Privacy Policy
How Integrated Business Systems collects, uses and protects personal information when you read this site, send us an enquiry or start a WhatsApp chat with us.
Last updated
Who we are
Integrated Business Systems is a US-based managed IT, cybersecurity and cloud consulting firm. We have run technology for small and mid-sized businesses since 1998, from a single office to multi-site teams across the United States and Europe.
We are the data controller for information you send through this site. This policy covers www.integratedbizsystems.us and the messages you send us through its enquiry form, its WhatsApp buttons and our email address. It does not cover what we process as your IT provider under a signed agreement — that is governed by the data protection and security terms in that agreement.
What we collect
- We do not knowingly collect information from anyone under 16, and this site is not aimed at children.
- Enquiry details you type in
- Your name, work email, company name, phone number, company size, preferred contact method, the services you are interested in, and your message. The form also records which city or service page you sent it from, so the right person picks it up.
- WhatsApp and email messages
- The content of any message you send us, plus the display name and photo on your WhatsApp or email account when your device shares them.
- Technical and usage data
- Pages viewed, the page that referred you, approximate country or region, browser and device type, and the time of your visit. This tells us which pages and which contact buttons are actually useful.
- Nothing we do not need
- We do not ask for your date of birth, payment details, government identifiers, or anything about your health, finances or personal life on this site.
How we use your information
We do not sell personal information. We do not build advertising profiles or track you across other companies' websites for advertising.
- Reply to your enquiry and book the free 60-minute infrastructure review
- Prepare a scoped assessment and, if you want one, a written proposal
- Keep a record of who we have spoken to and what was agreed
- Measure which pages, guides and contact buttons bring in useful enquiries
- Detect and block spam submissions, automated scraping and abuse of the site
- Meet our own accounting, tax and record-keeping obligations
The basis we rely on
If you are in the UK, the EU or Switzerland, these are the bases we would name in a records request. If you are in the US, the same three reasons describe why we hold what we hold.
- Consent
- When you send the enquiry form or message us on WhatsApp, you are asking us to contact you. You can withdraw that at any time by replying and asking us to stop.
- Legitimate interests
- Answering enquiries, keeping the site secure, blocking spam, and understanding which content helps people decide. These are the same interests any business has in serving people who approach it.
- Legal obligation
- Keeping correspondence and financial records for the period company and tax law requires.
Where your information is processed
We are a US-based company, so information sent through this site is stored and processed in the United States by us and by the providers named above.
For visitors in the UK, the EEA or Switzerland, we use providers that offer standard contractual clauses and other recognised transfer safeguards, and we keep the transfer limited to what is needed to answer you.
How long we keep it
Ask us to delete your details earlier and we will, unless a legal obligation means we have to keep them.
- Enquiries
- Up to 24 months after we last contact you, then deleted, unless you become a client or there is a legal reason to keep the record.
- Analytics
- Usage data is held for the period our analytics provider is configured to retain and is reported in aggregate rather than tied to an individual.
- Client records
- For the term of your agreement plus the retention period written into it.
Your choices and rights
Email [email protected] with "Privacy" in the subject line. We answer within 30 days and may need to verify your identity first, so we do not hand your details to the wrong person.
- Ask what we hold about you, and get a copy
- Correct anything that is wrong
- Ask us to delete it, or to stop using it
- Object to processing we carry out on legitimate interests
- Withdraw consent for future contact
- Ask for your data in a portable format
- Complain to your local data protection authority
How we protect it
No system is perfectly secure. If a breach ever put your information at material risk, we would tell you and take the steps the law requires.
- The whole site is served over HTTPS
- Staff access is role-based, with multi-factor authentication on mail and admin systems
- Data is encrypted in transit and at rest
- Providers are reviewed for their own security posture before they handle our data
- We keep a documented incident response process
Other websites
Pages here link out to Microsoft, hardware and software vendors, and social profiles such as LinkedIn. Those sites run their own policies, and we are not responsible for how they handle your information.
Changes to this policy
We update this page when our practices change. The date at the top of the page shows the latest revision. If you are an active client and a change affects how we handle your data, we tell you directly rather than only here.
How to reach us
- [email protected]
- +1 650 400-7312
- Post
- Our registered postal address is provided on written request, so you can write to us formally if you prefer.