1. Information We Collect
PoE Scout collects information you provide directly to us, such as when you request a consultation, use our services, or contact us for support. We also collect certain information automatically when you visit our website.
Personal Information
- Name and contact information (email address, phone number, mailing address)
- Business information (company name, industry, space type, size)
- Project details and technical requirements
- Payment information (processed securely through third-party providers)
- Communication preferences and history
- Account credentials and authentication information
- Professional certifications and technical qualifications (if applicable)
Technical Information
- Site survey data and network infrastructure details
- Building layouts, floor plans, and coverage requirements
- Existing equipment specifications and configurations
- Network performance metrics and usage patterns
- Power consumption data and electrical infrastructure details
- Environmental factors affecting RF propagation
- Security requirements and compliance standards
- Integration requirements with existing systems
Automatically Collected Information
- IP address, browser type, and operating system information
- Website usage data, page views, and navigation patterns
- Device information including screen resolution and capabilities
- Cookies and similar tracking technologies data
- Referral sources and search terms used to find our website
- Time stamps and session duration information
- Geographic location data (country and region level)
- Performance metrics and error logs
2. How We Use Your Information
We use the information we collect to provide, maintain, and improve our services, communicate with you, and comply with legal obligations. Specifically, we use your information for the following purposes:
Service Delivery
- Conducting comprehensive site assessments and power budget calculations
- Recommending appropriate PoE equipment and network configurations
- Providing remote configuration and zero-touch setup services
- Delivering technical documentation, installation guides, and support materials
- Coordinating equipment procurement and vendor relationships
- Monitoring network performance and providing health checks
- Facilitating warranty claims and technical support requests
Business Operations
- Processing payments and managing billing relationships
- Communicating about project status, updates, and deliverables
- Providing customer support and technical assistance
- Maintaining project records and documentation
- Conducting quality assurance and performance reviews
- Managing vendor relationships and procurement processes
Website and Service Improvement
- Analyzing website usage patterns and user behavior
- Improving our website functionality and user experience
- Developing new features and service offerings
- Conducting market research and competitive analysis
- Optimizing our marketing and communication strategies
Legal and Compliance
- Complying with applicable laws, regulations, and industry standards
- Responding to legal requests and government inquiries
- Protecting our rights, property, and safety
- Enforcing our terms of service and other agreements
- Preventing fraud, abuse, and unauthorized access
3. Information Sharing and Disclosure
We do not sell, trade, or otherwise transfer your personal information to third parties except as described in this policy. We may share your information in the following circumstances:
Service Providers and Business Partners
We may share information with trusted third-party service providers who assist us in operating our website, conducting business, or servicing you. These parties are contractually obligated to keep your information confidential and use it only for the purposes we specify.
- Payment processors and financial institutions
- Cloud hosting and data storage providers
- Equipment vendors and distributors
- Technical support and consulting partners
- Marketing and communication service providers
- Legal and professional service providers
Business Transfers
In the event of a merger, acquisition, reorganization, or sale of assets, your information may be transferred as part of the business transaction. We will notify you of any such change in ownership or control of your personal information.
Legal Requirements and Protection
We may disclose your information when required by law, court order, or government regulation, or when we believe disclosure is necessary to:
- Comply with legal obligations and regulatory requirements
- Protect our rights, property, or safety
- Protect the rights, property, or safety of our users
- Prevent fraud, abuse, or illegal activities
- Respond to emergency situations
Consent-Based Sharing
We may share your information with third parties when you have given us explicit consent to do so, such as when you request us to coordinate directly with your vendors or contractors.
4. Data Security and Protection
We implement comprehensive technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. Our security measures include:
Technical Safeguards
- Encryption of data in transit using TLS/SSL protocols
- Encryption of sensitive data at rest using industry-standard algorithms
- Multi-factor authentication for administrative access
- Regular security assessments and vulnerability testing
- Intrusion detection and prevention systems
- Secure backup and disaster recovery procedures
- Network segmentation and access controls
Organizational Safeguards
- Employee training on data protection practices and procedures
- Background checks for personnel with access to sensitive data
- Confidentiality agreements and data handling policies
- Regular security awareness training and updates
- Incident response procedures and breach notification protocols
- Third-party security assessments and audits
Physical Security
- Secure data centers with restricted access controls
- Environmental monitoring and protection systems
- Secure disposal of physical media and equipment
- Visitor access controls and monitoring
While we strive to protect your personal information, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security, but we continuously work to improve our security measures and respond promptly to any identified vulnerabilities.
5. Data Retention and Deletion
We retain your personal information for as long as necessary to fulfill the purposes outlined in this privacy policy, unless a longer retention period is required or permitted by law. Our retention periods are based on business needs, legal requirements, and the nature of the information collected.
