DCS Technologies LLC Privacy Policy

1. Introduction and Scope

DCS Technologies LLC (“DCS,” “we,” “our,” or “us”) is a managed IT services provider in Payette, Idaho, serving businesses and homes in Idaho and Oregon. This Privacy Policy explains how we collect, use, share, and protect personal information when you:

• visit our website at https://dcstek.com (the “site”);
• fill out a form, call us, email us, or otherwise contact us;
• request our Free Risk Assessment or apply for a job; or
• work with us as a client contact, prospect, or vendor.

Information we handle while managing our clients’ systems is covered separately in Section 10.

2. Information We Collect

Information you give us

Our site’s forms include Contact Us, Free Risk Assessment, Get a Quote, Business & Residential Service Request, Refer a Business, and Careers. Depending on the form, we may ask for:

• your name, company, email address, phone number, and city or service address;
• details about your business, such as the number of computers, users, and locations, the services you want, and your IT concerns;
• a description of the problem you need help with, and how you heard about us; and
• anything else you choose to write in a comments field.

Please don’t put passwords, Social Security numbers, payment card numbers, health information, or other sensitive information in our forms.

If you refer a business to us, you give us that business’s name and its contact’s name, email, or phone number. We use it only to contact them about your referral.

When you call or email us, we keep a record of the details you share so we can help you.

Information collected automatically

When you visit the site, we and our service providers automatically collect:

• your IP address and approximate location (city or region);
• browser, device type, and operating system;
• the pages you view, how long you stay, how far you scroll, and the buttons and links you click (such as our phone number, email links, or “Request a Quote” buttons); and
• the website or link that referred you, including any campaign tags.

Form submissions also record the page you were on, the button that brought you there, any campaign tags, and the submission’s IP address and time. See Section 7 for cookies, analytics, and session recording.

Information from other sources

We may receive information about you from someone who refers you, from your employer if you are a client contact, and from public business sources.

3. How We Use Information

We use personal information to:

• respond to requests, prepare quotes, and schedule service;
• provide, support, secure, and bill for our services, including the Free Risk Assessment;
• review job applications;
• send service notices, security alerts, and, unless you opt out, marketing emails (see Section 8);
• improve our site;
• protect our site, systems, clients, and staff against spam, fraud, and security threats; and
• meet our legal, tax, insurance, and contract obligations.

We do not sell personal information, and we do not use it for targeted advertising.

4. Free Risk Assessment

• How it works. After you submit the request form, we email you a secure link to a lightweight assessment agent. Findings are usually ready in about three days.
• Your authorization. The agent is installed only by you or someone you authorize. By installing it, you confirm you have authority over the computers involved (for example, you own the business or are responsible for its IT). Don’t install it on devices you don’t control.
• What the agent collects. Technical information about each computer, such as device name, hardware, operating system, installed software, security and configuration settings, missing updates, known vulnerabilities, user account names, and basic network details. It is not designed to collect the contents of your documents or emails.
• How we use the results. Only to prepare your assessment, walk you through the findings, and recommend next steps. We do not sell the results.
• How long we keep it. Up to 12 months after we deliver your findings, unless you become a client, in which case the results become part of your client records.
• Removing the agent and deleting data. When the assessment is complete, we can deactivate the agent and help you remove it, or you can uninstall it yourself. You can ask us to delete your assessment data at any time (see Section 14).

Managed IT clients also have a self-service compliance assessment in the Client Engagement Portal. Answers are used to show results and help close gaps, and are kept as part of the client’s records.

5. Remote Support, In-Shop Service, and the Client Engagement Portal

Remote support. The “Request Remote Support” link opens a remote-support tool provided by a third-party service provider. A session starts only with your permission, usually after you talk with our team, and you can watch the work and end it at any time. During a session, our technician can see your screen and may open the files, settings, or programs needed to fix the problem. We log remote sessions (for example, the date, time, length, device, and technician). We do not record remote sessions.

In-shop and onsite service. When we work on your devices, we access only what we need for the work you asked for, and we don’t copy or keep your files unless the work calls for it (such as a data transfer).

Client Engagement Portal. The client portal collects your login details, contact information, the requests and messages you submit, and activity and security logs. We use this information to provide support and protect your account.

6. Careers and Job Applicants

If you apply for a job, we collect what you give us, such as your name, contact details, city and state, the position you want, your résumé or a link to it, work authorization, experience, and certifications. Later in the hiring process, we may also contact references you provide.

