Privacy Policy

1. Introduction

Enterprise Information Structuring ("EIS," "we," "us," or "our"), located at 437 E Main St, Danville, KY 40422, is committed to protecting the privacy and security of all personal information we collect, process, and store. This Privacy Policy describes how we collect, use, disclose, and safeguard your information when you visit our website, engage our services, or otherwise interact with our company.

We understand that privacy is of paramount importance, especially given the nature of our data processing and record management services. This Policy applies to all information collected through our website, service engagements, email communications, phone interactions, and any other channels through which we may receive your personal data.

By using our website or engaging our services, you consent to the data practices described in this Privacy Policy. If you do not agree with the policies and practices described herein, please do not use our website or engage our services.

2. Information We Collect

2.1 Information You Provide Directly

We collect information that you voluntarily provide to us when you interact with our website or engage our services. This includes:

• Contact information such as your full name, email address, phone number, job title, and company name when you fill out our contact form, request a consultation, or otherwise reach out to us.
• Business information including your company address, industry sector, number of employees, and specific data management requirements when you engage us for a service project.
• Communication records including the content of emails, messages, and other correspondence you send to us, as well as records of phone conversations (with your consent where required by law).
• Payment information including billing name, billing address, and payment method details necessary to process invoices and receive payments for services rendered.
• Project-specific data including records, documents, databases, and other materials you provide to us for processing as part of our service engagements. This may include sensitive business information depending on the nature of your project.

2.2 Information Collected Automatically

When you visit our website, certain information is collected automatically through standard internet technologies:

• Device and browser information including your IP address, browser type and version, operating system, device type, screen resolution, and language preferences.
• Usage data including pages visited, time spent on each page, click patterns, referring URLs, exit pages, and overall navigation behavior on our website.
• Cookie data including session identifiers, preference settings, and analytics tracking information as described in our Cookie section below.
• Log data including server access logs, error logs, and security event logs generated during your interaction with our website infrastructure.

3. How We Use Your Information

We use the information we collect for the following purposes:

• To provide, operate, and maintain our data processing and record management services as agreed upon in your service engagement.
• To communicate with you regarding your project status, deliverables, billing, and general account administration.
• To respond to your inquiries, service requests, and consultation requests submitted through our website or other communication channels.
• To process payments, generate invoices, and maintain accurate financial records for accounting and tax compliance purposes.
• To improve and optimize our website functionality, user experience, and service delivery processes based on usage patterns and feedback.
• To protect the security and integrity of our website, systems, and client data from unauthorized access, misuse, or fraudulent activity.
• To comply with applicable legal obligations, regulatory requirements, court orders, or governmental requests.
• To enforce our Terms of Service and other agreements, and to protect the rights, property, and safety of EIS, our clients, and the public.

4. Data Sharing and Disclosure

Enterprise Information Structuring does not sell, rent, trade, or otherwise commercially transfer your personal information to third parties. We may share your information only in the following limited circumstances:

• Service Providers: We may engage trusted third-party service providers who perform services on our behalf, such as cloud hosting providers, payment processors, and IT support vendors. These providers are contractually bound to use your information solely for the purposes of providing services to us and are required to maintain appropriate security measures.
• Legal Compliance: We may disclose your information when required by applicable law, regulation, legal process, or governmental request. We will endeavor to notify you of such disclosures to the extent permitted by law.
• Business Transfers: In the event of a merger, acquisition, reorganization, or sale of all or a portion of our assets, your information may be transferred to the acquiring entity as part of the transaction. We will provide notice of any such transfer and any changes to applicable privacy practices.
• Protection of Rights: We may disclose your information when we believe in good faith that such disclosure is necessary to protect our rights, enforce our Terms of Service, investigate fraud, or protect the safety of our users or the public.

5. Data Security

We implement comprehensive technical, administrative, and physical security measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. Our security practices include:

• 256-bit AES encryption for all data in transit using TLS/SSL protocols and for data at rest within our storage systems.
• Role-based access controls (RBAC) ensuring that only authorized personnel with a legitimate business need can access specific categories of data.
• Multi-factor authentication (MFA) for all administrative access to systems containing personal or client data.
• Regular security assessments, penetration testing, and vulnerability scanning of our IT infrastructure.
• Employee security awareness training conducted annually, covering data handling procedures, phishing prevention, and incident response protocols.
• Physical security measures including access-controlled facilities, surveillance systems, and secure document handling procedures for on-site processing.
• Comprehensive audit logging of all data access, modifications, and processing activities for accountability and forensic purposes.
• Incident response procedures including detection, containment, investigation, notification, and remediation protocols in the event of a security breach.

While we implement robust security measures, no method of transmission over the Internet or method of electronic storage is 100% secure. We cannot guarantee the absolute security of your information, but we are committed to maintaining the highest practical level of protection.

6. Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes for which it was collected, including to satisfy any legal, accounting, or reporting requirements. Specific retention periods include:

• Contact form submissions and inquiry records: retained for 3 years from the date of last interaction.
• Client project data: retained for the duration of the service engagement plus 90 days after project completion, unless a longer retention period is agreed upon or required by law.
• Financial and billing records: retained for 7 years in accordance with IRS recordkeeping requirements.
• Website usage and analytics data: retained for 26 months from the date of collection.
• Communication records: retained for 3 years from the date of the communication.

Upon expiration of the applicable retention period, personal information is securely deleted or anonymized using industry-standard data destruction methods.

7. Cookies and Tracking Technologies

Our website uses cookies and similar tracking technologies to enhance your browsing experience, analyze website traffic, and understand usage patterns. The types of cookies we use include:

• Essential Cookies: These cookies are necessary for the basic functionality of our website, including navigation, security features, and session management. These cookies cannot be disabled.
• Analytics Cookies: We use analytics cookies to understand how visitors interact with our website, including which pages are visited most frequently, how long visitors spend on each page, and how they navigate through the site. This information helps us improve our website design and content.
• Preference Cookies: These cookies remember your settings and preferences to provide a more personalized experience on subsequent visits.

You can manage your cookie preferences through your browser settings. Most browsers allow you to refuse cookies or alert you when cookies are being sent. However, disabling certain cookies may affect the functionality of our website.

8. Your Privacy Rights

Depending on your location and applicable law, you may have certain rights regarding your personal information, including:

• Right to Access: You have the right to request a copy of the personal information we hold about you.
• Right to Correction: You have the right to request that we correct any inaccurate or incomplete personal information.
• Right to Deletion: You have the right to request that we delete your personal information, subject to certain legal exceptions.
• Right to Data Portability: You have the right to request your personal information in a structured, commonly used, and machine-readable format.
• Right to Opt Out: You have the right to opt out of certain data processing activities, including marketing communications.

To exercise any of these rights, please contact us using the information provided at the end of this Privacy Policy. We will respond to your request within 30 days. We may need to verify your identity before processing your request.

9. Children's Privacy

Our website and services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have inadvertently collected personal information from a child under 18, we will take steps to delete such information promptly. If you believe that we may have collected information from a child, please contact us immediately.

10. Third-Party Links

Our website may contain links to third-party websites, services, or applications that are not operated by Enterprise Information Structuring. 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 policies of any third-party sites you visit.

11. International Data Transfers

Enterprise Information Structuring is based in the United States. If you are accessing our website or services from outside the United States, please be aware that your information may be transferred to, stored, and processed in the United States where our servers are located and our central database is operated. By using our services, you consent to the transfer of your information to the United States.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, or other factors. When we make material changes to this Privacy Policy, we will update the "Last Updated" date at the top of this page. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.