Privacy Policy
This policy describes how Networkz IT, LLC ("NIT," "we," "us," or "our") collects, uses, stores, shares, and protects personal data. It applies to NIT in its capacity as a data controller for employee data, client contact data, and website visitor data. It fulfills transparency obligations under the EU General Data Protection Regulation (GDPR) Articles 13 and 14 and the California Consumer Privacy Act (CCPA) as amended by the California Privacy Rights Act (CPRA).
This policy does not govern NIT's handling of Protected Health Information (PHI) under HIPAA, which is addressed through Business Associate Agreements, or data we process on behalf of clients in a processor or Business Associate capacity. That processing is governed by our client agreements.
1. Who We Are
Networkz IT, LLC is a managed IT services provider based in San Diego, California, United States, serving life sciences and regulated-industry clients.
Privacy contact:
Email: [email protected]
Phone: (858) 758-7700
For questions about this policy or to exercise your data rights, contact us using the information above.
2. Personal Data We Collect
NIT primarily collects personal data directly from individuals (GDPR Art. 13). In limited cases we may receive personal data indirectly, for example client-provided employee contact lists or publicly available business contact information (GDPR Art. 14). Where data is obtained indirectly, we will inform the data subject within one month of obtaining the data, or at the time of first communication, whichever is earlier.
Website Visitor Data
| Data type | Examples |
|---|---|
| Technical data | IP address, browser type, operating system, device type |
| Usage data | Pages visited, time on site, referring URL (collected in aggregate) |
| Form submission data | Name, work email, company, phone (optional), and message content from our contact form |
Client Contact Data
| Data type | Examples |
|---|---|
| Identity data | Full name, job title, company name |
| Contact data | Business email, business phone, office address |
| Service data | Support tickets, project records, communication logs |
| Billing data | Billing contact information, invoice records |
Employee and Job Applicant Data
| Data type | Examples |
|---|---|
| Identity data | Full name, date of birth, government-issued ID numbers |
| Contact data | Home address, personal email, phone number |
| Employment data | Job title, department, compensation, performance data |
| Financial data | Bank account details (for payroll), tax information |
| IT usage data | Corporate email, device identifiers, access logs |
| Background check data | Criminal history, employment verification (where permitted by law) |
3. Why We Process Your Data
| Purpose | Data categories | Legal basis (GDPR Art. 6) |
|---|---|---|
| Employment administration and payroll | Employee data | Contract performance (Art. 6(1)(b)); legal obligation (Art. 6(1)(c)) |
| Recruitment and hiring | Applicant data | Legitimate interest (Art. 6(1)(f)); consent for background checks (Art. 6(1)(a)) |
| IT security and access management | Employee IT usage data | Legitimate interest (Art. 6(1)(f)) |
| Service delivery and support | Client contact data | Contract performance (Art. 6(1)(b)) |
| Billing and invoicing | Client billing data | Contract performance (Art. 6(1)(b)) |
| Client relationship management | Client contact data | Legitimate interest (Art. 6(1)(f)) |
| Website operation and improvement | Visitor technical data | Legitimate interest (Art. 6(1)(f)) |
| Website analytics (aggregate, cookieless) | Visitor usage data | Legitimate interest (Art. 6(1)(f)) |
| Responding to inquiries | Form submission data | Legitimate interest (Art. 6(1)(f)) |
| Legal compliance | All categories | Legal obligation (Art. 6(1)(c)) |
Where legitimate interest is the legal basis, NIT has conducted a balancing test to ensure that our interests do not override the rights and freedoms of the data subject.
4. How Long We Keep Your Data
We retain personal data only as long as necessary for the purposes described in this policy or as required by law, in line with our internal records retention standard.
| Data category | Retention period |
|---|---|
| Employee records | Duration of employment plus 7 years (tax/labor law) |
| Job applicant data | 2 years from application date (or per consent) |
| Client contact data | Duration of client relationship plus 3 years |
| Billing and financial data | 7 years (tax compliance) |
| Website analytics data | Aggregate only; no individual-level records retained |
| Contact form submissions | 1 year from submission |
| Access and security logs | Minimum 1 year |
When the retention period expires, data is securely deleted or anonymized.
5. Your Rights
Individuals whose personal data NIT controls have the following rights, subject to applicable law:
| Right | Description | GDPR | CCPA/CPRA |
|---|---|---|---|
| Access | Obtain confirmation of processing and a copy of your personal data | Art. 15 | § 1798.100 |
| Rectification | Request correction of inaccurate personal data | Art. 16 | § 1798.106 |
| Erasure | Request deletion of personal data (subject to legal retention obligations) | Art. 17 | § 1798.105 |
| Data portability | Receive your data in a structured, machine-readable format | Art. 20 | N/A |
| Restriction | Request limitation of processing in certain circumstances | Art. 18 | N/A |
| Objection | Object to processing based on legitimate interest | Art. 21 | N/A |
| Opt out of sale or sharing | Direct NIT not to sell or share your personal information | N/A | § 1798.120 |
| Non-discrimination | Not receive discriminatory treatment for exercising rights | N/A | § 1798.125 |
| Withdraw consent | Where processing is based on consent, withdraw it at any time without affecting prior processing | Art. 7(3) | N/A |
| Lodge a complaint | Lodge a complaint with your local data protection supervisory authority | Art. 77 | N/A |
How to exercise your rights
To submit a request, email [email protected] with your full name, the email address associated with our records, and a description of your request. We will verify your identity before fulfilling any request and may ask for additional information to confirm it.
