionality and user experience.
2.3 Cookies and Tracking Technologies
We use cookies and similar tracking technologies to enhance your experience. Types used include Essential Cookies (necessary for site function), Analytics Cookies (understand visitor behavior), Functional Cookies (remember preferences), and Marketing Cookies (only with consent). You can control cookies through your browser settings, though disabling certain cookies may affect website functionality.
3. How We Use Your Information
We use collected information for: service delivery and improvement; responding to inquiries and providing customer support; fulfilling contractual obligations; processing invoices and payments; sending promotional communications (with consent); analyzing usage patterns to improve our website; complying with applicable laws and regulations; detecting and preventing security threats and fraud; and conducting internal research and business planning. We do not sell, rent, or trade your personal information to third parties for their marketing purposes without your explicit consent.
4. Legal Basis for Processing
We process your personal information on the following legal bases: Contract Performance (processing necessary to fulfill a contract); Legitimate Interests (processing necessary for our legitimate business interests, provided these do not override your fundamental rights); Legal Obligation (processing necessary to comply with a legal obligation); and Consent (processing based on your specific, informed consent, particularly for marketing communications). Where we rely on legitimate interests, we have carefully considered whether our interests are outweighed by your rights.
5. Data Retention
We retain your personal 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. Retention criteria include: duration of our business relationship; legal obligations (e.g., tax records for 7 years); applicable statutes of limitations; and our legitimate business interests in maintaining records. Client project data is typically retained for 5 years after project completion. Contact inquiry data is retained for 2 years if no service relationship develops. When personal data is no longer needed, we securely delete or anonymize it.
6. Data Security
As an IT security company, we implement industry-standard technical and organizational measures to protect your personal information. Our security measures include: encryption of data in transit using TLS/SSL protocols; encryption of sensitive data at rest using AES-256; multi-factor authentication for all internal systems; regular security assessments and penetration testing; role-based access controls; regular employee security awareness training; and incident response procedures for potential data breaches. Despite our best efforts, no security system is completely impenetrable. In the event of a data breach affecting your rights, we will notify you in accordance with applicable law.
7. Data Transfers
Your information may be transferred to and processed in the United States or other countries where our service providers operate. We ensure that any such transfers are conducted in compliance with applicable privacy laws and that appropriate safeguards are in place. When transferring data internationally, we rely on adequacy decisions, standard contractual clauses, or other legally recognized transfer mechanisms. We only transfer data to countries that provide an adequate level of data protection or where appropriate safeguards exist.
8. Your Rights
Depending on your location and applicable law, you may have the following rights regarding your personal information:
- Right to Access: Request a copy of the personal information we hold about you
- Right to Correction: Request correction of inaccurate or incomplete personal information
- Right to Deletion: Request deletion of your personal information (subject to certain exceptions)
- Right to Opt-Out: Opt out of the sale or sharing of your personal information (we do not sell personal data)
- Right to Restrict Processing: Request restriction of how we use your personal information
- Right to Data Portability: Receive your data in a structured, commonly used format
- Right to Object: Object to processing based on legitimate interests
- Right to Non-Discrimination: We will not discriminate against you for exercising your privacy rights
To exercise any of these rights, please contact us at roshan@goproactiveit.com. We will respond to your request within 45 days as required by California law. We may need to verify your identity before processing your request.
9. Children's Privacy
Our services are not directed to individuals under the age of 16. We do not knowingly collect personal information from children under 16. If we become aware that we have inadvertently collected personal information from a child under 16, we will take immediate steps to delete such information from our records. If you believe we may have collected information from a child under 16, please contact us immediately at roshan@goproactiveit.com.
10. Third-Party Services
Our website may contain links to third-party websites or services that are not operated by us. We have no control over and assume no responsibility for the content, privacy policies, or practices of any third-party sites or services. We encourage you to review the privacy policy of every site you visit. We may use third-party service providers to help us operate our website and deliver services, including analytics providers, payment processors, cloud hosting providers, and communication platforms. These providers are contractually bound to handle your data in accordance with this Privacy Policy and applicable law.
11. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will update the “Last Updated” date at the top of this policy and, where appropriate, notify you by email or through a prominent notice on our website. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information. Your continued use of our services after any changes constitutes your acceptance of the updated Privacy Policy.
12. Contact Information
If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:
- Company: PROACTIVE IT SOLUTIONS LLC
- Address: 4240 Albany Dr, Apt G205, San Jose, CA 95129
- Phone: (623) 363-7363
- Email: roshan@goproactiveit.com
We are committed to resolving any privacy concerns promptly and transparently. If you are not satisfied with our response, you may have the right to lodge a complaint with the relevant data protection authority in your jurisdiction.