Retention Periods
- Project data and technical documentation: Retained for 7 years for warranty support, troubleshooting, and potential expansion projects
- Contact information and communication records: Retained until you request deletion or withdraw consent
- Financial and billing information: Retained for 7 years for tax and accounting purposes
- Website analytics and usage data: Retained for 26 months for performance analysis and improvement
- Security logs and incident records: Retained for 3 years for security monitoring and compliance
- Marketing and communication preferences: Retained until you unsubscribe or request deletion
Data Deletion
When personal information is no longer needed for the purposes for which it was collected, we securely delete or anonymize it according to our data retention schedule. You may also request deletion of your personal information, subject to certain legal and business requirements.
6. Your Rights and Choices
Depending on your location and applicable laws, you may have certain rights regarding your personal information. We are committed to honoring these rights and providing you with control over your personal data.
Access and Portability Rights
- Right to Access: Request a copy of the personal information we hold about you, including details about how it's processed
- Right to Portability: Request transfer of your personal data to another service provider in a structured, commonly used format
- Right to Information: Receive clear information about how your data is collected, used, and shared
Correction and Update Rights
- Right to Correction: Request correction of inaccurate, incomplete, or outdated personal information
- Right to Update: Modify your contact preferences, communication settings, and account information
Deletion and Restriction Rights
- Right to Deletion: Request deletion of your personal information when it's no longer necessary or you withdraw consent
- Right to Restriction: Request limitation of processing in certain circumstances, such as while disputing accuracy
- Right to Withdraw Consent: Withdraw previously given consent for data processing activities
Objection and Opt-Out Rights
- Right to Object: Object to certain types of processing, including direct marketing and automated decision-making
- Right to Opt-Out: Unsubscribe from marketing communications and promotional materials
Exercising Your Rights
To exercise any of these rights, please contact us at [email protected] or use the contact information provided at the end of this policy. We will respond to your request within 30 days and may require verification of your identity to protect your privacy and security.
7. Cookies and Tracking Technologies
We use cookies and similar technologies to enhance your experience on our website, analyze usage patterns, and provide personalized content. For detailed information about our use of cookies, including how to manage your preferences, please see our Cookie Policy.
Types of Cookies We Use
- Essential Cookies: Required for basic website functionality and security
- Analytics Cookies: Help us understand how visitors use our website
- Functional Cookies: Enable enhanced features and personalization
- Performance Cookies: Monitor website performance and user experience
Managing Cookie Preferences
You can control cookie settings through your browser preferences or our cookie consent banner. Note that disabling certain cookies may affect website functionality and your user experience.
8. International Data Transfers
Your information may be transferred to and processed in countries other than your country of residence, including the United States. We ensure appropriate safeguards are in place to protect your personal information in accordance with applicable data protection laws.
Transfer Safeguards
- Standard contractual clauses approved by relevant data protection authorities
- Adequacy decisions recognizing equivalent levels of data protection
- Binding corporate rules for intra-group transfers
- Certification schemes and codes of conduct
Cross-Border Processing
When we transfer your personal information internationally, we ensure that the receiving country or organization provides adequate protection for your data rights and freedoms.
9. Children's Privacy
Our services are designed for business use and are not directed to individuals under the age of 18. We do not knowingly collect personal information from children under 18 years of age.
Parental Rights
If we become aware that we have collected personal information from a child under 18 without parental consent, we will take immediate steps to delete such information from our systems. Parents or guardians who believe we may have collected information from their child should contact us immediately.
10. Third-Party Links and Services
Our website may contain links to third-party websites, services, or applications that are not owned or controlled by PoE Scout. This privacy policy does not apply to third-party services.
Third-Party Responsibility
We are not responsible for the privacy practices or content of third-party services. We encourage you to review the privacy policies of any third-party services you visit or use.
Integration Partners
When we integrate with third-party services for business purposes (such as payment processing or equipment procurement), we ensure these partners maintain appropriate privacy and security standards.
11. Data Breach Notification
In the unlikely event of a data breach that poses a risk to your rights and freedoms, we will notify you and relevant authorities as required by applicable law.
Notification Timeline
- Regulatory authorities: Within 72 hours of becoming aware of the breach
- Affected individuals: Without undue delay when the breach poses a high risk
- Public disclosure: As required by law or when in the public interest
Breach Response
Our incident response procedures include immediate containment, assessment of impact, notification of stakeholders, and implementation of corrective measures to prevent future occurrences.
12. Changes to This Privacy Policy
We may update this privacy policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of any material changes through appropriate channels.
Notification Methods
- Email notification to registered users
- Prominent notice on our website
- In-app notifications for service users
- Direct communication for significant changes
Effective Date
Changes to this privacy policy become effective immediately upon posting on our website, unless otherwise specified. Your continued use of our services after any changes constitutes acceptance of the updated policy.
13. Contact Information and Data Protection Officer
If you have any questions about this privacy policy, our privacy practices, or wish to exercise your data protection rights, please contact us using the information below:
Response Timeline
We strive to respond to all privacy-related inquiries within 30 days. For urgent matters or data breach reports, please call our main number and request immediate escalation to our privacy team.