Privacy Policy

1. Information We Collect

Information You Provide Directly

When you contact us through our website, request a free IT assessment, or enter into a service agreement with us, we collect information you voluntarily provide. This may include your name, company name, business address, email address, phone number, and a description of your IT needs or support issues.

Clients who engage our managed IT services may also share network credentials, system access information, and other technical data necessary for us to perform remote monitoring, maintenance, and support. This information is handled under strict confidentiality obligations as outlined in your service agreement.

Information Collected Automatically

When you visit our website, our servers and analytics tools may automatically collect certain information about your device and browsing behavior. This includes your IP address, browser type and version, operating system, referring URLs, pages viewed, and the date and time of your visit.

This automatically collected data does not directly identify you as an individual. We use it in aggregate form to understand how visitors navigate our site, which pages generate the most interest, and how we can improve the user experience. No personally identifiable profiles are built from this data without your consent.

2. How We Use Your Information

We use the information we collect to respond to inquiries, provide quotes, and deliver the managed IT services you have contracted us for. This includes provisioning remote monitoring and management (RMM) agents on your systems, providing helpdesk support, performing scheduled maintenance, and managing your IT infrastructure on your behalf.

We may also use your contact information to send you service-related communications such as appointment confirmations, maintenance notifications, renewal reminders, and security alerts relevant to your systems. These communications are considered part of the services we provide and are not optional marketing messages.

With your explicit consent, we may contact you with information about new services, promotions, or IT security advisories we believe may benefit your business. You may opt out of these optional marketing communications at any time by contacting us at [email protected] or by following the unsubscribe link in any marketing email.

3. Information Sharing

SoFlo IT does not sell, rent, or trade your personal information or your company's confidential data to third parties. We treat client data as strictly confidential. Access to client information is limited to our employees and contractors who need it to perform their job functions, and all such personnel are bound by confidentiality obligations.

We may share information with trusted third-party vendors and service providers who assist us in operating our business — for example, our professional services automation (PSA) platform, remote monitoring and management tools, cloud storage providers, and accounting software. These vendors are contractually prohibited from using your information for any purpose other than providing services to us.

We may disclose information when required to do so by law, regulation, or legal process, including in response to a court order or subpoena. We may also disclose information to protect the rights, property, or safety of SoFlo IT, our clients, or the public, or in connection with an investigation of suspected fraudulent or illegal activity.

4. Data Security

As an IT security company, we take the protection of your data seriously. We implement industry-standard administrative, technical, and physical safeguards to protect the personal information and client data in our care. These measures include encryption of data in transit and at rest, multi-factor authentication for access to internal systems, role-based access controls, and regular security assessments.

Credentials and sensitive access information shared with us for the purpose of providing IT services are stored in an encrypted password management system. We never store such credentials in plain text, in email, or in unprotected spreadsheets.

Despite our best efforts, no method of data transmission or electronic storage is 100% secure. While we strive to protect your information using commercially acceptable standards, we cannot guarantee absolute security. If you have reason to believe that your interaction with us has been compromised, please contact us immediately at [email protected].

5. Cookies

Our website uses cookies — small text files placed on your device — to enhance your browsing experience. Essential cookies are required for the website to function properly (for example, to remember form data as you navigate between pages). Analytical cookies help us understand how visitors interact with our site so we can improve its content and structure.

We do not use advertising or tracking cookies to build behavioral profiles for retargeting purposes. Any analytics tools we use (such as Google Analytics) are configured to anonymize IP addresses and are governed by their own privacy policies.

You can control cookie behavior through your browser settings. Most browsers allow you to refuse cookies, delete existing cookies, or be notified when a new cookie is set. Disabling cookies may affect the functionality of certain parts of our website, but will not prevent you from accessing general information about our services.

6. Third-Party Links

Our website may contain links to third-party websites, vendor portals, or resources that are not operated by SoFlo IT. These links are provided for your convenience and informational purposes only. We have no control over the content, privacy practices, or security of those external sites and are not responsible for their policies.

We encourage you to review the privacy policy of any third-party site you visit before providing any personal information. The inclusion of a link on our website does not imply endorsement of that site or its privacy practices.

7. Children's Privacy

SoFlo IT's website and services are directed exclusively to business professionals and are not intended for use by individuals under the age of 18. We do not knowingly collect, solicit, or maintain personal information from anyone under 18 years of age.

If we become aware that we have inadvertently collected personal information from a minor, we will take prompt steps to delete that information from our records. If you believe a minor has submitted information to us, please contact us immediately at [email protected].

8. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, applicable law, or the services we offer. When we make material changes, we will update the "Last updated" date at the top of this page. We encourage you to review this policy periodically to stay informed about how we are protecting your information.

For active managed IT services clients, we will make reasonable efforts to notify you of significant changes to this policy via email or through our client portal. Your continued use of our website or services after a policy update constitutes your acceptance of the revised terms.

9. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or the personal information we hold about you, please contact us using the information below. We are committed to addressing your concerns promptly and transparently.