This Privacy Policy explains how information is collected, used, shared and protected by the developer known as SNTK Systems and by the company that operates this website. Please read it in full before sending us a message, requesting a site reading or using any part of this site. The policy is written in plain English so that a facility manager, an office administrator or an outside counsel can all follow it without a glossary.
1. Who We Are
This website is operated by SNTK SYSTEMS LLC, a computer integrated systems design practice. The company works from a relay room and takes on work connected with racks, patch bays, bus bars, relay hardware, signal tracing and grounding for facilities of many kinds. The company name is SNTK SYSTEMS LLC and the developer name used in this document is SNTK Systems. The two names refer to the same practice and the same people. Throughout this policy we use the terms the Company, we, us and our to describe SNTK SYSTEMS LLC.
The registered address and the working address of the Company are the same: 285 Henley Pl, Duluth - 30097-1976, United States (US). The company contact email address is service@sntksystems.us and the contact telephone number is +12706379764. Any privacy question or request may be sent to that email address or to that postal address, and every message is read by a person rather than by an automated intake system.
The Company is not a data broker, an advertising network or a marketing agency. Information reaches the Company because a visitor fills in a contact form, sends an email, telephones, requests a quotation, meets an engineer on a site or engages the Company for paid work. The policy below describes what happens to that information from that point onward.
2. Scope of This Policy
This policy applies to information gathered through the website at sntksystems.us and through correspondence that begins on the website. It also applies to information gathered in the course of a professional engagement, including project notes, site readings, test records and handover binders, to the extent that any of that information identifies an individual person.
This policy does not apply to information that an unrelated organisation collects on its own website, even when that website links to this one. A link from this site to a third party is provided for convenience only, and the privacy practices of that third party are not under the control of the Company. The company cannot promise that another organisation follows the same standards described here.
Information that has been fully de-identified and that can no longer be linked to a person is not personal information for the purposes of this policy. Aggregated statistics about the way the site is used are handled as de-identified information and may be used for planning purposes without restriction.
3. Information We Collect
The Company collects a limited set of information and only what is reasonably necessary for the purpose at hand. The categories below describe everything that may be collected through the website or through an engagement.
Information you give us directly
When you use the contact form you may provide a name, an email address, a subject line and the text of a message. When you telephone or email, you may provide the same details plus a telephone number and any attachment you choose to send. When you engage the Company for work, you may provide a site address, a billing contact, purchase order references, access details for a building and technical notes about the room.
Information collected automatically
The web server that delivers this site keeps ordinary technical logs. These logs can include an internet protocol address, a browser type, an operating system, a referring page, a requested path and the date and time of a request. The logs exist so that errors can be investigated and the site can be kept available. They are not used to build advertising profiles.
Information about a project room
During an engagement the Company may record photographs, measurements, schedules, drawing revisions and test readings taken in a room. This material usually concerns equipment rather than people. Where a photograph or a note happens to identify a person in a setting that is not public, the Company treats that material as personal information and applies the same safeguards described in this policy.
Information we do not seek
The Company does not ask for government identification numbers, payment card numbers sent by email, health information or precise location data. Please do not include sensitive details in the free text of a contact form. If sensitive information is sent without a request, the Company will delete it where doing so is practical and will limit its use to the purpose for which it was sent.
4. How We Collect Information
Information is collected in four main ways. The first is the contact form on the contact page, which prepares a message for your own email program rather than storing the text on the site. The second is ordinary email and telephone correspondence. The third is a site reading, in which an engineer takes notes while walking a room with a client. The fourth is the technical log of the web server.
Where an engagement is carried out with a partner organisation such as a builder, an architect or a landlord, the Company may receive information about a project from that partner rather than from the individual concerned. When that happens, the Company asks the partner to confirm that the individual has been told about the sharing and that the partner has a lawful basis for passing the information on.
5. Why We Use Information
The Company uses information for a short list of clearly stated purposes. Information is used to answer a question, to prepare a quotation, to arrange a site reading, to carry out a contracted service, to issue an invoice, to keep a project record, to maintain safety on a site and to keep the website running. Nothing is used for a purpose beyond that list without first being explained to the person concerned.
In more detail, information may be used to reply to an enquiry, to schedule a visit, to coordinate access with a building manager, to record what was measured and what was changed, to support a warranty claim, to recover an unpaid invoice, to keep the statutory books of the Company and to defend a legal claim if one is ever made. The Company may also use contact details to send a short follow up note about a past engagement, provided the recipient has not asked for such notes to stop.
6. Legal Bases for Processing
Where the law of a particular jurisdiction requires a stated legal basis, the Company relies on the following bases. Correspondence, quotations and the performance of a contract are handled on the basis of a contract or of steps taken before a contract is formed. Site records, invoices and safety notes are handled on the basis of a legal obligation or of a legitimate interest in operating a professional practice. Follow up notes are handled on the basis of a legitimate interest in maintaining a client relationship, subject to the right to object.
Where consent is the only suitable basis, consent is requested clearly and separately, and it may be withdrawn at any time without affecting work already carried out. The Company does not treat silence as consent and does not bundle a consent request into an unrelated contract.
9. Service Providers and Vendors
Like most small practices, the Company uses a handful of service providers to keep the lights on. These can include a hosting provider that stores the website files, an email provider that carries correspondence, an accounting provider that issues invoices and a records provider that keeps remote backups. Each provider is chosen with care and is expected to protect information to a comparable standard.
