Privacy Policy
Effective Date: June 27, 2025
Last Updated: June 27, 2025
1. Introduction and Commitment to Privacy
Penta Tech Solutions (“we,” “us,” “our,” or “Company”) is committed to protecting the privacy and security of our clients, website visitors, and service users (“you,” “your,” or “Data Subject”). This Privacy Policy explains how we collect, use, process, and safeguard your personal information when you interact with our website at pentatechsolutions.com, engage our services, or communicate with our team.
As a leading digital design agency based in Houston, Texas, we understand that trust is fundamental to successful client relationships. This comprehensive Privacy Policy demonstrates our commitment to transparency and responsible data handling practices. We operate in full compliance with applicable privacy laws, including the California Consumer Privacy Act (CCPA), applicable state privacy laws, and industry best practices for data protection.
Our privacy practices are designed to respect your rights while enabling us to deliver exceptional digital solutions including website design, logo design, mobile app development, animation services, digital marketing, and branding. We believe that protecting your personal information is not just a legal obligation but a cornerstone of our professional integrity and client service excellence.
By using our website or engaging our services, you consent to the collection and use of your information as described in this Privacy Policy. We encourage you to read this policy carefully and contact us with any questions or concerns about our privacy practices.
2. Information We Collect
Personal Identification Information:
We collect personal information that you voluntarily provide to us when requesting services, filling out contact forms, subscribing to newsletters, or communicating with our team. This includes your full name, business name, email address, phone number, mailing address, job title, and company information. For project delivery, we may also collect additional professional details relevant to your industry and specific service requirements.
Business Information:
When engaging our services, we collect detailed information about your business, including company size, industry sector, target market, brand preferences, existing digital assets, competitor information, and strategic objectives. This information enables us to provide customized solutions that align with your specific business needs and market positioning.
Technical Information:
Our website automatically collects certain technical information through cookies and similar tracking technologies. This includes your IP address, browser type and version, operating system, referral URLs, pages viewed, time spent on pages, and general geographic location. We also collect device information such as screen resolution and mobile device identifiers when applicable.
Project-Related Content:
During service delivery, we collect and process content you provide for your projects, including text, images, videos, logos, brand assets, website content, marketing materials, and any other digital assets. This content is essential for project completion and is handled with strict confidentiality protocols.
Communication Records:
We maintain records of all communications between you and our team, including emails, phone conversations, video conference recordings (with consent), project notes, feedback, and revision requests. These records ensure project continuity and serve as reference for ongoing and future services.
Financial Information:
For payment processing, we collect billing information including business tax identification numbers, billing addresses, and payment method details. However, we do not store complete credit card information on our servers, utilizing secure third-party payment processors for financial transactions.
Website Analytics Data:
We use advanced analytics tools to understand website usage patterns, user behavior, and service effectiveness. This includes page views, session duration, bounce rates, conversion tracking, and user journey analysis. This data helps us improve our website experience and service offerings.
3. How We Use Your Information
Service Delivery and Project Management:
Your personal and business information is primarily used to deliver the specific services you have requested. This includes project planning, design development, technical implementation, testing, deployment, and ongoing support. We use your information to understand your objectives, communicate progress, and ensure deliverables meet your specifications.
Client Communication and Support:
We use your contact information to provide project updates, respond to inquiries, schedule meetings, and deliver client support. This includes sending project-related documents, invoices, and important service announcements. Our communication practices are designed to keep you informed throughout the entire service delivery process.
Service Customization and Improvement:
Your business information and project requirements help us customize our services to better meet your needs. We analyze project data and client feedback to continuously improve our service delivery, develop new capabilities, and enhance client satisfaction.
Marketing and Business Development:
With your consent, we may use your information to send newsletters, service updates, industry insights, and promotional materials about our services. We also use aggregated, anonymized data to develop case studies, testimonials, and marketing materials that showcase our capabilities and results.
Legal and Compliance Purposes:
We process your information to comply with legal obligations, respond to legal requests, protect our rights and interests, prevent fraud, and ensure the security of our systems and services. This includes maintaining records for tax purposes, contract compliance, and professional standards.
Website Optimization:
Technical data collected through our website helps us optimize user experience, improve site performance, enhance security, and develop new features. This includes analyzing user behavior patterns, identifying technical issues, and measuring the effectiveness of our digital marketing efforts.
Quality Assurance and Training:
We may use project data and communication records for quality assurance purposes, training our team members, and developing best practices. All such uses maintain strict confidentiality and professionalism standards.
