Privacy Policy

We collect information you provide directly to us when you:

• Book an assessment — first name, last name, work email, phone number, company name, company size, current IT situation, primary concern, and any notes you share.
• Submit our contact or lead qualification forms — name, email, phone, company, and message details.
• Upload documents through the client portal — file name, file type, and the file contents you choose to share.
• Communicate with us via email, phone, chat, or in-person — including the content of those communications.

We also collect information automatically when you visit our website:

• Device and browser information (type, version, language).
• Pages visited, referring URLs, time spent, and click paths.
• IP address, approximate location, and network information.
• Cookies and similar technologies (see Section 5 below).

We use the information we collect to:

• Schedule, confirm, and conduct IT assessments and consultations.
• Respond to your inquiries and provide requested information about our services.
• Prepare proposals, assessments, contracts, and related documents.
• Provide, maintain, and improve our services and client relationships.
• Send administrative communications such as appointment confirmations and account updates.
• Send marketing communications where you have opted in (you may unsubscribe at any time).
• Detect, prevent, and address technical issues, fraud, and security threats.
• Comply with our legal, regulatory, and contractual obligations.

To the extent the EU/UK General Data Protection Regulation (GDPR) applies, we process personal data on the following legal bases:

• Consent — when you provide information for marketing or optional communications (Article 6(1)(a)).
• Contractual necessity — to take steps before entering into a contract and to perform a contract with you (Article 6(1)(b)).
• Legitimate interests — for network security, fraud prevention, and improving our services, balanced against your rights (Article 6(1)(f)).
• Legal obligation — to comply with applicable laws and regulations (Article 6(1)(c)).

We do not sell your personal information. We may share information with:

• Service providers who act on our behalf — such as hosting providers, calendar/email platforms, analytics tools, and customer support systems. They are contractually obligated to protect your data and use it only for the purposes we specify.
• Professional advisors — attorneys, accountants, and auditors where necessary for compliance or advisory work.
• Business partners — only with your consent where a co-branded offering is involved.
• Legal authorities — where required by law, court order, or to protect our rights, property, or safety.

In the event of a merger, acquisition, or asset sale, information may be transferred as a business asset, subject to the protections of this policy.

We use cookies and similar technologies to operate and improve our website. Categories include:

• Strictly necessary — required for the site to function (e.g., session state, security).
• Performance and analytics — help us understand how visitors use the site (e.g., Google Analytics). You can opt out via our cookie consent banner or browser settings.
• Functional — remember preferences such as accessibility settings.

Our cookie consent banner allows you to accept, reject, or customize non-essential cookies. You can clear cookies in your browser at any time, though some site features may not work as intended.

We retain personal information only as long as necessary to fulfill the purposes described in this policy, comply with legal obligations, resolve disputes, and enforce our agreements. Specifically:

• Lead and contact data is retained while an active relationship exists and for a reasonable period thereafter for record-keeping.
• Appointment and assessment records are retained per our document retention schedule.
• Uploaded client documents are retained according to the contract terms and applicable regulatory requirements.
• Web analytics data is aggregated and retained for up to 26 months.

When data is no longer needed, we delete it or anonymize it so it can no longer identify you.

As a managed IT and cybersecurity services provider, we apply industry-standard safeguards to protect your information, including:

• Encryption in transit (TLS) and at rest where applicable.
• Access controls limiting data to authorized personnel with a legitimate business need.
• Regular security reviews, monitoring, and staff training.
• Vendor due diligence for third-party service providers.

No system is perfectly secure. If a breach occurs that affects your personal information, we will notify affected individuals and regulators as required by law.

Depending on your location, you may have the following rights regarding your personal information:

• Access — request a copy of the personal data we hold about you.
• Correction — request correction of inaccurate or incomplete data.
• Deletion — request deletion of your personal data, subject to legal exceptions.
• Restriction — request that we limit processing in certain circumstances.
• Portability — receive your data in a structured, machine-readable format (GDPR/CCPA).
• Objection — object to processing based on legitimate interests or for direct marketing.
• Withdraw consent — at any time, without affecting processing already carried out.

U.S. residents of states with comprehensive privacy laws (e.g., California, Virginia, Colorado, Connecticut) may exercise these rights by contacting us using the details below. We will verify your identity before responding.

Our services are intended for business professionals and organizations. We do not knowingly collect personal information from children under 16. If you believe a child has provided us with information, please contact us and we will promptly delete it.

Your information may be processed in countries other than your own, including the United States. Where required, we use appropriate safeguards such as Standard Contractual Clauses (SCCs) to ensure a comparable level of protection for cross-border transfers.

We may update this Privacy Policy from time to time. We will post the updated version on this page and update the "Last updated" date above. For material changes, we will provide a more prominent notice (such as on our homepage or via email where we have your address). Continued use of our site after changes take effect constitutes acceptance of the revised policy.

If you have questions about this Privacy Policy or wish to exercise your rights, please contact our Privacy Officer:

• Sentry Cloud Inc, 1040 Cambridge Square, Suite C, Alpharetta, GA 30009
• 678-451-1254
• Privacy@SentryIT.com