Privacy Policy

1. Introduction & Company Information

Effective Date: January 2024

Last Updated: January 2024

Welcome to SysGuard LLC ("Company," "we," "us," "our," or "SysGuard"). We are committed to protecting your privacy and ensuring you have a positive experience on our website and while using our managed IT security and systems monitoring services. This Privacy Policy explains what information we collect, how we use it, how we protect it, and your rights regarding your data.

2. Information We Collect

SysGuard LLC collects information to provide, maintain, and improve our services. We collect data through various means:

Personal Information You Provide Directly

• Name: Your full name
• Email Address: Your primary email for communications
• Phone Number: For service delivery, support, and SMS communications
• Company Name: Your organization or business name
• Job Title: Your role or position
• Business Address: Your organization's physical location
• Account Credentials: Username, password, and security questions
• Payment Information: Credit card details processed securely (we do not store full card numbers)

Information Collected Automatically

• IP Address: Your internet protocol address
• Device Information: Device type, operating system, browser type and version
• Usage Data: Pages visited, time spent on pages, clicks, and navigation patterns
• Cookies & Tracking: Session identifiers and analytics data
• System Monitoring Data: For clients using our services, system logs, performance metrics, and security events
• Location Data: General geographic location based on IP address (not precise GPS)

Information from Third Parties

We may receive information about you from third-party service providers, business partners, and publicly available sources to enhance our services and ensure accuracy of data we maintain.

3. How We Use Your Information

We use the information we collect for the following purposes:

Service Delivery

• Provisioning and delivering managed IT security and systems monitoring services
• Setting up and maintaining your account
• Processing payments and billing
• Responding to service requests and support tickets
• Monitoring system performance and detecting threats

Communications

• Sending transactional emails (confirmations, receipts, password resets)
• Sending SMS alerts and notifications (with your consent)
• Providing customer support and service updates
• Notifying you of security incidents or vulnerabilities

Service Improvement

• Analyzing usage patterns to enhance our services
• Conducting research and quality assurance
• Developing new features and products
• Personalizing your experience

Legal Compliance & Security

• Complying with applicable laws, regulations, and legal requests
• Preventing fraud, abuse, and unauthorized access
• Protecting our assets and the security of our systems
• Investigating and resolving disputes

Marketing (With Consent)

• Sending promotional emails, newsletters, and product updates
• Conducting marketing research and analytics
• Creating anonymous, aggregated reports

4. SMS / Text Message Communications (A2P Compliant)

Important: This section details our SMS communications practices and your rights.

Collection of Phone Numbers

SysGuard LLC collects your phone number to provide service alerts, security notifications, system monitoring updates, and other transactional messages related to your account and our services.

Your Consent to Receive SMS Messages

By providing your phone number and agreeing to our terms, you are expressly consenting to receive SMS text messages from SysGuard LLC regarding your account, services, security alerts, and related notifications. Your consent is voluntary and not a condition of purchasing our products or services.

Message Frequency and Content

The frequency of text messages varies based on your inquiry, service needs, system activity, and security events. During peak incident periods or critical alerts, you may receive multiple messages. Routine service notifications may occur weekly or monthly depending on your account type. You control notification preferences in your account settings.

Message & Data Rates

IMPORTANT: Message and data rates may apply depending on your wireless carrier's plan and your mobile service agreement. SysGuard LLC is not responsible for your carrier's charges. Standard text message rates from your wireless provider will apply to all SMS communications. Please contact your carrier if you have questions about your data plan or SMS rates.

Opting Out of SMS Messages

You can opt out of receiving SMS messages from SysGuard LLC at any time by:

• Replying "STOP" to any text message you receive from us. After you send the STOP command, we will discontinue sending SMS messages to your phone number within a reasonable timeframe (usually within 10 minutes).
• Emailing our Privacy Team at privacy@sysguard.com with the subject line "SMS OPT-OUT" and your phone number.
• Contacting Support at 305.666.3388 and requesting to opt out of SMS communications.
• Modifying your notification preferences in your account settings on our website or mobile application.