| Regulation | Initial response | Extension (if needed) |
|---|---|---|
| GDPR | Within one month | Extendable by two further months, with notice and reasons given within the first month |
| CCPA/CPRA | 45 calendar days | Up to 45 additional days with notification |
For California requests, we will confirm receipt within 10 business days and respond within 45 calendar days, extendable by another 45 days with notice.
We do not charge a fee to handle your request. Under GDPR, we may charge a reasonable fee or refuse to act on a request that is manifestly unfounded or excessive. Under CCPA, we are not required to provide the same information to you more than twice in a 12-month period.
NIT does not use automated decision-making or profiling that produces legal or similarly significant effects.
6. Cookies and Tracking
We do not use tracking or advertising cookies, and we do not track you across other websites.
Strictly necessary technologies. Our contact form uses Cloudflare Turnstile to prevent spam and abuse. This is required for the form to function securely and does not require consent.
Analytics. We use Cloudflare Web Analytics, a privacy-first, cookieless analytics service. It measures aggregate traffic and performance without setting cookies, storing information on your device, using fingerprinting, or building individual visitor profiles. Because it sets no cookies and collects no personal identifiers, no cookie consent banner is required.
Marketing. We do not use marketing or advertising cookies.
You can manage or block cookies through your browser settings. We will update this section if our practices change.
7. Third Parties and Subprocessors
We share personal data with the following categories of third parties as necessary to operate our business. All third-party data sharing is governed by our vendor risk management process, and we require subprocessors to maintain appropriate security measures and, where applicable, to sign data processing agreements.
| Category | Examples | Purpose |
|---|---|---|
| Cloud platform | Microsoft 365 (Exchange, SharePoint, OneDrive, Teams) | Email, file storage, collaboration |
| Identity provider | Microsoft Entra ID | Authentication, access control |
| Device management | Microsoft Intune, NinjaOne | Endpoint management, security |
| PSA / ticketing | HaloPSA | Service delivery, ticket management |
| Workflow automation | n8n Cloud | Routing contact-form submissions to our helpdesk (HaloPSA) and Microsoft Teams notifications |
| Documentation | Hudu | IT documentation |
| Security tools | Huntress, ThreatLocker, Microsoft Defender | Endpoint security, threat detection |
| Website hosting, security & analytics | Cloudflare (Pages hosting, edge security, Turnstile, cookieless Web Analytics) | Website operation and aggregate analytics |
| Web fonts | Google Fonts | Font delivery (receives visitor IP address) |
| Accounting / payroll | Accounting and payroll providers | Payroll processing, tax filing |
8. International Data Transfers
NIT is based in the United States. If personal data is transferred from the European Economic Area (EEA), United Kingdom, or Switzerland to the United States, we rely on Standard Contractual Clauses (SCCs) approved by the European Commission where required, data processing agreements with subprocessors that include appropriate transfer mechanisms, and any applicable adequacy decisions.
If you are located outside the United States and provide personal data to NIT, you acknowledge that your data will be processed in the United States, where data protection laws may differ from those in your jurisdiction.
9. California (CCPA/CPRA) Disclosures
The following disclosures are provided to California residents as required by the CCPA as amended by the CPRA.
Categories of personal information collected
| CCPA category | Collected | Source |
|---|---|---|
| Identifiers | Yes | Directly from individuals, clients |
| Customer records (Cal. Civ. Code 1798.80(e)) | Yes | Directly from individuals |
| Professional or employment information | Yes | Directly from individuals |
| Internet or network activity | Yes | Automatically via website |
| Geolocation data | No | N/A |
| Sensory data (audio, visual) | No | N/A |
| Sensitive personal information | Limited | Employment context only |
Sale or sharing of personal information
NIT does not sell personal information as defined by CCPA, and does not share personal information for cross-context behavioral advertising. Because we do not sell or share personal information for behavioral advertising, a "Do Not Sell or Share My Personal Information" mechanism is not required. If our practices change, this section will be updated and a prominent opt-out link will be provided.
Non-discrimination
We will not discriminate against any individual for exercising their CCPA/CPRA rights. We will not deny goods or services, charge different prices or rates, provide a different level or quality of service, or suggest that any of the above will occur.
10. Updates to This Policy
We may update this policy from time to time to reflect changes in our practices, legal requirements, or business operations. Material changes will be communicated to affected individuals (employees, active clients) at least 30 days before the effective date, and the updated policy will be posted here with a new effective date. Non-material changes (formatting, clarification) may be made without advance notice.
11. Contact
Networkz IT, LLC · San Diego, California, United States
Email: [email protected]
Phone: (858) 758-7700