Privacy Policy

This Privacy Policy ("Policy") describes how Ventaris Technology Group ("Company," "we," "us," or "our") collects, uses, discloses, and safeguards personal and business information obtained from clients, prospective clients, website visitors, and other individuals who interact with our services, website, or communications. We are committed to protecting your privacy and handling your information with transparency, integrity, and care.

By accessing our website or engaging our services, you acknowledge that you have read, understood, and agree to the practices described in this Policy. If you do not agree, please discontinue use of our website and services immediately.

1. Information We Collect

We collect information in several ways depending on how you interact with us. The categories of information we may collect include:

1.1 Information You Provide Directly

• Contact Information: Name, job title, company name, business email address, phone number, and mailing address provided through inquiry forms, contracts, or direct communication.
• Engagement Information: Project requirements, technical specifications, network environment details, and other information you share during service scoping, delivery, or support.
• Financial Information: Billing address, invoice records, and payment references necessary to process service fees. We do not store full credit card numbers or payment card data on our systems.
• Communications: Emails, meeting notes, support tickets, and other correspondence you send to us in connection with service delivery or inquiries.

1.2 Information Collected Automatically

• Website Usage Data: IP address, browser type, operating system, referring URLs, pages visited, time spent on pages, and click behavior, collected via server logs and analytics tools.
• Cookies and Tracking Technologies: We use cookies and similar technologies to maintain session state, analyze website traffic, and improve user experience. You may configure your browser to refuse cookies, though some features may be affected.
• Device Information: Device type, screen resolution, and connection type when applicable.

1.3 Information from Third Parties

We may receive information about you from business partners, referral sources, or publicly available professional directories (such as LinkedIn) solely for the purpose of establishing or maintaining a professional business relationship.

2. How We Use Your Information

Purpose	Legal Basis
Deliver contracted IT consulting and cybersecurity services	Contractual necessity
Process invoices and manage billing	Contractual necessity / Legal obligation
Respond to inquiries and provide technical support	Legitimate business interest
Send service-related communications and project updates	Contractual necessity
Send marketing and promotional content (opt-in only)	Consent
Improve website functionality and user experience	Legitimate business interest
Comply with legal, regulatory, and audit obligations	Legal obligation
Detect, investigate, and prevent fraud or security incidents	Legitimate business interest

We do not use your personal information for automated decision-making or profiling that produces legal or similarly significant effects without your knowledge and consent.

3. Information Sharing and Disclosure

We do not sell, rent, or trade your personal information to third parties. We may share your information only in the following limited circumstances:

3.1 Service Providers

We engage trusted third-party vendors to assist with specific operational functions, including cloud infrastructure hosting, email delivery, accounting software, and project management tools. These providers access your information only as necessary to perform their designated functions and are contractually prohibited from using it for any other purpose.

3.2 Professional Subcontractors

In certain engagements, qualified subcontractors may assist in service delivery. Such individuals are bound by confidentiality agreements equivalent in scope to those set forth in our client agreements and this Policy.

3.3 Legal Compliance

We may disclose your information if required to do so by law, regulation, court order, or government authority, or if we believe in good faith that such disclosure is necessary to protect our legal rights, prevent fraud, or respond to an emergency involving risk of harm.

3.4 Business Transfers

In the event of a merger, acquisition, reorganization, or sale of substantially all of our assets, your information may be transferred as part of that transaction. We will provide notice of any such transfer and of any material changes to privacy practices that result from it.

4. Data Retention

We retain personal and business information for as long as necessary to fulfill the purposes described in this Policy, unless a longer retention period is required by law or contract. General retention guidelines are as follows:

• Client engagement records: Retained for seven (7) years following the close of the engagement to satisfy tax, audit, and legal requirements.
• Correspondence and support records: Retained for three (3) years following the close of the engagement.
• Website analytics data: Retained in aggregate or anonymized form for up to twenty-four (24) months.
• Marketing contact data: Retained until you opt out or request deletion, whichever occurs first.

Upon expiration of the applicable retention period, information is securely deleted or anonymized in accordance with industry-standard data disposal practices.

5. Data Security

Ventaris Technology Group implements technical, administrative, and physical safeguards designed to protect your information against unauthorized access, disclosure, alteration, and destruction. Our security measures include:

• Encryption of sensitive data in transit (TLS 1.2+) and at rest (AES-256)
• Role-based access controls limiting data access to authorized personnel
• Multi-factor authentication on all internal systems
• Regular security assessments and vulnerability monitoring
• Documented incident response procedures

While we employ industry-leading security practices, no system is entirely immune to risk. We cannot guarantee absolute security of information transmitted over the internet or stored on electronic systems.

6. Your Privacy Rights

Depending on your jurisdiction, you may have the following rights with respect to your personal information:

• Right to Access: Request a copy of the personal information we hold about you.
• Right to Correction: Request correction of inaccurate or incomplete information.
• Right to Deletion: Request deletion of your personal information, subject to legal retention obligations.
• Right to Object: Object to processing of your information based on legitimate interest, including marketing communications.
• Right to Portability: Request transfer of your data to another controller in a structured, machine-readable format where technically feasible.
• Right to Withdraw Consent: Withdraw any previously granted consent at any time, without affecting the lawfulness of prior processing.

To exercise any of these rights, please submit a written request to info@ventaristechnologygroup.com. We will respond within thirty (30) calendar days of receipt. We may request verification of identity before processing your request.

7. Cookies and Tracking

Our website uses the following categories of cookies:

• Strictly Necessary Cookies: Required for the website to function. These cannot be disabled.
• Analytics Cookies: Used to understand how visitors interact with our website in aggregate. Data is anonymized where possible.
• Preference Cookies: Used to remember your settings and improve your experience on return visits.

You may manage cookie preferences through your browser settings. Disabling analytics or preference cookies will not affect your ability to access the website. We do not use advertising or behavioral targeting cookies.

8. Third-Party Links

Our website may contain links to third-party websites, tools, or platforms. We are not responsible for the privacy practices of any third-party site and encourage you to review the privacy policies of any external site you visit. The inclusion of a link does not constitute an endorsement of that site's privacy practices.

9. Children's Privacy

Our services are designed exclusively for business clients and are not directed at individuals under the age of 18. We do not knowingly collect personal information from minors. If you believe we have inadvertently collected information from a minor, please contact us immediately and we will take prompt steps to delete such information.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or business operations. When we make material changes, we will update the "Last Revised" date at the top of this Policy and, where appropriate, notify affected clients directly by email. Continued use of our services following such notice constitutes your acceptance of the updated Policy.