• How we use it. Only to evaluate your application, communicate with you, make hiring decisions, and meet legal requirements.
• Who sees it. Access is limited to DCS’s owners and the people making the hiring decision. Applications are kept separate from our sales and marketing records.
• What we don’t ask for. Your Social Security number, date of birth, or payment information.
• How long we keep it. We generally keep applications for up to one year after we receive them, or longer if the law requires or you ask us to keep you in mind for future openings. If you’re hired, your application becomes part of your employment records.

7. Cookies, Analytics, and Session Recording

Cookies are small files a website stores in your browser; similar technologies include scripts and local storage. Our site uses three categories:

• Essential. Needed for the site, forms, and portal login to work and stay secure, including spam protection. If you block them in your browser, some features may not work.
• Analytics. Help us understand how visitors find and use the site.
• Session replay and heatmaps. Help us see how visitors move through pages so we can fix confusing layouts.

Google Analytics. We use Google Analytics, provided by Google LLC, to measure site traffic and use, including the kinds of information described in Section 2. When you submit a form, we tell Google Analytics only that a form was submitted, which form it was, and the page or button that led you there. What you type into a form is never sent to Google Analytics. We do not use Google Analytics for advertising. Learn more at https://policies.google.com/technologies/partner-sites.

Microsoft Clarity. We partner with Microsoft Clarity, provided by Microsoft Corporation, to capture how you use and interact with our site through behavioral metrics, heatmaps, and session replay. Clarity records interactions such as mouse movements, clicks, taps, and scrolling, and uses first-party and third-party cookies. Clarity does not run on our form pages, thank-you pages, or any page containing one of our forms, and on other pages any text typed into a field is masked and not captured.

Microsoft acts independently when it receives this information. It collects and uses personal data from Clarity for its own purposes as described in the Microsoft Privacy Statement, including to provide and improve its products and to provide Microsoft Advertising. See https://privacy.microsoft.com/privacystatement.

Customer review widget. Client reviews on our site are shown through a widget from a customer-satisfaction review platform. It loads from that platform’s servers, which receive standard technical information (such as your IP address) and may set their own cookies.

Your choices.

• Browser settings. Most browsers let you block or delete cookies, including third-party cookies.
• Google Analytics opt-out. Install the Google Analytics Opt-out Browser Add-on at https://tools.google.com/dlpage/gaoptout.
• Microsoft. Use the choices in the Microsoft Privacy Statement, including advertising preferences.
• Global Privacy Control (GPC). If your browser sends a GPC signal, our site treats it as a request to opt out for that browser and does not load Microsoft Clarity.
• Do Not Track. There is no common standard for “Do Not Track” browser signals, so our site does not currently respond to them. Use the options above instead.

8. Communications: Email, Text Messages, and Phone Calls

Email. Every marketing email we send includes an unsubscribe link, or you can contact us to opt out. Opting out doesn’t stop service messages such as ticket updates, billing notices, and security alerts.

Text messages. We may send service and support texts, such as ticket updates, appointment reminders, and replies to your requests. We send marketing texts only to people who have agreed to receive them. Message frequency varies, and message and data rates may apply. Reply STOP at any time to opt out, or HELP for help. We never share mobile phone numbers or text-messaging consent with third parties for their marketing purposes.

Phone calls. Calls with DCS may be recorded for quality, training, and support. When a call is recorded, we will tell you.

9. How We Share Information

We share personal information only as described here:

• Service providers. Companies that help run our business, such as our website hosting provider, form and email delivery providers, analytics providers, review platform, remote-support tool, business software for ticketing and billing, and the IT and security tools we use to deliver services. They must keep the information confidential and use it only to serve us. (Microsoft Clarity acts independently, as noted in Section 7.)
• Professional advisers. Such as accountants, lawyers, and insurers, under confidentiality duties.
• Legal requirements. When we believe in good faith that the law or legal process requires it.
• Protecting rights and safety. To protect DCS, our clients, our staff, or others, including to investigate fraud or security threats.
• Business transfers. As part of a merger, acquisition, or sale of all or part of the business, subject to protections at least as strong as this Policy’s.
• With your consent. When you ask us to or agree that we may.

We do not sell personal information or “share” it for cross-context behavioral (targeted) advertising, and our service providers may not use it for their own marketing.

10. Information We Process on Behalf of Our Clients

When we manage a client’s IT, networks, phone systems (including DCS Voice), hosting, backups, security cameras, alarms, or access control, we act as a service provider on the client’s behalf under our written agreement with that client. That agreement, not this Policy, mainly governs that information.

