How we collect, use and protect personal information

Effective: October 2026 (originally published May 1, 2018)

1. Overview

Datamation Systems, Inc. (“DSI,” “we,” “us,” or “our”) considers the privacy and security of personal information collected through its websites and services a critical part of its business. We do not sell personal information. This Privacy Policy explains what personal information we collect; how we use, disclose, retain, and protect it; and the choices and rights available to you. By accessing or using a website owned or operated by DSI, you acknowledge the practices described in this Privacy Policy.

This Privacy Policy applies to the following websites operated by DSI: datamationsystemsinc.com, mHealthtechsolutions.com, pc-security.com, iPadcarts.com, tabcards.com, Chromecarts.com, usboverip.info, mailfurniture.com, and mailsolutions.info.

1.1 Terms and Conditions

Our Terms and Conditions, including our disclaimers and limitations of liability, are available at datamationsystemsinc.com/terms-conditions.

1.2 Visitors from the EU and EEA

If you are in the European Union or European Economic Area, our GDPR Compliance Statement at datamationsystemsinc.com/gdpr gives additional detail on our lawful bases for processing, international data transfers, and your rights under the GDPR.

2. Information We Collect and How We Use It

2.1 Information we collect

• Contact and business details: name, job title, organization, email address, phone number, and billing and shipping addresses.
• Order and account information: products purchased, quotes, purchase orders, invoices, webcart account details, and payment status. Payment card details are processed by our payment processors.
• Communications: emails and messages you send us, and records of support, return, and warranty requests.
• Website usage data: collected through cookies and Google Analytics, as described below.

2.2 Cookies

A cookie is a small text file that a website stores on your computer or device. It can be read back later by the website so the site can remember information about your visit. We use the following cookies:

• Session cookies are deleted when you close your browser. We use them to sign you in and keep your shopping cart working for webcart orders.
• Preference cookies remember non-personally identifiable settings to improve your browsing experience. They are not used to collect personal information such as usernames or email addresses.
• Analytics cookies are persistent cookies set by Google Analytics, which can remain on your device for up to two years. We use them to understand how visitors use our websites.

2.3 Google Analytics

Google Analytics collects information about each visit to our websites, including how long the visit lasts, which pages are viewed, the type of device and browser used, and the visitor’s approximate location (derived from the IP address). Google Analytics does not give us your name or email address, but it does use cookie and device identifiers and your IP address, which may be considered personal data under laws such as the GDPR.

Data collected by Google Analytics is stored by Google in the United States. For details on how Google uses this information, see https://policies.google.com/technologies/partner-sites. You can prevent Google Analytics from collecting data about your visits by installing the Google Analytics opt-out browser add-on at https://tools.google.com/dlpage/gaoptout.

2.4 Managing cookies

Visitors from the EU and EEA are asked for consent before analytics cookies are set and can change their choices at any time through the cookie settings on our websites. All visitors can also refuse or delete cookies through their browser settings (usually found in the browser’s “Help” or “Settings” menu) and still use our websites, although the webcart requires session cookies to work.

2.5 How we use your information

We may use the information we collect to:

• provide you with use of and access to our websites;
• operate, improve, and personalize our websites;
• give you access to your account information, provide customer service and support, and contact you to resolve disputes, collect fees, and troubleshoot problems with your account;
• respond by email to your inquiries, requests, and questions;
• process orders, payments, returns, and warranty claims; and
• comply with the law, enforce our website policies, and prevent, detect, and investigate fraud, security breaches, and potentially prohibited or illegal activities, and protect our or others’ rights, property, or safety.

2.6 Data retention

We keep personal information only as long as we need it to carry out normal business correspondence, fulfill orders placed online or through our office staff, and meet the other purposes in this policy. We keep personal information for no longer than five years after our last interaction with you, unless a longer period is required by law, tax rules, or contract obligations (including government purchasing contracts). After that, it is deleted from our systems.

You can access some of your information through your webcart account, and you can ask us to stop using your information by contacting our office at 201-329-7200 or info@datamationsystemsinc.com.

2.7 Accessing and correcting your information

You can update your personal information at any time by logging into your webcart account and editing your profile. You may also ask to access, correct, or delete your personal information by emailing info@datamationsystemsinc.com. We respond within one month of receiving your request. We may extend this by up to two further months for complex or numerous requests, and we will tell you if we do.

3. Security

DSI places the highest importance on the security and integrity of its customers’ personal information. We take appropriate precautions to protect it against accidental or unlawful destruction, accidental loss, corruption, unauthorized access or disclosure, and any other unlawful processing. We maintain appropriate electronic, physical, and administrative safeguards to protect the information collected through our services, including our webcarts.