Help & Support

To receive assistance with SMS messages or our services, reply "HELP" to any text message from SysGuard LLC. You can also contact us at:

• Email: support@sysguard.com
• Phone: 305.666.3388

Carrier Limitations and Disclaimers

Major carriers including AT&T, Verizon, T-Mobile, Sprint, and others are not responsible for delayed, blocked, or undelivered messages. Network issues, carrier filtering systems, and device settings may impact message delivery. SysGuard LLC is not liable for:

• Messages delayed or blocked by your carrier
• Messages filtered to spam or promotional folders
• Technical failures in message delivery
• Incorrect phone number entries
• Changes to your phone number or carrier without notification to us

Data Security & Privacy of Your Phone Number

Your phone number is protected with the same security standards as all personal data we collect. We:

• Encrypt your phone number in our database
• Use secure transmission protocols for SMS communications
• Limit access to your phone number to authorized personnel only
• Do not share your phone number or SMS consent status with third parties for their marketing purposes
• Comply with all A2P (Application-to-Person) messaging regulations

No Third-Party Sharing

We do not sell, rent, or share your phone number or SMS consent data with third parties for marketing, advertising, or any other purposes without your explicit written consent. Your phone number is used exclusively for SysGuard LLC communications.

Consent is Not a Condition of Purchase

Your consent to receive SMS messages is entirely optional and separate from your purchase or use of our services. You can use our services and decline SMS communications by choosing alternative notification methods (email, in-app notifications, etc.).

Legal Basis for SMS Communications

We send SMS messages based on:

• Your express written consent
• Transactional necessity (security alerts, service notifications)
• Legal obligation (regulatory compliance)
• Your legitimate interests in receiving service updates

Changes to SMS Policy

We may update this SMS communications section. Significant changes will be communicated via email at least 30 days in advance. Your continued use of our services after updates constitutes acceptance of the new terms.

5. Email Communications & CAN-SPAM Compliance

SysGuard LLC complies with the CAN-SPAM Act and all applicable email marketing regulations.

Types of Email Communications

• Transactional Emails: Account confirmations, password resets, billing confirmations, service notifications
• Service Notifications: System alerts, security updates, maintenance notices
• Marketing Emails: Newsletters, product updates, promotional offers (sent with consent)

Unsubscribe & Opt-Out

Every marketing email we send includes an unsubscribe link at the bottom. You can unsubscribe from marketing communications at any time by:

• Clicking the "Unsubscribe" link in any marketing email
• Emailing privacy@sysguard.com with your request
• Updating your communication preferences in your account settings

Note: Even if you opt out of marketing emails, we will continue to send transactional and service-critical emails to maintain your account and services.

CAN-SPAM Compliance

All our emails include:

• Clear identification of SysGuard LLC as the sender
• Accurate subject lines
• Physical business address
• Honor of unsubscribe requests within 10 business days

6. Data Sharing & Third Parties

We Do Not Sell Your Data

SysGuard LLC does not sell, trade, rent, or share your personal information with third parties for their marketing or commercial purposes. We strictly maintain your data privacy.

Limited Sharing with Service Providers

We share your information only with trusted third-party service providers who help us deliver our services, including:

• Payment Processors: Secure payment processing (PCI-DSS compliant)
• Email Service Providers: Transactional and marketing email delivery
• SMS Platform Providers: A2P compliant SMS delivery partners
• Cloud Infrastructure Providers: Secure hosting and data storage
• Customer Support Tools: Ticketing and support platforms
• Analytics Providers: Usage analytics and performance monitoring

All service providers are bound by Data Processing Agreements (DPAs) and must maintain confidentiality and comply with applicable data protection laws.

Legal Compliance & Law Enforcement

We may disclose your information when required by law, court order, subpoena, or government request, provided we legally can do so. We will:

• Notify you of such requests when legally permitted
• Provide only the minimum information required
• Challenge overly broad requests

Business Transfers

If SysGuard LLC is involved in a merger, acquisition, bankruptcy, or other business transaction, your personal information may be transferred as part of that transaction. We will provide notice before your information becomes subject to a different privacy policy.

No Data Brokers

We do not work with data brokers or third-party data aggregators to enhance, enrich, or validate your data for marketing purposes.

7. Data Security

SysGuard LLC implements comprehensive security measures to protect your data from unauthorized access, alteration, disclosure, or destruction.

