OnQuest IT Solutions

Privacy Policy

OnQuest IT Solutions LLC is committed to protecting the privacy of everyone who visits our website or uses our services. This Privacy Policy explains what information we collect, how we use it, who we share it with, and what rights you have over your data. Please read it carefully. By using our website or services, you acknowledge that you have read and understood this policy.

1. Who We Are

OnQuest IT Solutions LLC is a Texas limited liability company providing managed IT services, cybersecurity, cloud management, and technology support to small businesses in Celina, Prosper, Anna, Gunter, Weston, Van Alstyne, and the surrounding Collin and Grayson County area.

For the purposes of this Privacy Policy, OnQuest IT Solutions LLC acts as the controller of personal data collected through this website. When we provide managed IT services to our business clients, we act as a processor of any personal data that belongs to our clients or their personnel, and our handling of that data is governed by the applicable Master Service Agreement and, where required, a Business Associate Agreement.

2. Information We Collect

We collect personal information in the following ways:

2.1 Information You Provide to Us

When you interact with our website or contact us directly, you may provide us with:

• Name, business name, job title, and contact details including email address and phone number
• Information submitted through our website contact forms or appointment booking calendar
• Details about your business and technology environment shared during an IT Health Check or consultation
• Payment and billing information provided when you engage our services
• Communications, enquiries, and feedback submitted to us by any means

2.2 Information We Collect Automatically

When you visit our website, certain technical data is collected automatically through cookies and similar technologies, including:

• Internet Protocol (IP) address and approximate geographic location
• Browser type, version, and operating system
• Pages visited, time spent on each page, and navigation paths through our website
• Referring website or search term used to arrive at our website
• Date and time of your visit
• Device identifiers and screen resolution

For full details of the cookies and tracking technologies we use, please refer to our Cookie Policy, which forms part of this Privacy Policy.

2.3 Information From Third Parties

We may receive information about you from third-party sources such as:

• Google Analytics, which collects aggregated usage data about visitors to our website
• Our customer relationship management (CRM) platform, GoHighLevel, which processes contact and communication data for leads and clients
• Our virtual receptionist service, which collects and forwards caller information to us
• Public sources such as LinkedIn, business directories, and the Celina Chamber of Commerce, where we may identify potential clients or referral partners

3. How We Use Your Information

We use the personal information we collect for the following purposes:

To Provide and Manage Our Services

• Responding to enquiries and requests submitted through our website or by telephone
• Scheduling and conducting free IT Health Check assessments
• Onboarding new clients and setting up managed service agreements
• Delivering managed IT, cybersecurity, and cloud services to our clients
• Sending invoices and processing payments
• Communicating with clients regarding service status, incidents, and support requests

To Operate and Improve Our Website

• Analysing website usage patterns to improve content, navigation, and user experience
• Monitoring website performance and resolving technical issues
• Understanding how visitors discover and interact with our website

To Market Our Services

• Sending email communications about our services, technology tips, and community updates, only to contacts who have provided their details or opted in to receive such communications
• Following up with prospective clients who have enquired about our services
• Requesting Google reviews from satisfied clients following service engagements

To Comply With Legal Obligations

• Maintaining records required under applicable federal and Texas state law
• Responding to lawful requests from courts, regulators, or law enforcement
• Enforcing our terms of service and contractual agreements

Legal Basis for Processing (Texas TDPSA)
Under the Texas Data Privacy and Security Act (TDPSA), effective July 1, 2024, we collect and process personal data on the following bases: (a) with your consent, where required; (b) to perform a contract with you or take steps at your request before entering into a contract; (c) to comply with our legal obligations; and (d) for our legitimate interests in operating and improving our business, provided such interests are not overridden by your rights.

4. How We Share Your Information

We do not sell your personal information to third parties. We do not share your personal information for the purposes of targeted advertising by third parties. We may share your information in the following limited circumstances:

4.1 Service Providers

We engage trusted third-party service providers who assist us in operating our business and website. These providers have access to personal information only to the extent necessary to perform their services and are contractually required to keep it confidential and secure. Our current service providers include:

GoHighLevel

CRM, marketing automation, appointment booking, and lead management

Google Analytics

Website traffic analysis and usage reporting

Google Workspace

Email, calendar, and document management

Smith.ai

Virtual receptionist and call handling

OpenPhone

Business telephone services

Syncro

Remote monitoring and management platform for client services

Guardz

Cybersecurity monitoring and reporting for client services

4.2 Legal Requirements

We may disclose your personal information if required to do so by law, court order, or governmental authority, or if we believe in good faith that such disclosure is necessary to protect our rights, protect your safety or the safety of others, investigate fraud, or respond to a government request.

