Privacy Policy

Updated Oct 13, 2024

  1. Introduction
    We at HeadIT Solutions LLC respect the privacy of every individual whose Personal Information We handle in the course of Our business operations. We value You and are strongly committed to keeping secure any information We obtain from or about You.
    This Privacy Policy will help You understand how We collect, use and protect Your Personal Information in connection with Our Services and how You can modify, delete and otherwise manage Your Personal Information with Us.
  2. Terms used in this Policy
    1. “Automated Decisions” are defined as decisions about individuals that are based solely on the automated processing of data and that may produce legal effects that significantly affect the individuals involved.
    2. “Cookies” shall mean small text files stored on Your device being used for browsing through Our Services (computer or mobile device).
    3. “Personal Information” means any information relating to an identified or identifiable natural person; an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.
    4. “Services” means Your use of all websites, applications, services, products, e-mails and any other communications by or on behalf of HeadIT.
    5. “Usage Data” means information collected automatically on how Our Services are accessed and used, and may be either generated by Your use of the Services or from the Service infrastructure itself. This includes without limitation, Your computer’s Internet Protocol address, browser type and version, the pages of Our Services that You visit, the time and date of Your visit, the time spent on those pages, unique device identifiers and other diagnostic data.
    6. “We/Our(s)/Us/HeadIT” refers to HeadIT Solutions LLC., having registered office at 5900 Balcones Drive STE 100, Austin, Texas, 78731 along with any entity or individual, directly or indirectly, through one or more intermediaries, controlling, controlled by, or under common control with HeadIT, and shall also include any group company, subsidiaries, affiliates or parent company of HeadIT, whether by operation of law or by contract or otherwise.
    7. “You/Your(s)/Users” refers to the individuals whose Personal Information is used in connection with HeadIT’s Services.
    8. “Third Party” refers to any individual or legal entity who is not a party to this Privacy Policy.
  3. Role of HeadIT
    HeadIT, with regard to Personal Information, might act both as a Data Controller (i.e. a natural or legal person who, either alone or jointly with other persons, determines the purposes for and manner in which any Personal Information is, or shall be, processed) as well as a Data Processor (i.e. any natural or legal person who processes Personal Information on behalf of the Data Controller) on behalf of Our clients, who are the Data Controllers in such cases under applicable data protection laws.
  4. What Data do We collect and how?
    HeadIT follows the following principles with respect to the collection and use of Personal Information:
    1. Personal Information to be processed fairly, lawfully and transparently;
    2. Personal Information to be collected for specified, explicit, and legitimate purposes and not further processed for incompatible purposes;
    3. Personal Information collected to be adequate, relevant, and not excessive in relation to the purposes for which it is collected;
    4. Accurate Personal Information to be collected and, any inaccurate data to be rectified or erased upon HeadIT’s knowledge of the same;
    5. Personal Information collected to be retained as identifiable data for no longer than necessary to serve the purposes for which the Personal Information was collected.
    6. We may collect only certain Personal Information which is required for Us to facilitate the provision of Our Services to You. This includes, but is not limited to, the following:
      1. Contact details such as Your address/location, e-mail address, contact number, facsimile number, social media account name etc.
      2. First name and last name
      3. Age, gender and date of birth
      4. Organization and employment details (current and previous)
      5. Tax and financial information
      6. Information collected through You accepting/allowing use of Cookies
      7. Usage Data
    7. Your Personal Information may be collected through Your access to or use of Our Services.
    8. We may also collect Your Personal Information available on social media (LinkedIn, Facebook, Instagram, x.com etc.), public or legally purchased databases, lead-generation databases, Third Party websites or through Third Party partners/vendors.
    9. Some Personal Information We collect may depend on the individual settings of Your device, operating system and software. We recommend checking the policies of Your device manufacturer or software provider to learn what information they make available to Us. You may opt out of receiving any, or all, of these communications from Us by contacting Us at [email protected] OR by opting out directly via the newsletters or promotional items We send.
  5. How do We use the Data We collect?
    1. HeadIT uses the data provided by You for legitimate business purposes only. The purposes may include any or all of the following:
      1. To provide and maintain Our Services requested by entities and individuals
      2. To maintain and provide Our business offerings and develop new ones
      3. To notify You about changes to Our Services and related terms and policies
      4. To allow You to participate in interactive or other features of Our Services
      5. To respond to enquiries and provide information and support services
      6. To improve Our Services and develop new ones
      7. To monitor the access to and usage of Our Services
      8. To comply with Our obligations under applicable laws to defend and enforce Our rights against legal claims and to manage regulatory matters, investigations and data breaches
      9. To process payments
      10. To monitor, detect, prevent and resolve technical issues, illegal activities and safety issues that may arise
      11. To conduct research and data analysis, and create relevant reports
      12. To enable any due diligence and other evaluations for any actual or proposed merger, sale, acquisition, restructuring, financing, or joint venture contemplated by HeadIT.