Encryption

• In Transit: All data transmitted between your device and our servers uses TLS/SSL encryption (HTTPS)
• At Rest: Sensitive data including passwords, phone numbers, and payment information are encrypted using AES-256 encryption
• Database Encryption: All customer databases are encrypted with industry-standard encryption protocols

Access Controls

• Role-based access control (RBAC) limiting employee access to data
• Multi-factor authentication (MFA) for all administrative accounts
• Password policies requiring strong, unique credentials
• Regular access audits and monitoring
• Immediate revocation of access for terminated employees

Infrastructure Security

• Firewalls and intrusion detection systems
• DDoS protection and threat mitigation
• Regular security patching and updates
• Vulnerability assessments and penetration testing
• Secure configuration of all systems

Data Backup & Disaster Recovery

• Encrypted offsite backups of critical data
• Disaster recovery plans and regular testing
• Geographic data redundancy for business continuity

Incident Response

In the event of a data breach or security incident, SysGuard LLC will:

• Immediately investigate and contain the incident
• Assess the scope and impact of the breach
• Notify affected individuals within legally required timeframes (typically 30-60 days)
• Provide credit monitoring services if warranted
• Cooperate with law enforcement investigations
• Conduct post-incident analysis and implement improvements

Third-Party Security Assessments

We undergo regular security assessments, including SOC 2 Type II audits and third-party penetration testing to ensure compliance with industry standards.

Limitations

While we implement robust security measures, no system is completely secure. We cannot guarantee absolute security of your data. You are responsible for maintaining the confidentiality of your account credentials.

8. Data Retention

We retain your personal information for as long as necessary to provide services and comply with legal obligations.

Retention Periods by Data Type

• Account Information: Retained for the duration of your account plus 7 years for legal and accounting purposes
• Billing & Payment Records: Retained for 7 years to comply with tax regulations
• System Monitoring Logs: Retained according to your service agreement (typically 90 days to 2 years)
• Security Incident Reports: Retained for 6 years for compliance and audit purposes
• Email Communications: Retained for 3 years unless required for legal holds
• SMS Opt-Out Records: Retained indefinitely to honor your preferences
• Website Analytics: Anonymized after 13 months
• Support Tickets & Correspondence: Retained for 3 years

Deletion Upon Request

Upon your written request, we will delete your personal information (subject to legal and contractual obligations) within 30 days. We may retain anonymized or aggregated data that cannot identify you.

Legal Holds

If there is an ongoing dispute, litigation, or regulatory investigation, we will retain relevant data for the duration of the legal proceeding plus any required follow-up period.

9. Your Privacy Rights

Depending on your location, you may have certain rights regarding your personal data:

Right to Access

You have the right to request a copy of the personal information we hold about you. We will provide this information in a structured, commonly used, and machine-readable format within 30 days of your request.

Right to Correction

You can request that we correct, update, or supplement inaccurate or incomplete information about you. We will update your records within 15 business days.

Right to Deletion ("Right to Be Forgotten")

You may request deletion of your personal information, except where we must retain it for legal compliance, contract fulfillment, or security purposes. Deletion will occur within 30 days of verified request.

Right to Data Portability

You can request a portable copy of your data in a structured format (typically CSV or JSON) to facilitate transfer to another service provider. We will provide this within 30 days.

Right to Opt-Out of Marketing

You can opt out of marketing communications at any time without penalty. Transactional emails will continue.

Right to Object

You can object to our processing of your data for marketing, profiling, or other purposes. We will honor your objection within 15 business days.

Right to Withdraw Consent

If we process your data based on your consent (e.g., SMS opt-in), you can withdraw that consent at any time. Withdrawal does not affect prior processing.

How to Exercise Your Rights

To exercise any of these rights, submit a written request to:

• Email: privacy@sysguard.com
• Mailing Address: SysGuard LLC, Privacy Team, United States
• Phone: 305.666.3388

We will require verification of your identity before processing your request. We may charge a reasonable fee if requests are excessive or frivolous.

No Discrimination

We will not discriminate against you for exercising your privacy rights. You will continue to receive the same level of service and pricing.

10. Cookies & Tracking Technologies

What Are Cookies?

Cookies are small text files stored on your device that contain information about your browsing activity. We use cookies to improve your experience and analyze website usage.

Types of Cookies We Use

• Essential/Necessary Cookies: Required for website functionality (authentication, security, session management)
• Performance Cookies: Collect information about how you use our website (page load times, error messages)
• Analytics Cookies: Track visitor behavior to help us improve our services
• Preference Cookies: Remember your settings and preferences
• Marketing Cookies: Used for targeted advertising and retargeting (only with consent)

Third-Party Cookies

We use analytics providers such as Google Analytics that may set their own cookies. You can control third-party cookies through your browser settings or opt-out tools provided by those companies.

Cookie Management

Most browsers allow you to control cookies through settings. You can:

• Delete existing cookies
• Block all cookies or specific types
• Enable "Do Not Track" signals

Note: Disabling essential cookies may limit website functionality.

Tracking Pixels & Web Beacons

We use tracking pixels and web beacons in emails and