Privacy Policy

1 Who We Are

TCPMAX LLC is a managed IT services provider based in Frisco, Texas, serving small and mid-sized businesses throughout the DFW Metroplex. We provide services including managed IT support, network infrastructure, cybersecurity, Microsoft 365 administration, structured cabling, and surveillance camera systems.

2 Information We Collect

2.1 Information You Provide Directly

When you contact us, request a service, book an appointment, or purchase a subscription, you may provide:

• Identity data: first name, last name, job title, company name
• Contact data: email address, phone number, mailing or billing address
• Service request data: descriptions of IT issues, device information, network details
• Appointment data: preferred date, time, and nature of service needed
• Payment data: billing information — processed securely through Stripe. We do not store your full credit card number, CVV, or banking credentials on our servers.
• Communications: emails, messages, or other correspondence you send us

2.2 Information Collected Automatically

When you visit tcpmax.com, we automatically collect certain technical information:

• Usage data: pages visited, time spent, links clicked, referring URLs
• Device data: IP address, browser type and version, operating system, screen resolution
• Cookie data: session identifiers and preference cookies (see Section 6)
• Log data: server access logs retained for security and diagnostic purposes

2.3 Information from IT Service Delivery

When we provide managed IT services, remote support, or on-site assistance, we may access or process:

• Network topology, device configurations, and system logs
• Software inventory and patch status
• Security event and incident data
• Credentials necessary to perform authorized work (stored in encrypted credential management systems)

All such data is used solely to deliver contracted services and is treated as strictly confidential.

3 How We Use Your Information

We use the information we collect for the following purposes:

• Delivering services: to perform IT support, manage your systems, process service requests, and fulfill subscriptions
• Scheduling and communication: to confirm appointments, send service updates, and respond to inquiries
• Billing and payments: to process transactions and maintain financial records
• Account management: to manage Microsoft 365 subscriptions and cloud services purchased through us
• Security and fraud prevention: to monitor for unauthorized access, detect threats, and protect our systems and yours
• Legal compliance: to meet obligations under applicable law including tax, accounting, and regulatory requirements
• Website improvement: to analyze traffic patterns, fix issues, and improve user experience
• Marketing communications: to send relevant updates or service announcements — only with your consent or where permitted by law, with an easy opt-out on every message

We do not use your data for automated decision-making or profiling that produces legal or similarly significant effects without your explicit consent.

4 How We Share Your Information

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

4.1 Service Providers

We work with trusted third-party vendors who process data on our behalf under strict data processing agreements:

• Stripe Inc. — payment processing
• Microsoft Corporation — cloud infrastructure and Microsoft 365 services
• A2 Hosting — web hosting and server infrastructure
• Google LLC — analytics and productivity tools

4.2 Legal Requirements

We may disclose your information if required to do so by law or in response to a valid legal process (subpoena, court order, or government request), or where we believe disclosure is necessary to protect the rights, property, or safety of TCPMAX, our clients, or the public.

4.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you via email or a prominent notice on our website before such transfer and any changes to this policy.

4.4 With Your Consent

We may share your information with other parties when you have given us explicit consent to do so.

5 Third-Party Services

Our website and services integrate with the following third-party platforms. Each has its own privacy policy governing how they handle your data:

We are not responsible for the privacy practices of third-party sites. We encourage you to review their privacy policies before providing personal information.

6 Cookies & Tracking Technologies

We use cookies and similar technologies to operate and improve our website. A cookie is a small text file stored on your device.

Types of Cookies We Use

• Essential cookies: Required for the website to function. They enable core features like session management and secure areas. You cannot opt out of these.
• Analytics cookies: Help us understand how visitors use our site (e.g., Google Analytics). Data is aggregated and anonymized.
• Preference cookies: Remember your settings and choices to improve your experience.
• Caching cookies: Set by LiteSpeed Cache to improve page load performance. They contain no personal data.

Managing Cookies

You can control cookies through your browser settings. Most browsers allow you to block or delete cookies. Note that disabling essential cookies may affect website functionality. You may also opt out of Google Analytics by installing the Google Analytics Opt-Out Browser Add-on.

As of January 1, 2025, we honor Global Privacy Control (GPC) signals in accordance with Texas TDPSA requirements.

7 Data Retention

We retain your personal data only for as long as necessary to fulfill the purposes outlined in this policy and to comply with legal obligations:

• Service and client records: 7 years from end of engagement (IRS and business compliance)
• Financial and billing records: 7 years (federal tax law requirements)
• Contact and inquiry records: 3 years from last interaction
• Website server logs: 90 days
• Analytics data: 26 months (Google Analytics default)
• Marketing communications: Until you unsubscribe or withdraw consent

When data is no longer needed, we securely delete or anonymize it in accordance with our data disposal procedures.

8 Data Security

We implement industry-standard technical and organizational security measures to protect your personal data, including:

• SSL/TLS encryption for all data transmitted to and from our website
• Encrypted storage for credentials and sensitive client data
• Role-based access controls limiting data access to authorized personnel only
• Regular security assessments and vulnerability monitoring
• Stripe's PCI-DSS Level 1 certified infrastructure for all payment data

9 Your Privacy Rights

Depending on your location, you may have the following rights regarding your personal data:

We will respond to verified requests within 45 days. We may need to verify your identity before processing your request. We will not charge a fee for reasonable requests.

10 Children's Privacy

Our website and services are directed to businesses and professionals. We do not knowingly collect personal information from children under the age of 13. If you believe we have inadvertently collected information from a child under 13, please contact us immediately and we will delete it promptly in compliance with the Children's Online Privacy Protection Act (COPPA).

11 Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will:

• Update the "Last Updated" date at the top of this page
• Post a notice on our website
• Send an email notification to active clients where required by law

Your continued use of our website or services after any changes constitutes your acceptance of the updated policy. We encourage you to review this page periodically.

12 Contact Us

If you have questions about this Privacy Policy, want to exercise your privacy rights, or need to report a data concern, please contact us: