This Privacy Policy describes how ABC SYRACUSE, LLC, a records organization and office systems consultancy, handles personal information. This policy was prepared by the developer ABC Syracuse, the team that builds and maintains our website and our client records systems. The company operates from the address shown below and serves professional, scientific and technical firms across northern Utah.
ABC SYRACUSE, LLC11795 N 9200 W
Tremonton - 84337-9511
United States (US)
By using our website, writing to us, calling us or engaging us for a records engagement, you agree to the practices described here. If you do not agree with any part of this policy, please do not use the website or send us personal information.
Who We Are
ABC SYRACUSE, LLC is a limited liability company registered in the United States. We design records organization systems, indexing and filing schemes, office workflow fit-outs, document control programs, retention schedule audits, and training and handover programs. Our office is at 11795 N 9200 W, Tremonton - 84337-9511, United States (US). We are the organization that decides how and why personal information is processed, and we take that responsibility seriously.
When this policy refers to us, we, our or the Company, it means ABC SYRACUSE, LLC. When it refers to you, it means any person who visits our website, contacts us, or whose information reaches us in the course of our professional work. The developer ABC Syracuse, as the builder of our digital presence and internal tools, follows the same rules described in this document.
Scope of This Policy
This policy applies to personal information collected through our website at abcsyracuse.hair, through email and telephone contact, and in the course of providing consulting services to clients. It also applies to information we gather during surveys of a client office, because those visits may expose us to personal information contained in the records we are asked to organize.
This policy does not apply to third party websites that we may link to, nor to records that our clients hold and control in their own right. Where we act as a service provider organizing a client archive, the client remains the controller of its records and we handle personal information only on the client instructions. In those cases the client privacy notice governs the underlying data, and this policy explains how we protect it while it is in our hands.
Information We Collect
We collect only the information we need to answer enquiries, deliver our services and run our office. The categories are as follows.
Identity and contact information
Your name, company name, job title, postal address, email address and telephone number. We collect these when you write to us, call us, complete a form on our website, or ask us to visit your office.
Enquiry and correspondence content
The subject and body of the messages you send us, including any documents you attach or any records you describe. If you tell us about a cabinet, a shared drive or a retention problem, we keep that account so we can prepare a proper response.
Engagement and billing information
Details of the services you engage, the scope we agree, the time we spend, invoices issued and payments received. This may include a billing contact and a purchase order reference where your finance team requires one.
Website technical information
When you visit our website, our hosting provider may record standard technical details such as the pages requested, the date and time of a request, a truncated network address, the browser type and the referring page. We use this information in aggregate to keep the site working and to understand which pages are useful.
Information contained in client records
During a survey or an engagement we may encounter personal information inside a client archive, such as names on contracts, correspondence or personnel files. We do not extract or copy that information for our own purposes. We handle it only as necessary to organize, index, control or audit the records as the client instructs.
Sources of Information
We obtain personal information directly from you when you contact us or engage us. We may also obtain it from a colleague who refers you, from a client who names you as a contact during an engagement, or from a public professional directory that lists your business contact details. Where a client provides us with information about its own staff or customers, that information reaches us from the client rather than from the individual, and we rely on the client to have a lawful basis for sharing it.
We do not buy personal information from data brokers, and we do not gather personal information from social media profiles for marketing purposes. If information reaches us unexpectedly, we either return it, delete it or hold it only long enough to ask the sender how to proceed.
How We Use Information
We use personal information for the following purposes, and no others without telling you first.
- To answer enquiries, prepare quotes and arrange surveys.
- To deliver the records and office systems services a client engages us to provide.
- To communicate about a live engagement, including scheduling, scope changes and handover.
- To issue invoices, record payments and keep proper accounting records.
- To improve our website, our desk guides and the quality of our service.
- To meet legal, tax, insurance and professional obligations that apply to our business.
- To protect the rights, property and safety of the Company, our clients and the public where a genuine need arises.
We do not use personal information for automated decision making that produces legal effects, and we do not build advertising profiles. We do not sell personal information, and we do not rent contact lists. Any marketing we send is directed at business contacts we already know, and every message tells the recipient how to ask us to stop.
Our Legal Bases for Processing
Where the law requires us to identify a legal basis for processing, we rely on the following grounds. We process information to perform a contract with you or to take steps at your request before entering a contract, which covers enquiries, surveys and engagements. We process information for our legitimate interests in running a professional consultancy, provided those interests are not overridden by your rights, which covers service improvement and prudent record keeping. We process information to comply with legal obligations, which covers tax, accounting and similar duties. Where we need consent, for example to send occasional email updates to a new contact, we ask for it clearly and you may withdraw it at any time.
Service Providers and Processors
Like most small offices, we rely on a handful of outside services. Our website hosting provider stores the site and its access logs. Our email provider carries and stores the messages we exchange with clients. Our accounting provider holds billing records. Each of these providers is chosen for reliability and reasonable security, and each is bound by a contract that restricts its use of our data.
We review our providers periodically and replace any that no longer meet our standards. When a provider processes personal information on our behalf, we remain responsible to you for how that information is handled, and we will assist you in exercising your rights against the provider where the law allows.