4.3 Business Transfers

In the event that OnQuest IT Solutions LLC is acquired, merges with another entity, or sells all or substantially all of its assets, your personal information may be transferred as part of that transaction. We will notify you by email or prominent notice on our website before your information becomes subject to a different privacy policy.

5. Data Retention

We retain personal information for as long as necessary to fulfil the purposes for which it was collected, to provide our services, and to comply with our legal and contractual obligations. Specifically:

• Client contact and account information is retained for the duration of the client relationship and for seven (7) years following termination, consistent with Texas business record retention requirements
• Website enquiry and lead information is retained for up to two (2) years if no client relationship is established
• Website analytics data is retained in accordance with Google Analytics' standard data retention settings, currently set to fourteen (14) months
• Financial and billing records are retained for seven (7) years in accordance with applicable tax and accounting regulations
• Security incident logs are retained for three (3) years

When personal information is no longer needed, we securely delete or anonymise it.

6. Data Security

We take the security of your personal information seriously. We implement and maintain commercially reasonable administrative, physical, and technical safeguards designed to protect your information against unauthorised access, use, disclosure, alteration, or destruction. These measures include:

• Encrypted data transmission using TLS/SSL protocols
• Access controls limiting personal data access to authorised personnel only
• Regular security assessments and vulnerability monitoring
• Staff training on data protection and security practices
• Multi-factor authentication on all critical business systems

No method of electronic transmission or storage is 100% secure. While we work hard to protect your personal information, we cannot guarantee absolute security. In the event of a data breach affecting your personal information, we will notify you as required by applicable law.

7. Your Privacy Rights

Depending on your location, you may have certain rights regarding your personal information. Texas residents are entitled to the following rights under the Texas Data Privacy and Security Act (TDPSA):

Right to Know

You have the right to know whether we are processing your personal data and to access that data.

Right to Correct

You have the right to request that we correct inaccurate personal data we hold about you.

Right to Delete

You have the right to request that we delete personal data we hold about you, subject to certain exceptions.

Right to Portability

You have the right to receive a copy of your personal data in a portable, machine-readable format.

Right to Opt Out

You have the right to opt out of the sale of your personal data or its use for targeted advertising. We do not sell personal data. We do not use personal data for targeted advertising by third parties.

Non-Discrimination

We will not discriminate against you for exercising any of the rights described in this section.

To exercise any of these rights, please submit a written request to us at info@onquestsolutions.com or by calling (903) 228-3999. We will respond to verified requests within 45 days, which may be extended by an additional 45 days where necessary. We will not charge a fee for processing your request unless it is manifestly unfounded or excessive.

7.1 Opt-Out of Marketing Communications

If you have received marketing emails from us and no longer wish to receive them, you may opt out at any time by clicking the unsubscribe link in any marketing email or by contacting us directly at info@onquestsolutions.com. We will process your request promptly.

7.2 Global Privacy Control

In compliance with the TDPSA and effective from January 1, 2025, we honour the Global Privacy Control (GPC) browser signal. If your browser is configured to send a GPC signal, we will treat it as an opt-out of the sale of personal data and targeted advertising. No additional action is required from you.

8. Children's Privacy

Our website and services are directed exclusively to businesses and their representatives. We do not knowingly collect personal information from individuals under the age of 13. If we become aware that we have inadvertently collected personal information from a child under 13, we will take prompt steps to delete that information. If you believe we may have collected information from a child, please contact us immediately at info@onquestsolutions.com.

9. Third-Party Links

Our website may contain links to third-party websites, including those of our technology partners, the Celina Chamber of Commerce, and other community organisations. These websites operate under their own privacy policies, and we are not responsible for their data practices. We encourage you to review the privacy policy of any third-party website you visit through a link on our site.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, our services, or applicable law. When we make material changes, we will update the "Last Updated" date at the top of this policy and, where appropriate, notify you by email or by posting a notice on our website. We encourage you to review this policy periodically. Your continued use of our website or services after any changes take effect constitutes your acceptance of the updated policy.

11. How to Contact Us

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