4. Information Sharing and Disclosure
Service Providers and Contractors:
We may share your information with trusted third-party service providers who assist in delivering our services, including hosting providers, payment processors, email marketing platforms, project management tools, and specialized contractors. All third parties are bound by confidentiality agreements and are required to maintain appropriate security measures.
Legal Requirements:
We may disclose your information when required by law, court order, or government regulation. This includes responding to subpoenas, regulatory investigations, or legal proceedings. We will make reasonable efforts to notify you of such requests unless prohibited by law or court order.
Business Transfers:
In connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company, your information may be transferred to the acquiring entity. We will provide notice of such transfers and ensure that your privacy rights continue to be protected under substantially similar terms.
Client Consent:
We may share your information with third parties when you have provided explicit consent for such disclosure. This might include sharing project details with your other service providers or business partners at your specific request.
Portfolio and Marketing Use:
With your permission, we may use project outcomes, testimonials, and case studies in our marketing materials, portfolio presentations, and website. We typically anonymize sensitive business information while showcasing our work quality and results.
Emergency Situations:
We may disclose information if we believe it is necessary to protect the safety of individuals, prevent illegal activities, or address urgent security threats to our systems or services.
No Sale of Personal Information:
We do not sell, rent, or lease your personal information to third parties for their independent marketing purposes. Any sharing is limited to the purposes outlined in this Privacy Policy and is governed by appropriate confidentiality agreements.
5. Data Security and Protection Measures
Technical Safeguards:
We implement comprehensive technical security measures to protect your information, including encrypted data transmission (SSL/TLS), secure server configurations, firewall protection, intrusion detection systems, and regular security updates. Our infrastructure is designed to meet industry security standards and best practices.
Administrative Controls:
Access to personal information is restricted to authorized personnel who require access for legitimate business purposes. All team members undergo security training and are bound by confidentiality agreements. We maintain detailed access logs and regularly review data access patterns.
Physical Security:
Our office facilities and data storage locations are secured with appropriate physical access controls, including locked facilities, security systems, and restricted access protocols. We ensure that physical documents and storage devices containing personal information are properly secured.
Data Backup and Recovery:
We maintain secure backup systems to protect against data loss while ensuring that backup copies maintain the same security standards as primary data storage. Our disaster recovery procedures are regularly tested to ensure data integrity and availability.
Third-Party Security:
All third-party service providers are evaluated for their security practices and must meet our security standards. We regularly review and monitor the security practices of our vendors and service providers.
Incident Response:
We have established procedures for detecting, responding to, and reporting security incidents. In the event of a data breach that affects your personal information, we will notify you and relevant authorities as required by applicable law.
Regular Security Assessments:
We conduct regular security assessments, vulnerability testing, and penetration testing to identify and address potential security weaknesses in our systems and processes.
6. Your Privacy Rights and Choices
Access and Portability:
You have the right to request access to the personal information we maintain about you. We will provide you with a copy of your personal information in a structured, commonly used format. This includes project files, communication records, and any other data we have collected about you.
Correction and Updates:
You may request corrections to any inaccurate or incomplete personal information we maintain. We will promptly update our records upon verification of the correct information. You can also update your contact preferences and communication settings at any time.
Deletion Rights:
Subject to legal and contractual obligations, you may request deletion of your personal information. We will honor such requests except where we are required to retain information for legal compliance, contract performance, or legitimate business purposes such as completed project archives.
Communication Preferences:
You can opt out of receiving marketing communications from us at any time by using the unsubscribe links in our emails or contacting us directly. However, we may continue to send you service-related communications necessary for our business relationship.
Data Processing Limitations:
You may request that we limit the processing of your personal information in certain circumstances, such as when you contest the accuracy of the data or object to processing for specific purposes.
Objection Rights:
You have the right to object to certain types of data processing, particularly for marketing purposes or where processing is based on legitimate interests rather than contractual necessity.
California Privacy Rights:
California residents have additional rights under the CCPA, including the right to know what personal information is collected, the right to delete personal information, and the right to opt-out of the sale of personal information. We do not sell personal information as defined by the CCPA.
7. Cookies and Tracking Technologies
Cookie Usage:
Our website uses cookies and similar tracking technologies to enhance user experience, analyze website performance, and provide personalized content. Cookies are small text files stored on your device that help us remember your preferences and improve our services.
Types of Cookies:
We use both session cookies (which expire when you close your browser) and persistent cookies (which remain until deleted or expired). Categories include strictly necessary cookies for website functionality, performance cookies for analytics, and marketing cookies for advertising purposes.