How Long We Keep Information
We keep personal information only as long as we need it for the purpose we collected it, plus any period the law or our insurers require. Enquiry correspondence is kept for the duration of the conversation and for a reasonable period afterwards in case you contact us again. Engagement records are kept for the length of the engagement and then for the accounting and limitation periods that apply to a business of our kind. Website logs are kept for a short period and then deleted or aggregated.
Where we hold records on behalf of a client, the client retention instruction governs. When an engagement ends, we return or securely destroy the working material we held, and we confirm in writing that this has been done. We do not keep informal copies of client records for our own convenience.
How We Protect Information
We apply administrative, technical and physical safeguards that are appropriate to the size of our business and the sensitivity of the information. Access to client information is limited to the people who need it to do the work. Our devices are protected by passcodes and disk encryption, our accounts use strong passwords, and we keep our software patched. Paper working notes are kept in locked storage at our office and are destroyed when the engagement ends.
No method of transmission or storage is perfectly secure, and we cannot promise absolute security. We can promise that we take the risk seriously, that we limit what we hold, and that we respond quickly and honestly if something goes wrong. If you believe your information has been compromised through our website or our office, please contact us at once using the details at the end of this policy.
Privacy for Children
Our services are designed for businesses and professionals. We do not direct our website at children, and we do not knowingly collect personal information from a child under the age required for consent in the relevant jurisdiction. If you believe a child has provided personal information to us, please write to admin@abcsyracuse.hair and we will delete it promptly. Where a client archive contains records about minors, we handle those records only as part of the organizing work the client has engaged, and we do not use them for any other purpose.
Your Privacy Rights and Choices
Depending on where you live, you may have some or all of the following rights.
- The right to know whether we hold personal information about you and to receive a copy.
- The right to ask us to correct information that is inaccurate or incomplete.
- The right to ask us to delete information that we no longer need and are not required to keep.
- The right to ask us to restrict or object to certain processing.
- The right to receive information you gave us in a portable format.
- The right to withdraw consent where our processing rests on consent.
- The right not to be discriminated against for exercising a privacy right.
To exercise a right, write to admin@abcsyracuse.hair. We may ask you to confirm your identity so that we do not disclose information to the wrong person. We will respond within the period the applicable law allows, and we will explain our reasoning if we decline a request.
Access, Correction and Deletion Requests
An access request should describe the information you are looking for and the period it covers, so that we can search efficiently. We will tell you what we hold, why we hold it, who we have shared it with and how long we expect to keep it. A correction request should identify the specific item that is wrong and, where possible, the correct value. A deletion request will be honored unless we are required to keep the information for a legal, accounting or insurance reason, in which case we will explain the retention and delete the rest.
If we hold your information only as a processor for a client, we will forward your request to that client and support the client in responding. We will tell you when we have done so.
Data Transfers and Storage Location
Our office and our primary records are located in the United States. Some of our service providers may store data on servers in other countries. Where information moves across a border, we take steps to ensure it continues to receive an appropriate level of protection, whether through contractual commitments, provider safeguards or the requirements of the law that applies. By using our website or engaging us, you understand that your information may be processed in the United States.
Third Party Websites and Links
Our website may link to resources we find useful, such as professional bodies or public guidance. We do not control those websites, and this policy does not cover them. We encourage you to read the privacy notice of any site you visit. A link from our pages is not an endorsement of the linked site or of the way it handles personal information.
Business Changes and Succession
If ABC SYRACUSE, LLC is ever merged, acquired, restructured or sold, personal information may transfer to the successor organization as part of the business. The successor will be bound by this policy until it publishes a new one, and we will take reasonable steps to ensure that your information continues to be protected. We will notify affected contacts of any such change where the law requires it.
Professional Confidentiality and Client Records
Our working lives are spent inside other people records, so confidentiality is not an abstract duty for us. Staff and contractors are required to treat everything they see during an engagement as confidential. We do not discuss one client records with another client, we do not use client information for our own marketing, and we do not retain client documents after an engagement without written permission.
Where a client archive contains sensitive categories of information, such as health details or financial account data, we apply additional care: limited access, separate storage, and prompt return or destruction at the end of the work. If a client asks us to organize records in a way that would expose personal information unnecessarily, we will say so and propose a safer alternative.
Security Incidents and Notification
If we become aware of a security incident that affects personal information, we will investigate promptly, contain the incident where we can, and assess the risk to affected people. Where the law requires notification, we will notify the relevant authorities and the affected individuals without undue delay, describing what happened, what information was involved and what steps we are taking. We will also tell our clients where the incident touches records we hold on their behalf, so that they can meet their own notification duties.
Changes to This Policy
We may update this policy from time to time to reflect changes in our practices, our providers or the law. When we make a material change, we will update the effective date at the top of this page and, where appropriate, tell our active contacts directly. We encourage you to review this page occasionally. Continuing to use our website or services after an update means you accept the revised policy.
How to Contact Us
Please contact us with any question, concern or request about this policy or about personal information.
ABC SYRACUSE, LLC11795 N 9200 W
Tremonton - 84337-9511
United States (US)
Email: admin@abcsyracuse.hair
Telephone: +15513509264
We read every message sent to the privacy contact and we aim to reply within a reasonable time. If you are not satisfied with our response, you may contact the data protection or consumer authority that applies in your jurisdiction.
This Privacy Policy is provided for the website and services of ABC SYRACUSE, LLC. It should be read together with our Terms of Service, which govern the use of this website and the engagement of our consulting services.