Privacy Policy

1. Introduction

Unified Data Indexing ("Company," "we," "us," or "our") is committed to protecting the privacy and security of the personal information of our clients, website visitors, and all individuals whose data we may encounter in the course of providing our professional data processing services. This Privacy Policy describes the types of information we collect, how we use and protect that information, and the choices available to you regarding your information.

This Privacy Policy applies to all information collected through our website, through our professional service engagements, and through any other channels where we interact with individuals in a business capacity. By engaging our services or accessing our website, you consent to the data practices described in this policy. We strongly encourage you to read this Privacy Policy in its entirety to understand our commitment to your privacy and the measures we take to safeguard your personal information.

If you have questions or concerns about our privacy practices, please contact us using the information provided at the end of this document. We are always available to address your inquiries and ensure transparency in our data handling processes.

2. Information We Collect

2.1 Information Provided Directly

We collect information that you voluntarily provide to us when you inquire about our services, enter into a service agreement, or communicate with us. This may include:

• Contact information such as your name, email address, phone number, and business mailing address
• Company or organization name, job title, and department
• Payment and billing information, including bank account details, credit card numbers, and billing addresses
• Project-related information, including the nature and scope of data processing needs, timelines, and specifications
• Correspondence and communication records, including emails, phone call logs, and meeting notes
• Feedback, testimonials, and survey responses provided voluntarily

2.2 Client Data Processed on Behalf of Clients

In the course of providing our data processing, digitization, indexing, cleansing, and verification services, we may receive and process data belonging to our clients. This data may contain personal information of the Client's employees, customers, vendors, or other third parties. We process this data solely as instructed by the Client and in accordance with the applicable Service Agreement or Statement of Work. We do not use Client data for any purpose other than providing the contracted services.

2.3 Information Collected Automatically

When you visit our website, we may automatically collect certain technical information, including:

• Internet Protocol (IP) address and approximate geographic location
• Browser type and version, operating system, and device type
• Pages visited, time spent on pages, and navigation patterns
• Referring website address and search terms used to find our site
• Date and time of each visit and interaction

This information is collected through standard web technologies including cookies, web beacons, and server log files. This data helps us understand how visitors use our website, improve our online experience, and maintain the security and integrity of our web platform.

3. How We Use Your Information

We use the information we collect for the following purposes:

• To provide, maintain, and improve our data processing and record management services
• To communicate with you regarding project status, deliverables, and service updates
• To process payments and manage billing and invoicing
• To respond to your inquiries, requests, and customer support needs
• To send administrative communications such as service confirmations, technical notices, and policy updates
• To analyze website usage patterns and improve our online presence and user experience
• To protect against unauthorized access, fraud, and other security threats
• To comply with applicable legal obligations, regulatory requirements, and lawful requests from government authorities
• To enforce our Terms of Service and other agreements
• To evaluate and improve our internal business processes and service delivery methodologies

We do not sell, rent, or lease your personal information to third parties for their marketing purposes. We do not use Client data processed in the course of service delivery for any purpose other than fulfilling our contractual obligations.

4. Information Sharing and Disclosure

We may share your information in the following limited circumstances:

4.1 Service Providers

We may share information with trusted third-party service providers who assist us in operating our business, such as cloud storage providers, payment processors, and professional advisors. These service providers are contractually obligated to maintain the confidentiality and security of your information and to use it only for the purposes for which it was shared.

4.2 Legal Requirements

We may disclose your information if required to do so by law, regulation, legal process, or governmental request. We may also disclose information to protect the rights, property, or safety of the Company, our clients, or others, and to enforce our Terms of Service or other agreements.

4.3 Business Transfers

In the event of a merger, acquisition, reorganization, bankruptcy, or other similar transaction, your information may be transferred as part of the business assets. In such cases, we will notify affected clients and provide information about any changes to the handling of their data.

4.4 With Client Authorization

We may share information with third parties when we have your explicit consent or authorization to do so, such as when integrating processed data with a Client's designated third-party systems or platforms.

5. Data Security

We implement comprehensive administrative, technical, and physical security measures designed to protect your personal information against unauthorized access, alteration, disclosure, or destruction. Our security practices include:

• Encryption of data in transit using TLS/SSL protocols and encryption of data at rest using AES-256 or equivalent encryption standards
• Role-based access controls ensuring that only authorized personnel have access to sensitive data
• Multi-factor authentication for access to critical systems and data repositories
• Regular security audits, penetration testing, and vulnerability assessments conducted by qualified professionals
• Employee background checks and mandatory security awareness training for all staff
• Secure physical facilities with controlled access, surveillance, and environmental safeguards
• Documented incident response and breach notification procedures
• Regular backup procedures with secure offsite storage of backup media

While we strive to protect your personal information, no method of data transmission or storage is completely secure. We cannot guarantee absolute security, but we commit to promptly addressing any security incidents and notifying affected parties as required by applicable law.

6. Data Retention

We retain personal information only for as long as necessary to fulfill the purposes for which it was collected, including to satisfy legal, accounting, and reporting requirements. The retention period varies depending on the nature of the information and the purposes for which it is used:

• Client project data and deliverables are retained for ninety (90) days after project completion and final delivery, unless a longer retention period is specified in the applicable Service Agreement. After the retention period, all Client data is securely destroyed or returned to the Client as directed.
• Business records, including contracts, invoices, and correspondence, are retained for a minimum of seven (7) years in accordance with applicable tax and business record-keeping requirements.
• Website usage data and analytics information are retained for twenty-four (24) months from the date of collection.
• Contact information provided through inquiries is retained for twelve (12) months unless you engage our services, in which case it becomes part of the Client record.

7. Your Rights and Choices

Depending on your jurisdiction, you may have certain rights regarding your personal information, including:

• The right to access and obtain a copy of your personal information held by us
• The right to request correction or updating of inaccurate or incomplete personal information
• The right to request deletion of your personal information, subject to certain exceptions
• The right to restrict or object to the processing of your personal information
• The right to data portability, allowing you to receive your data in a structured, commonly used format
• The right to withdraw consent where processing is based on consent
• The right to lodge a complaint with a supervisory authority

To exercise any of these rights, please contact us using the information provided at the end of this document. We will respond to your request within thirty (30) days, or within the timeframe required by applicable law. We may request verification of your identity before processing your request to ensure the security of your information.

8. Cookies and Tracking Technologies

Our website uses cookies and similar tracking technologies to collect information about your browsing activities. Cookies are small text files stored on your device that help us recognize you and remember your preferences. We use the following types of cookies:

• Essential Cookies: Necessary for the website to function properly and cannot be disabled.
• Analytics Cookies: Help us understand how visitors interact with our website by collecting and reporting information anonymously.
• Functional Cookies: Enable enhanced functionality and personalization, such as remembering your preferences.

You can manage your cookie preferences through your browser settings. Please note that disabling certain cookies may affect the functionality of our website. Most web browsers accept cookies by default, but you can usually modify your browser settings to decline cookies or alert you when cookies are being sent.

9. Children's Privacy

Our services are designed for businesses and organizations and are not intended for individuals under the age of eighteen (18). We do not knowingly collect personal information from children. If we become aware that we have inadvertently collected personal information from a child under the age of 18, we will take immediate steps to delete such information from our systems. If you believe we have collected information from a child, please contact us immediately.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, or other factors. When we make material changes to this policy, we will notify affected parties by posting the updated policy on our website with a revised "Last Updated" date. For significant changes, we may also provide additional notice such as email notification to current clients. We encourage you to periodically review this Privacy Policy for the latest information on our privacy practices.