In doing this work, we may have access to client data such as network traffic and device data; email and files during support; backup copies; security camera footage; access-control logs, credentials, and badge data; alarm events; and phone system data.

DCS Voice. Call recordings, voicemails, call logs, and text messages that DCS Voice clients create on their own phone systems are client data, which we handle on the client’s behalf. The client is responsible for any recording announcements and text-messaging consent its own callers and recipients need.

We use client data only to provide, secure, and support the services, or as the law requires. We don’t sell it, and we don’t use it for our own marketing.

Clients are responsible for the notices and consents their employees, visitors, and customers are legally entitled to. For example:

• posting signs where security cameras are in use;
• getting consent for audio recording where state law requires it (Oregon, for example, generally requires the consent of everyone in an in-person conversation before it is recorded); and
• telling callers when calls are recorded, and getting consent before sending texts.

Biometric access methods, such as fingerprint or face readers, are set up only at the client’s direction, and the client is responsible for any notice and consent they require.

If you are an employee, visitor, or customer of one of our clients, please direct questions about your information to that business. We will help our client respond.

11. How We Protect Information

We use reasonable administrative, technical, and physical safeguards appropriate to the sensitivity of the information. Our security program is informed by recognized frameworks such as the CIS Controls, and access to personal information is limited to people who need it.

No method of storing or sending information is 100% secure, so we cannot guarantee absolute security. Please help by not sending sensitive information through our website forms.

12. Data Retention

We keep personal information only as long as needed for the purposes in this Policy, or as the law or a contract requires, and then delete it or make it anonymous. In general:

Type of information	How long we generally keep it
Website inquiries and quote requests that don’t lead to a client relationship	Up to 12 months
Free Risk Assessment results (non-clients)	Up to 12 months after we deliver the findings
Client contact, account, service, and billing records	For the life of the relationship, then as long as needed for legal, tax, insurance, and contract purposes
Job applications	Up to one year, unless you’re hired or ask us to keep it longer
Remote support logs	As part of the related service record
Call recordings	For a limited time for quality and training, then deleted
Analytics and session-replay data	Kept by Google and Microsoft under the limited retention settings of those tools
Client data we process for clients (Section 10)	As set in the client’s agreement; returned or deleted when services end

These periods include copies in our email and business systems. We may keep information longer to resolve a dispute, enforce our agreements, or meet a legal hold.

13. Data Breach Notification

If a security breach affects your personal information, we will notify you and government authorities as required by applicable law, including Idaho and Oregon breach notification laws. If an incident affects data we handle for a client, we will notify that client as our agreement and the law require.

14. Your Privacy Choices and Rights

DCS serves businesses in the United States, and this site is not directed to people outside the U.S.

Whatever state you live in, you can ask us to:

• access the personal information we have about you;
• correct information that is inaccurate;
• delete your personal information; and
• stop sending you marketing messages.

Some state laws give additional rights or set rules for how and when we must respond. We will respond as required by applicable state law.

How to make a request. Email our privacy team, call (208) 642-9099, or write to us at the address in Section 18. Please tell us what you’re asking for and how we can reach you.

Verifying your identity. Before acting on a request, we take reasonable steps to confirm your identity, usually by matching details you give us with what we already have.

Authorized agents. Someone else may make a request for you. We may ask for proof that you authorized them and may still verify your identity directly.

Limits and appeals. We may keep some information when the law allows or requires it, for example for tax records or security. If we can’t fully honor a request, we’ll tell you why, and you can ask us to reconsider. We will respond to that appeal as applicable law requires.

We will not treat you differently for exercising these rights.

15. Children’s Privacy

Our site is meant for businesses and adults and is not directed to children under 13 or under 16. We do not knowingly collect personal information from them. If you believe a child has given us personal information, contact us and we will delete it.

16. Third-Party Links and Embedded Content

Our site links to other websites and services, such as social media, maps, the client portal, and the remote-support tool, and shows embedded client reviews. We are not responsible for third parties’ content or privacy practices, so please review their privacy policies.

17. Changes to This Policy

We may update this Policy from time to time. We’ll post the new version here with a new effective date, and for material changes we will also post a notice on our site.

18. Contact Us

If you have questions about this Policy or want to make a privacy request, contact us:

DCS Technologies LLC
124 South Main St.
Payette, Idaho 83661

• Email our privacy team
• Phone: (208) 642-9099
• Website: https://dcstek.com

Office hours: Monday–Friday, 8:00 AM–5:00 PM (Mountain Time).