Third-Party Cookies:
Some cookies are placed by third-party services we use, including Google Analytics, social media platforms, and advertising networks. These third parties have their own privacy policies governing their use of cookies and data collection.
Cookie Management:
Most web browsers allow you to control cookie settings through their preference menus. You can choose to accept, reject, or receive notifications about cookies. However, disabling certain cookies may affect website functionality and user experience.
Other Tracking Technologies:
In addition to cookies, we may use web beacons, pixel tags, and similar technologies to track user engagement with our emails and website content. These technologies help us measure the effectiveness of our communications and improve our services.
Do Not Track:
Currently, our website does not respond to “Do Not Track” browser signals, as there is no established standard for how such signals should be interpreted and implemented.
8. International Data Transfers and Global Operations
Cross-Border Transfers:
While Penta Tech Solutions is based in the United States, we may work with clients and service providers located in other countries. When we transfer personal information across borders, we ensure appropriate safeguards are in place to protect your data.
Adequacy Decisions:
We rely on adequacy decisions, standard contractual clauses, and other appropriate transfer mechanisms recognized by applicable privacy laws when transferring data internationally.
International Client Services:
For clients located outside the United States, we comply with applicable local privacy laws while delivering our services. We work to understand and respect the privacy requirements of different jurisdictions.
Data Localization:
When required by law or client preference, we can arrange for data to be stored and processed within specific geographic regions. We work with trusted local partners and service providers to meet such requirements.
9. Data Retention and Lifecycle Management
Retention Periods:
We retain personal information only as long as necessary to fulfill the purposes for which it was collected, comply with legal obligations, resolve disputes, and enforce our agreements. Generally, we retain project-related information for three years following project completion.
Active Project Data:
Information related to ongoing projects is retained throughout the project lifecycle and for a reasonable period afterward to provide support and address any issues that may arise.
Marketing Communications:
Contact information for marketing purposes is retained until you opt out of receiving communications or request deletion, subject to legal requirements for maintaining opt-out records.
Financial Records:
Billing and payment information is retained according to applicable tax and accounting requirements, typically seven years from the date of the last transaction.
Legal Hold:
In certain circumstances, we may need to retain information longer than our standard retention periods due to legal obligations, litigation holds, or regulatory requirements.
Secure Disposal:
When personal information reaches the end of its retention period, we securely dispose of it using appropriate deletion methods to prevent unauthorized recovery or access.
10. Children’s Privacy Protection
Age Restrictions:
Our services are designed for businesses and professional users. We do not knowingly collect personal information from children under the age of 13, and our website and services are not directed at children.
Parental Consent:
If we become aware that we have collected personal information from a child under 13 without parental consent, we will take steps to delete that information promptly.
Educational Projects:
In rare cases where our services involve educational institutions or projects that may include minors, we work closely with the institution to ensure appropriate consent and privacy protections are in place.
Family Business Considerations:
When working with family businesses that may involve minor family members in business activities, we ensure that any data collection follows appropriate consent procedures and privacy protections.
11. Changes to This Privacy Policy
Policy Updates:
We may update this Privacy Policy periodically to reflect changes in our practices, services, legal requirements, or industry standards. We will notify you of significant changes through email, website announcements, or other appropriate communication methods.
Effective Date:
Any changes to this Privacy Policy will be effective immediately upon posting the updated policy on our website, unless otherwise specified. The effective date at the top of this policy indicates when it was last revised.
Continued Use:
Your continued use of our website or services after policy changes constitutes acceptance of the updated Privacy Policy. If you do not agree with the changes, please discontinue use of our services and contact us to discuss your concerns.
Material Changes:
For material changes that significantly affect how we use your personal information, we will provide at least 30 days’ advance notice and may require additional consent for continued service.
12. Contact Information and Privacy Inquiries
For any questions, concerns, or requests related to this Privacy Policy or our privacy practices, please contact us using the following information:
Privacy Officer
Penta Tech Solutions
21175 State Highway 249 # 182
Houston, TX 77070-1655
United States
Email: info@pentatechsolution.com
Subject Line: Privacy Policy Inquiry
Response Time:
We commit to responding to privacy-related inquiries within five business days. Complex requests may require additional time, and we will keep you informed of our progress.
Escalation Process:
If you are not satisfied with our response to your privacy inquiry, you may escalate your concerns to supervisory authorities or seek resolution through applicable dispute resolution procedures.
We value your trust and are committed to maintaining the highest standards of privacy protection. This Privacy Policy reflects our dedication to transparency, security, and respect for your personal information rights. Thank you for choosing Penta Tech Solutions for your digital design and technology needs.