      13. To provide You with relevant search results, news, marketing and promotional materials, special offers and general information about HeadIT and Our services, products, events etc. and other information that We may consider to be relevant to You
      14. To search for and onboard new clients for HeadIT
      15. To customize Our business offerings and communications
      16. To facilitate Our employees, partners/vendors and their personnel/ representatives to effectively communicate with You, if required
      17. To track Your activity relevant to Our Services, through the use of Cookies if accepted/allowed by You
      18. To include as a part of advertisements and promotions, if You provide any reviews, comments, feedback etc.
    2. We understand that You are the absolute owner of Your Personal Information and Your consent is vital and hence, We will be seeking Your consent for using Your Personal Information for any other purpose other than those outlined under this Policy.
    3. Personal Information is processed both manually and electronically in accordance with the aforementioned purposes and in compliance with applicable laws. We permit only authorized HeadIT employees and authorized Third Parties to have access to Your Personal Information who are adequately trained and contractually obligated to process Personal Information legally and only in accordance with the instructions We provide them.
  6. Disclosure of Your Personal Information
    We may disclose Your Personal Information to Our partners/ vendors/ service providers/ representatives/ Third Parties under a written contract obligating privacy protections as per applicable laws. In such scenarios, We will disclose only such Personal Information as may be relevant and required to fulfill any obligations under Our contracts with them.
    We may disclose Personal Information:
    1. If required to do so by law or in the bona-fide belief that such action is warranted in order to conform to applicable laws or comply with legal processes including but not limited to, civil and criminal subpoenas, court orders or other compulsory disclosures;
    2. To protect and defend HeadIT, Our Services and/or Our Users;
    3. To act under exigent circumstances to protect the personal safety of any person.
    4. To existing or potential partners/ vendors/ service providers/ Third Parties for marketing, advertising and sales activities, data analysis, data storage, business consultation and improvement, business communication and collaboration, client support, providing and maintaining Our Services, development of new business offerings, hosting services, finance and accounting,
    5. If such disclosure is requested by or on behalf of You.
  7. Retention of Personal Information
    HeadIT will retain Your Personal Information only for as long as is necessary. We retain Your Personal Information:
    1. for the purposes set out in this Privacy Policy
    2. as long as We have an ongoing engagement with You.
    3. as long as needed to provide Our business offerings and Services to You.
    4. to the extent necessary to comply with Our legal obligations (for example, if We are required to retain Your data to comply with applicable laws), resolve disputes and enforce Our legal agreements and policies.
  8. HeadIT will also retain Usage Data for internal analysis purposes. Usage Data is generally retained for a shorter period of time, except when this data is used to strengthen the security or to improve the functionality of Our Service, or We are legally obligated to retain this data for longer periods.
  9. Transfer of Data
    1. HeadIT does not share Your Personal Information with its partners, vendors, contractors, agents, employees and Third Parties for anything other than the aforementioned purposes, without seeking Your prior permission.
    2. For the purposes mentioned in this Privacy Policy, We may transfer and store Your Personal Information to countries/ states/ provinces/ jurisdictions outside Your location, including to countries which have different data protection standards to those which apply to Your locationHeadIT is a global firm with operations in several countries. The HeadIT Services are hosted on a cloud environment. Personal Information may be transferred, accessed and stored globally as necessary for the uses stated above in accordance with this Privacy Policy, and in compliance with local regulations.
      HeadIT will take all the steps reasonably necessary to ensure that Your data is treated securely and in accordance with this Privacy Policy and no transfer of Your Personal Data will take place to aThird Party or a country unless there are adequate security measures in place for the protection of Your Personal Information.
  10. Accuracy
    1. Wherever HeadIT collects Your Personal Information directly from You, it is Your responsibility to provide HeadIT with accurate Personal Information. To the extent necessary for the fulfillment of the aforementioned purposes for which Personal Information is collected, HeadIT shall take reasonable steps to ensure that Your Personal Information is accurate, complete, current, and relevant to its intended use. If Your Personal Information is inaccurate or irrelevant, You have the right to rectify/ update or require complete erasure of inaccurate data. Please inform HeadIT of the same at [email protected].
