Privacy Policy

Privacy Policy

Introduction

This Privacy Policy explains how Epic IT Ninja LLC ("we," "us," or "our") collects, uses, shares, and protects information in connection with our website, managed IT services, and your interactions with our business.

Personal Information

We may collect:

• Contact information (name, email address, phone number, business address)
• Business information (company name, job title, industry)
• Technical information necessary to provide IT services
• Service requests and consultation form submissions
• Communications with our team
• Billing and payment information
• Authentication credentials (when necessary for service provision)

Automatically Collected Information

When you visit our website, we may automatically collect:

• IP address and device information
• Browser type and settings
• Referring websites and search terms
• Website usage data and activity
• Cookies and similar technologies

Information Collected Through Our MSP Services

As a managed service provider, Epic IT Ninja LLC may have access to client systems, networks, and data when providing IT services. This may include:

• System logs and monitoring data
• Network configuration information
• User account information
• Technical diagnostics and performance metrics
• Client data stored on systems we manage or back up
• Security and threat detection information

We access this information solely for the purpose of providing contracted IT services and maintaining the security and functionality of client systems.

How We Use Your Information

We use collected information to:

• Provide, maintain, and improve our IT services and support
• Process and respond to service requests and consultations
• Communicate about services, updates, and promotional offers
• Customize and enhance user experience
• Analyze website performance and service usage
• Monitor and maintain client IT infrastructure
• Identify and address security threats and vulnerabilities
• Comply with legal obligations and enforce our agreements
• Process payments and maintain financial records

Information Sharing and Disclosure

We may share your information with:

• Service providers and business partners who help deliver our services
• Technology vendors and software providers necessary for service delivery
• When required by law or to protect rights and safety
• In connection with a business transaction such as a merger or acquisition
• With your consent or at your direction

We do not sell personal information to third parties.

Sub Processors and Service Providers

We may use third-party tools and services to deliver our IT solutions. A current list of key sub processors is available upon request. These service providers are contractually obligated to use information only for purposes of providing services to us.

Data Security

As an IT services provider, Epic IT Ninja LLC maintains comprehensive security measures, including encryption, access controls, network monitoring, and regular security assessments. We follow industry best practices for securing both our internal systems and client environments we manage.

In the event of a data breach affecting personal information, we will provide notification as required by applicable state and federal laws.

Data Retention

We retain personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required for our legitimate business operations, legal obligations, or regulatory requirements. For client data we manage through our MSP services, retention is governed by our service agreements.

Cookies and Similar Technologies

Our website uses cookies and similar technologies to enhance functionality, analyze usage, and personalize content. You can manage cookie preferences through your browser settings.

General Privacy Rights

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

• Accessing your data
• Correcting inaccurate information
• Deleting your information
• Restricting or objecting to processing
• Data portability

State-Specific Privacy Rights

For California Residents: Under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA), you have rights including: the right to know what personal information is collected, used, shared or sold; the right to delete personal information; the right to opt-out of the sale of personal information; and the right to non-discrimination for exercising these rights.

For residents of Virginia, Colorado, Connecticut, Utah and other states with comprehensive privacy laws: You may have additional rights regarding your personal information. Please contact us to exercise these rights.

To exercise these rights, please contact us using the information below.

HIPAA Compliance

When we provide IT services to healthcare clients that involve protected health information (PHI), Epic IT Ninja LLC complies with the requirements of the Health Insurance Portability and Accountability Act (HIPAA). In these cases, our handling of PHI is governed by Business Associate Agreements with our healthcare clients.

Children's Privacy

Our services are not directed to children under 16. Epic IT Ninja LLC does not knowingly collect personal information from children under 16.

Changes to This Privacy Policy

Epic IT Ninja LLC may update this Privacy Policy periodically. The updated version will be indicated by a revised date and will be effective immediately upon posting.

Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, please contact us at:

Epic IT Ninja LLC
Email: privacy@epicitninja.com
Phone: 1-855-TCH-SPRT

Last Updated: April, 2025

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