3.1 Hosting

Our websites and webcarts are hosted by third-party hosting providers in data centers in the United States. Our online domains are monitored around the clock for availability and security incidents and are protected by firewalls and regular software updates.

3.2 Encryption

All company computers are fully encrypted and receive regular performance and security checks. Staff are required to keep all computers and devices locked and password-protected at all times. All of our web domains, public and internal, are secured with HTTPS.

3.3 Access

Customer data is accessible only to staff who need it for their work, such as our IT department. All staff contracts include a confidentiality clause.

3.4 Data breaches

DSI will investigate any data breach. Where required by applicable law, we will notify the relevant authorities (for breaches covered by the GDPR, without undue delay and, where feasible, within 72 hours of becoming aware of the breach) and notify affected individuals without undue delay.

3.5 Links to other websites

Our websites may display links to third-party websites. We do not control, and are not responsible for, the privacy practices of those websites. Please read the privacy policy of any website you visit to learn how it collects and uses personal information.

4. Service Providers and Disclosure

We use third-party service providers and business partners to process data and support our business. These include Google (email, documents, messaging, and Google Analytics), website hosting providers, payment processors, accounting, order-processing and automation tools, and customer service tools. These providers may use personal information only to perform services for us. A list of our service providers is available on request at info@datamationsystemsinc.com.

4.1 When we share or disclose information

DSI does not share or disclose personal information to third parties except:

• when you instruct us to, or with your consent;
• to meet legal obligations, such as regulations, legal processes, and laws; and
• with the service providers described above, which process data on our behalf.

5. Right to Be Forgotten

Under the EU General Data Protection Regulation (GDPR) and applicable US state privacy laws, you may request the deletion of personal information you have provided to DSI, the legal entity that operates the websites listed in Section 1.

To make a request, contact us at info@datamationsystemsinc.com. Please tell us which information you want removed and where it is held, and provide proof of identity. We will delete your personal information based on the details in your request.

We cannot remove “aggregate consumer information,” meaning data that is not linked or reasonably linkable to any consumer or household, including via a device; information that is publicly available from federal, state, or local government records; or information we must keep for legal obligations or ongoing legal proceedings.

We will complete your request without undue delay and in any event within one month of receiving it. We may extend this by up to two further months where necessary, considering the complexity and number of requests. We will send a completion note to the email address provided in your request.

If you have any questions before sending a request, please write to info@datamationsystemsinc.com.

6. US State Privacy Rights

Depending on where you live, you may have rights under state privacy laws, such as the California Consumer Privacy Act (as amended by the California Privacy Rights Act) and the New Jersey Data Privacy Act. These may include the right to know about, access, correct, delete, and obtain a copy of your personal information, and to opt out of the sale of personal information, targeted advertising, and certain profiling.

DSI does not sell personal information, does not use or share it for targeted advertising, and does not use it for profiling that produces legal or similarly significant effects.

To exercise your rights, contact us at info@datamationsystemsinc.com. We will not discriminate against you for exercising your privacy rights. If we decline your request, you may appeal by emailing info@datamationsystemsinc.com with “Privacy Appeal” in the subject line.

7. Do Not Track

DSI does not track visitors across third-party websites and does not use personal information for targeted advertising. Because there is no common industry standard for “Do Not Track” (DNT) browser signals, our websites do not respond to them.

8. Email

DSI emails visitors and customers as part of its normal business practices and for occasional announcements. We may also contact you about updates or changes to our services or to this Privacy Policy.

8.1 Newsletters and marketing emails

Every newsletter and marketing email from DSI includes an unsubscribe link.

8.2 Email tracking

We may measure open and click rates for the emails we send, to help us improve our service.

9. Compliance

DSI complies with the laws and regulations that apply to its business practices.

9.1 EU General Data Protection Regulation

We do our utmost to comply fully with the GDPR. For more information, see our GDPR Compliance Statement at datamationsystemsinc.com/gdpr.

9.2 Children’s Online Privacy Protection Act

Our websites, products, and services are intended for people 13 years of age and older. In line with the Children’s Online Privacy Protection Act (COPPA), we do not knowingly collect personal information from children under 13.

10. Changes to This Privacy Policy

DSI may update this Privacy Policy at any time, in particular to reflect changes in applicable laws and regulations. Changes will be posted on this page and, to the extent possible, communicated to our customers by email at least thirty (30) days before they take effect.

11. Contact Details

For any questions about this Privacy Policy, contact:

Datamation Systems, Inc., South Hackensack, NJ 07606

Email: info@datamationsystemsinc.com  |  Phone: 201-329-7200  |  Fax: 201-329-7272