    2. Your request for updating Personal Information may be subject to verification of Your identity. We may reject requests that are unreasonably repetitive, require disproportionate technical effort (for example, developing a new system or fundamentally changing an existing practice), risk the privacy of others, or would be extremely impractical (for instance, requests concerning information residing on backup systems) or unreasonably expensive.
    3. We generally provide assistance to Your problems free of cost except for requests where We would require unreasonable extra effort.
  11. Security of Data
    The security of Your data is important to Us and HeadIT employs technical, infrastructural and organizational measures to ensure the protection and security of Personal Information. Since no method of transmission over the internet or of electronic storage is 100% secure, We cannot guarantee absolute security of Personal Information. We strive to use commercially reasonable measures to protect Your Personal Information. If You encounter any security issue or want to report any breach of data involving Personal Information, write to Us by email on [email protected].
  12. Third Party Sites
    Our Services may contain links to Third Party sites that are not operated by Us. If You access a Third Party site or service, You will be governed by the policies of such Third Party. We strongly advise You to review the privacy policy or notices published on every site You visit. This Policy does not cover the information, practices and/or policies of such Third Party websites or of other Third Parties, such as Our partners/ vendors/ service providers, even if they are associated with Our Services. Please note that You are solely responsible for the outcomes of Your interactions with Third Party websites and We hold no responsibility for any damage, harm or loss caused to You by virtue of such interactions.
  13. Automated Decision Making
    HeadIT does not make automated decisions using personal data. If automated decisions are to be made, affected persons will be given an opportunity to express their views on the automated decision in question and object to it.
  14. Providing Information to HeadIT
    If You choose not to provide certain Personal Information, it may be an impediment to the exchange of information necessary for the execution of any contract with You or provision of Services, and We may not be able to provide You with some Services and You may not be able to participate in some of the activities related to Our Services.
  15. Compliance
    1. HeadIT will use a self-assessment approach to verify compliance with this Privacy Policy and periodically verify that it is accurate, and comprehensive for the information intended to be covered, prominently displayed, implemented, and accessible.
    2. If You believe that Your Personal Information has been processed or disclosed in violation of this Privacy Policy, HeadIT encourages You to raise any concerns to HeadIT’s Data Protection Officer via [email protected]. HeadIT will investigate and attempt to resolve any complaints and disputes regarding use and disclosure of Your Personal Information. You have the right to complain to a data protection authority under applicable laws, about Our collection and use of Your Personal Information that may not be authorized by You.
    3. You have the right to know the exact (i) purposes for which Your Personal Information is being processed, (ii) persons and Third Parties who have access to Your Personal Information, (iii) Personal Information being collected and used. You also have the right to withdraw Your consent for or object to any use of Your Personal Information. Please reach out to Us to request access, information, rectification, or erasure of Your Personal Information, or to restrict/ object to processing, or to request data portability. Please write to Us at [email protected] for any such requests. Subject to legal considerations or certain exemptions, We will address Your request. If You request erasure of Personal Information stored with Us, Your Personal Information shall not be used after such request and will be deleted subject to the provisions of applicable laws.
    4. Our Services are not meant for anyone who is not an adult as per the applicable laws of the location where such a person is located or from where Our Services are being accessed, and We do not knowingly collect Personal information from such persons. If You are a parent or guardian and You are aware that We have Your minor child/ward’s Personal Information or that Your minor child/ ward is using Our Services, please let Us know and We will delete such Personal Information and stop providing Our Services to such minor child/ ward. If We become aware that We have collected Personal Information from minors without parental consent, We will delete that information from Our servers. You also have the right to withdraw Your consent at any time where HeadIT relied on Your consent to process Your personal information upon a written request.
  16. Opt-Out Policy
    You have the discretion to opt-out of having Your Personal Information used for advertisements, newsletters, promotional and marketing purposes and other purposes not directly related to the Services provided by or on behalf of Us. We and/or related service providers/ partners/ vendors/ Third Parties will only send You relevant communication about any usage of Our Services and updates/changes therein. We will inform Third Party (ies) with whom We might have shared Your Personal Information to delete Your Personal Information. However, We shall not be responsible for any non-compliance or misuse or continued usage by such Third Party(ies) in relation to Your Personal Information.
  17. Changes to this Privacy Policy
    We may update Our Privacy Policy from time to time and publish any changes on this page, and the updated version of the Privacy Policy will govern Our use of Your Personal Information thereon.
    We reserve the sole right to modify/alter/amend/change Our Privacy Policy in accordance with applicable laws as per Our discretion and as and when it deems fit. You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective as of the “effective date” provided on top of this page.
  18. Contact Us
    If You have any questions about this Privacy Policy or require any information, please contact Us by email at [email protected] 
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