Last Updated: October 14, 2024

EnSafe, Inc. (“we” or “us”) is committed to protecting the privacy and security of personal information. This Privacy Policy applies to internal and external data (employees and contractors) (clients, website visitors, vendors, and other third-party users). The following outlines how we collect, use, share, and protect personal information in compliance with relevant laws and regulations.

1. Personal Information Collected

We collect information in two primary contexts:

  • Internal (Employees, Contractors): This includes personal details like names, contact information, Social Security numbers, tax IDs, benefits enrollment data, employment history, and other information required for human resource management and operational purposes.
  • External (Clients, Users): We collect information from clients and website users, such as names, contact details, business information, and project-related data, as well as information automatically gathered through website cookies.

2. Use of Personal Information

We use the personal information we collect to:

  • Internal Purposes:
    • Manage employee records, payroll, and benefits.
    • Ensure security and compliance with company policies.
    • Facilitate communications related to company operations.
  • External Purposes:
    • Provide services and respond to inquiries.
    • Manage business relationships and maintain contractual obligations.
    • Improve website functionality and analyze usage data.

We do not sell, share, or otherwise distribute personal information related to employees, contractors, or clients to any third party for marketing or other purposes unrelated to our business operations. Any data shared with third-party vendors is strictly to fulfil our contractual obligations and ensure service quality, always in compliance with data protection standards.

3. Data Security

We implement robust security measures to protect personal information from unauthorized access or disclosure. These include:

  • Encryption of sensitive information.
  • Access controls to limit internal exposure to personal data.
  • Regular security audits and compliance with industry standards.

Our third-party vendors are carefully vetted to comply with similar data protection standards.

4. State-Specific Privacy Rights

For residents in states with enhanced privacy regulations, such as the California Consumer Privacy Act (CCPA) and Virginia Consumer Data Protection Act (VCDPA), the following rights apply:

  • Access and Deletion: You can request to see what personal information we hold and ask for its deletion, subject to certain legal obligations.
  • Opt-out Rights: We do not sell personal data, but if that practice changes, you will be notified and given the option to opt-out.

To exercise any of these rights, please contact privacy@ensafe.com.

5. GDPR Compliance (EU Client Data)

Although EnSafe has no physical presence in the EU, we provide services to EU-based clients. When handling EU citizens’ data, we process it in compliance with the General Data Protection Regulation (GDPR), ensuring that it is processed lawfully, fairly, and transparently.

  • Lawful Basis: Processing is based on contractual necessity, legal obligations, or legitimate interests.
  • Rights of Data Subjects: EU data subjects have the right to access, correct, or delete their data and restrict or object to its processing.

6. Use of AI Tools

We use Artificial Intelligence (AI) technologies to enhance our services. For example, we may use AI for data analysis or automated workflows, ensuring that personal data is handled securely and ethically.

  • AI-generated outputs are reviewed by qualified personnel to prevent errors and uphold ethical standards.
  • We comply with relevant laws and regulations to ensure that AI use does not infringe upon privacy rights.

7. Retention of Personal Information

Personal information is retained only as long as necessary for the purposes outlined in this policy or as required by law. For example:

  • Internal (Employee) data is retained for the duration of employment and for a reasonable period afterward to comply with legal requirements.
  • External (Client/User) data is kept for as long as required to fulfill service agreements or comply with contractual obligations.

8. Cookies and Website Analytics

We use cookies to track usage patterns, enhance the user experience, and improve our website. These cookies collect information such as your IP address, browser type, and browsing behavior. You can control cookie settings in your browser, although certain features may not function properly if cookies are disabled.

9. Sharing of Personal Information

We do not sell personal information to third parties. However, we may share data with:

  • Third-party service providers who assist in our operations are subject to strict data protection agreements.
  • Legal authorities, when required by law or in response to valid legal processes.

10. Changes to This Privacy Policy

We reserve the right to update this policy to reflect changes in our practices, legal requirements, or industry standards. Significant updates will be communicated to affected individuals.

Questions or Contact Us

We welcome comments and questions on this policy. You may contact us anytime at info@ensafe.com or by phone at 901.372.7962.

This privacy policy was last updated on December 11, 2019. We may modify its provisions from time to time. The new provisions will be effective as soon as they are posted. Please check this page periodically to ensure you are aware of any changes. This is not a contract.

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