Privacy Policy

1. Who We Are

Bit Data LLC is a Florida limited liability company providing managed IT services, cybersecurity solutions, and cloud services to small and medium-sized businesses. We are headquartered in Lehigh Acres, FL 33971.

For the purposes of this Privacy Policy, Bit Data LLC is the data controller for information collected through our website and marketing activities, and acts as a data processor for information processed on behalf of our clients within the scope of our service agreements.

2. Scope of This Policy

This Privacy Policy applies to:

• Visitors to our website at bitdatallc.com and any associated subdomains.
• Prospective clients who contact us through our website, phone, email, or other channels.
• Current and former clients with respect to contact and account information we maintain.

This Policy does not govern the handling of client business data that we access or process in the course of delivering managed IT services — that is governed by your Service Agreement and applicable data processing addendum (DPA), if executed.

3. Information We Collect

We collect the following categories of information:

We collect information only to the extent necessary to provide our services and operate our business. We do not collect sensitive personal information such as Social Security numbers, government ID numbers, or financial account credentials.

4. How We Use Your Information

We use the information we collect for the following purposes:

• Service Delivery: To provide, manage, and support the IT services you have engaged us for.
• Communication: To respond to your inquiries, send service notifications, and provide support.
• Billing & Account Management: To process payments, issue invoices, and manage your account.
• Security & Fraud Prevention: To monitor for unauthorized access, detect threats, and maintain the security of our systems and client environments.
• Service Improvement: To analyze how our services are used and identify areas for improvement.
• Legal Compliance: To comply with applicable laws, regulations, or legal processes, including responding to lawful requests from public authorities.
• Marketing: To send information about our services, promotions, or updates that may be of interest to you. You may opt out at any time.

We rely on the following legal bases for processing (where applicable): performance of a contract, legitimate business interests, compliance with legal obligations, and your consent (for marketing communications).

5. Sharing of Information

We do not sell, rent, or trade your personal information to third parties for their own marketing purposes. We may share your information in the following limited circumstances:

• Service Providers: Trusted third-party vendors who assist in delivering our services (e.g., payment processors, cloud hosting providers, helpdesk software, email platforms). These parties are contractually bound to use your data only as directed by us and in compliance with applicable law.
• Professional Advisors: Attorneys, accountants, or auditors bound by professional confidentiality obligations.
• Business Transfers: In the event of a merger, acquisition, or sale of substantially all assets, your information may be transferred as part of that transaction. We will provide notice before your information is subject to a materially different privacy policy.
• Legal Requirements: When required to comply with applicable law, regulation, legal process, or enforceable government request; or when necessary to protect the rights, property, or safety of Bit Data LLC, our clients, or the public.

6. Client Data & Managed Systems

In the course of providing managed IT and cybersecurity services, we may access your business systems, employee data, files, and communications. This access is strictly limited to what is necessary to deliver the contracted services.

We treat all client business data as confidential and handle it in accordance with our Service Agreement and any applicable Data Processing Addendum. We:

• Access client systems only as required to fulfill service obligations.
• Do not use client business data for any purpose beyond service delivery.
• Implement technical and organizational safeguards appropriate to the sensitivity of the data.
• Notify clients promptly of any security incident affecting their data, consistent with applicable law.

Clients are responsible for ensuring that their use of our services complies with applicable privacy laws governing their own customers and employees, including obtaining any required consents for data processing.

7. Cookies & Website Tracking

Our website uses cookies and similar tracking technologies to enhance your browsing experience and analyze website traffic. We use the following types of cookies:

• Essential Cookies: Required for the website to function properly. These cannot be disabled.
• Analytics Cookies: Help us understand how visitors interact with our website (e.g., which pages are most visited, how users navigate). We may use services such as Google Analytics for this purpose.
• Preference Cookies: Remember your settings and choices to improve your experience on return visits.

You can control cookies through your browser settings. Most browsers allow you to refuse cookies or delete existing ones. Note that disabling certain cookies may affect the functionality of our website.

We do not use cookies for targeted advertising or behavioral tracking for third-party ad networks.

8. Data Security

As a cybersecurity company, we take data security seriously and implement rigorous measures to protect your information, including:

• Encryption of data in transit using TLS/SSL protocols.
• Access controls limiting information to authorized personnel on a need-to-know basis.
• Regular security assessments of our own systems and infrastructure.
• Secure disposal of data when it is no longer needed.
• Employee training on data protection and security best practices.

Despite these measures, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security, but we are committed to maintaining appropriate safeguards and acting swiftly in the event of a security incident.

In the event of a data breach that affects your personal information, we will notify you as required by applicable law.

9. Data Retention

We retain personal information for as long as necessary to fulfill the purposes described in this Privacy Policy, unless a longer retention period is required or permitted by law. Our general retention practices are:

• Client account information: Retained for the duration of the service relationship plus 7 years for legal and accounting purposes.
• Prospect and inquiry information: Retained for up to 2 years from the date of last contact.
• Website analytics data: Retained in aggregated form for up to 26 months.
• Financial and billing records: Retained as required by applicable tax and accounting regulations (typically 7 years).
• Support and communication records: Retained for the duration of the service relationship plus 3 years.

Upon expiration of the applicable retention period, we securely delete or anonymize personal information.

10. Your Privacy Rights

Depending on your location and applicable law, you may have certain rights regarding your personal information, including:

• Right to Access: Request a copy of the personal information we hold about you.
• Right to Correction: Request that we correct inaccurate or incomplete information.
• Right to Deletion: Request deletion of your personal information, subject to applicable legal obligations.
• Right to Restrict Processing: Request that we limit the processing of your information in certain circumstances.
• Right to Object: Object to our processing of your information for direct marketing purposes at any time.
• Right to Opt Out of Marketing: Unsubscribe from marketing emails at any time by clicking "unsubscribe" in any email or contacting us directly.

Florida Residents: Florida law may provide additional privacy rights. We will comply with applicable Florida privacy statutes and will respond to verified requests within a reasonable timeframe.

To exercise any of these rights, please contact us using the information in Section 14. We will respond to verified requests within 30 days. We may need to verify your identity before processing your request.

11. Children's Privacy

Our Services are not directed to individuals under the age of 18, and we do not knowingly collect personal information from children. If we learn that we have collected personal information from a child under 18 without parental consent, we will promptly delete that information. If you believe we have inadvertently collected information from a child, please contact us immediately.

12. Third-Party Links

Our website may contain links to third-party websites, tools, or services. These third parties have their own privacy policies, and we are not responsible for their content or practices. We encourage you to review the privacy policies of any third-party sites you visit. The inclusion of a link does not imply our endorsement of that site or service.

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or business operations. We will notify you of material changes by:

• Posting the updated policy on our website with a revised "Last Updated" date; and
• Sending an email notification to active clients at the email address on file.

Your continued use of our Services after the effective date of any changes constitutes your acceptance of the updated Privacy Policy. If you do not agree with the changes, please contact us to discuss your options or discontinue use of our Services.

14. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

• Bit Data LLC — Privacy Inquiries
• Lehigh Acres, FL 33971
• Phone: (239) 300-5607
• Email: info@bitdatallc.com

We will acknowledge receipt of your inquiry within 5 business days and provide a substantive response within 30 days, or notify you if we need additional time.