A provider is given access only to the information needed for its function. A hosting provider sees web logs. An email provider carries messages. An accounting provider sees billing details. None of them is authorised to use the information for its own marketing. Where a provider processes information on behalf of the Company, the arrangement is governed by a written term that limits use, requires reasonable security and requires deletion when the service ends.
10. How Long We Keep Information
Information is kept only for as long as it serves the purpose for which it was gathered. A simple enquiry that does not lead to work is normally kept for a short period so that a later question can be answered, and is then deleted. Correspondence connected to a quotation is kept while the quotation is live. Records connected to a completed engagement, including drawings, test readings and invoices, are kept for the period required by tax and professional record rules and for as long as a warranty or a latent defect claim remains possible.
When a retention period ends, information is deleted or irreversibly de-identified. Backup copies follow the same schedule within the ordinary rotation of the backup service. If a legal hold is placed on a record, the record is preserved until the hold is lifted, and access is restricted to those who need it for the matter at hand.
11. How We Protect Information
The Company uses a set of practical controls that suit the size of the practice. Access to project records is limited to the people who need it. Devices that hold records are protected by a screen lock and a login credential. Email and file storage use an encrypted transport. Backups are kept separately from the working copies. A paper record is kept in a locked cabinet when it is not in use.
No system is perfectly secure and the Company does not claim otherwise. If a security incident affects personal information and creates a risk to the people concerned, the Company will act quickly to contain it, will notify those affected and will notify a regulator where the law requires it. The Company reviews its controls at least once a year and whenever a tool or a provider changes.
12. Your Privacy Rights
Depending on where you live, you may have the right to ask what information the Company holds about you, to receive a copy of it, to correct an error, to delete it, to restrict its use, to object to a particular use, to withdraw a consent, to receive it in a portable format or to lodge a complaint with a supervisory authority. These rights are honoured for everyone who asks, regardless of location, because the Company would rather treat a request generously than narrowly.
To make a request, write to service@sntksystems.us with enough detail for the Company to find the record and to confirm identity. The Company will respond within the period required by applicable law, and in most cases sooner. A reasonable request is handled free of charge. A request that is manifestly unfounded or excessive may be refused or charged at cost, and in that case the reason will be explained in writing.
Where a request concerns information that the Company must keep for a legal obligation, the Company will explain which part cannot be deleted and why, and will delete the rest.
13. Privacy for Children
This website is intended for professional audiences and is not directed at children. The Company does not knowingly collect information from a child under the age of thirteen. If a parent or a guardian believes that a child has sent information to the Company, that person should contact service@sntksystems.us and the information will be deleted promptly.
Where an engagement involves a school, a clinic or another setting in which children are present, project notes and photographs are limited to equipment and the built environment, and no photograph that identifies a child is taken without the documented permission of a guardian.
14. International Data Transfers
The Company is based in the United States and keeps its records there. A provider may store a copy in another country as part of its ordinary infrastructure. Where information moves across a border, the Company uses a provider that offers an appropriate transfer safeguard, such as a recognised contractual clause, and limits the transfer to what the service requires.
If you are contacting the Company from another region and you would prefer that your message is not routed outside your region before it reaches a person, say so in the message and the Company will advise on the options. The Company will not move information to a new country for a new purpose without telling the people affected.
15. Site Records and Technical Data
A relay room and a plant room can contain systems that belong to more than one organisation. A record made during a site reading can therefore contain information about a building, an installation and a number of tenants. The Company treats such a record as confidential project material, keeps it with the engagement file and releases it only to the client who commissioned the work, to a partner authorised by that client or to a party with a legal right to it.
Technical data such as a network diagram, a patch schedule or a ground map is retained because it supports later maintenance. If a client asks for a portion of a record to be removed after a project closes, the Company will remove what it can while keeping the record of work that a warranty or a legal obligation requires.
16. Marketing and Client Communications
The Company sends project correspondence and occasional short notes about services that relate to past work. It does not send bulk promotional email to people who have never made contact. A recipient of any note may ask for it to stop, and the request is honoured promptly and without conditions. The Company does not share contact details with an advertising partner in order to reach a wider audience.
17. Automated Decision Making
The Company does not use automated decision making that produces a legal or similarly significant effect on a person. Quotations are prepared by an engineer who reads the site notes. A scheduling conflict is resolved by a person picking up the telephone. If an automated tool is ever introduced for a routine task, it will be described here before it is used for anything that affects a person in a meaningful way.
18. Third Party Links
This website may contain a link to a map service, a supplier or another practice. A link is offered as a convenience and does not amount to an endorsement of the privacy practices of the destination. When you follow a link, the policy of the destination site applies. The Company encourages you to read that policy before providing information to the destination.
19. Changes to This Policy
This policy is reviewed at least once a year. It is also reviewed when a provider changes, when a new tool is adopted or when the law changes in a way that affects the practice. When a change is material, the effective date at the top of the page is updated and a short note is added to the engagement file so that active clients are aware of it.
A previous version of this policy can be requested by email. The Company does not apply a new policy to past processing in a way that reduces the protection that applied at the time the information was gathered.
20. How to Contact Us
Questions, requests and complaints about privacy may be sent to the Company at any time. Please use the contact details below and include enough information for the Company to identify the record and to reply.
SNTK SYSTEMS LLC
285 Henley Pl, Duluth - 30097-1976, United States (US)
Email: service@sntksystems.us
Telephone: +12706379764
If a complaint cannot be resolved directly, you may contact the supervisory authority for data protection in your region. The Company will cooperate fully with any such authority.