Privacy Policy

1. Information We Collect

a. Information you give us:

• Contact form (/contact): name, email address, phone number (optional), company (optional), subject, and message.
• VoIP quote form (/services/voip/quote): first and last name, company, email address, phone number (optional), business type, number of locations, number of users, desired features, and any additional information you write.
• Consent records: when you submit either form we record whether you ticked the optional call and text checkbox, the version and wording of the consent text shown, and the date and time.
• AI chat assistant: the messages you type into the chat widget. The assistant is an automated AI system, not a person. Please do not enter passwords, payment card numbers, or other sensitive information into the chat.
• Email and phone: anything you send us by email or tell us when you call.

b. Information collected automatically:

• IP address and browser user agent (browser type, version, and operating system)
• Request details such as the form load time and a spam score calculated for form submissions
• A random chat session identifier stored in your browser (see section 5)
• Standard server and request logs kept by our hosting provider

We do not run advertising or analytics tracking tools on our public marketing website.

2. How We Use Your Information

• Respond to your inquiry, quote request, or chat message
• Provide, operate, and improve our website and chat assistant
• Ensure website security, prevent spam and abuse, and enforce rate limits and IP blocks
• Contact you by phone or text with marketing or follow-up messages, only if you ticked the optional call and text checkbox (see section 7)
• Comply with legal obligations and protect our rights

Submitting a form allows us to use your details to respond to that inquiry. It does not by itself sign you up for marketing calls or texts.

3. Sharing Your Information

We do not sell your personal data. We share it with service providers that help us run the site, and only as needed to provide their service:

• Vercel: hosts the website and processes standard request logs.
• Supabase: database provider that stores contact and VoIP form submissions, consent records, and chat conversations and messages.
• OpenAI: the chat assistant sends your chat messages, along with relevant help content, to OpenAI to generate replies.
• Cloudflare Turnstile: a bot check on our forms and chat. It receives your IP address and browser signals to tell people from automated programs.
• Upstash: stores short-lived, IP-based counters used for rate limiting.
• SMTP2GO: our email delivery provider, used to send us the notification email for each submission.

We may also disclose information when required by law or legal process, or to protect our rights, our clients, and the security of our systems.

4. IP Logging, Rate Limiting, and IP Blocking

To keep the site safe we log the IP address and user agent of form submissions and chat requests, limit how often a single IP address can submit forms or send chat messages, and may block IP addresses that appear to be abusive or automated. This processing is based on our legitimate interest in securing the site.

5. Cookies and Browser Storage

We do not use advertising or analytics cookies on the public marketing site. We use the following items, which are needed for features you ask for or for security:

• Chat session ID (browser local storage): a random identifier that keeps your chat conversation together. It stays until you clear your browser data.
• Chat conversation (browser session storage): the current conversation reference, cleared when you close the tab.
• Sign-in cookies: set only if you sign in to our client portal or staff tools.
• Cloudflare Turnstile: may set cookies or storage on your device to complete the bot check.

You can block or clear cookies and site data in your browser settings, though forms and chat may not work without the bot check.

6. Data Retention

We keep contact and VoIP form submissions, including consent records, for up to 24 months after our last communication with you, unless we need them longer for an active service relationship, a legal obligation, or to resolve a dispute. Submissions flagged as spam are deleted sooner. Chat conversations are kept for up to 24 months. IP-based rate limit counters expire automatically within a short period. We may keep a record that you opted out of calls or texts so that we can honor your request.

7. Calls and Text Messages

We contact you by phone or text for marketing or follow-up only if you ticked the optional checkbox on our forms. Consent is not a condition of purchase and is not required to receive a response to your inquiry. Message frequency varies, and message and data rates may apply. Reply STOP to any text to opt out, or HELP for help. You can also opt out at any time by calling (314) 828-1234 or emailing helpme@itstl.com. Calls may be recorded for quality and training purposes.

8. Data Security

We take reasonable precautions to protect your personal information from unauthorized access, use, or disclosure, including encrypted connections and restricted database access. However, no method of transmission over the internet is 100% secure, and we cannot guarantee absolute security.

9. Third-Party Links

Our website may contain links to third-party websites, such as our payment portal and live chat provider. We are not responsible for the privacy practices or content of these external sites. We encourage you to review the privacy policies of any third-party sites you visit.

10. Your Rights and How to Use Them

You have the right to:

• Access, correct, or delete your personal information
• Withdraw consent for data processing, including calls and texts
• Opt out of marketing communications
• Request a copy of your personal data

To make a request, email helpme@itstl.com or call (314) 828-1234 with the subject "Privacy request". We may ask you to confirm your identity (for example by replying from the email address you used on the form) and we aim to respond within 30 days. If you used the chat, tell us the approximate date and time so we can locate the conversation.

11. Children

Our services are for businesses and are not directed to children under 13. We do not knowingly collect personal information from children. If you believe a child has given us information, contact us and we will delete it.

12. Policy Updates

We may update this privacy policy periodically to reflect changes in our practices or applicable laws. The "Last updated" date above shows when it last changed. We encourage you to review this policy regularly for any updates.

13. Contact Information

If you have any questions about this privacy policy or our data practices, please contact us: