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Privacy Notice

Privacy Notice

1. Introduction

Overview of Digital Auxilius: Digital Auxilius is a leading provider of digital marketing, website design and development, search engine optimization (SEO), and software development services. Our mission is to help businesses achieve their goals by leveraging the latest technology and innovative strategies.

Purpose of the Privacy Notice: This Privacy Notice explains how Digital Auxilius (“we,” “our,” or “us”) collects, uses, shares, and protects your personal information when you interact with our services, visit our websites, or engage with us through other means. We are committed to safeguarding your privacy and ensuring that your personal information is protected in compliance with applicable laws, including ISO 27001 standards, HIPAA regulations, and relevant US data protection laws.

Scope of the Privacy Notice: This Privacy Notice applies to all individuals who interact with Digital Auxilius, including clients, prospective clients, website visitors, and users of our services. It covers the personal information we collect, how we use it, the circumstances under which we may share it with third parties, and your rights regarding your data. This notice is part of our broader commitment to data protection and privacy, reflecting our compliance with industry standards and legal requirements.

2. Data Collection

Types of Data Collected: Digital Auxilius collects various types of personal information to provide and improve our services. The types of data we collect include, but are not limited to:

  • Personal Identification Information: Names, email addresses, mailing addresses, phone numbers, and other contact information.
  • Technical Information: IP addresses, browser type, device information, and log data related to your interaction with our websites and services.
  • Health Information: For specific services such as those involving clinical research or healthcare-related projects, we may collect Protected Health Information (PHI), which includes data related to your health status, medical history, and related information.
  • Financial Information: Payment details, billing information, and related financial data for processing transactions.
  • Other Data: Any other information you voluntarily provide to us through forms, surveys, or direct interactions.

Methods of Data Collection: We collect personal information through various means, including:

  • Direct Interactions: When you provide information directly to us through forms on our website, during account registration, or when engaging with our services.
  • Automated Technologies: We may automatically collect technical information about your devices, browsing actions, and patterns using cookies, server logs, and other similar technologies.
  • Third-Party Sources: We may receive personal information from third-party partners, vendors, or service providers who assist us in delivering our services. This may include data from marketing partners, analytics providers, or social media platforms.

Why We Collect This Data: The data we collect allows us to:

  • Deliver and enhance our services.
  • Personalize user experiences.
  • Communicate with you effectively.
  • Fulfill our legal and contractual obligations.
  • Conduct research and analysis to improve our offerings.

3. Data Usage

Purpose of Data Processing: At Digital Auxilius, we use the personal information we collect for a variety of purposes, ensuring that your data is processed in a lawful and transparent manner. The primary purposes for which we process your data include:

  • Service Delivery: To provide, manage, and improve the services you request from us, such as website design, digital marketing, SEO, and software development.
  • Customer Support: To respond to your inquiries, provide technical support, and assist with any issues related to our services.
  • Personalization: To customize your experience with our services, including tailoring content, recommendations, and communications based on your preferences and interests.
  • Marketing and Communications: To send you promotional materials, newsletters, and information about our services that we believe may be of interest to you. We may also use your data to inform you about updates, new features, and special offers.
  • Analytics and Research: To conduct data analysis and research to better understand how our services are used, identify trends, and improve our offerings.
  • Compliance and Legal Obligations: To fulfill our legal and regulatory obligations, such as complying with HIPAA regulations when handling Protected Health Information (PHI) and ensuring compliance with ISO 27001 standards.
  • Security: To protect our services, systems, and users from security threats, unauthorized access, and fraud.

Legal Basis for Data Processing: We process personal data based on one or more of the following legal grounds:

  • Consent: Where you have provided your explicit consent for us to process your data for specific purposes, such as receiving marketing communications.
  • Contractual Necessity: Where processing your data is necessary to perform a contract with you, such as providing the services you have requested.
  • Legal Obligations: Where we are required to process your data to comply with legal obligations, including data protection laws and regulations.
  • Legitimate Interests: Where processing is necessary for our legitimate interests, provided that these interests are not overridden by your rights and freedoms. Our legitimate interests include improving our services, securing our systems, and conducting business operations.

4. Data Sharing

Third-Party Sharing: Digital Auxilius may share your personal information with third parties in certain circumstances, ensuring that your data is handled with care and in accordance with applicable laws. The types of third parties with whom we may share your data include:

  • Service Providers: We work with trusted service providers who assist us in delivering our services, such as cloud hosting providers, payment processors, marketing agencies, and IT support. These providers are bound by contractual obligations to keep your data secure and use it only for the purposes specified by us.
  • Business Partners: We may share data with business partners with whom we collaborate on joint projects, marketing campaigns, or other initiatives that require data sharing.
  • Legal and Regulatory Authorities: We may disclose your personal information to comply with legal obligations, respond to legal requests, or protect our rights, property, and safety, or that of our users and others.
  • Professional Advisors: We may share data with our professional advisors, such as lawyers, accountants, and auditors, to ensure compliance with legal and regulatory requirements.

Data Processors: In some cases, third parties with whom we share your data may act as data processors on our behalf. These processors handle personal information according to our instructions and are subject to strict contractual obligations to protect your data. This includes ensuring that the data is processed only for the specified purposes and that appropriate security measures are in place.

International Data Transfers: If we transfer your personal data to entities outside the United States, we ensure that appropriate safeguards are in place to protect your data. This may include the use of standard contractual clauses approved by data protection authorities, ensuring an adequate level of data protection in the receiving country, or obtaining your explicit consent for such transfers.

Data Disclosure in Business Transactions: In the event of a merger, acquisition, reorganization, or sale of all or part of our business, your personal information may be transferred to the acquiring entity as part of the transaction. We will ensure that the acquiring entity agrees to respect the terms of this Privacy Notice and your privacy rights.

SMS Communication and Consent: Digital Auxilius may send SMS messages to individuals who have opted in via our web forms or through direct interaction. These messages may include service updates, project coordination, meeting reminders, support alerts, or promotional messages related to services the recipient has engaged with.

We do not share SMS consent or phone numbers with third parties or affiliates for marketing purposes. Your mobile number is used strictly for communication aligned with your expressed interests and service engagement with us.

5. Data Storage

Hosting and Storage Locations: Digital Auxilius stores personal information on secure servers hosted by Amazon Web Services (AWS). Specifically, our services, including Calendax, are hosted on an AWS EC2 instance, connected to a remote database managed through Amazon RDS. The primary data storage location is in the US East (N. Virginia) region. This ensures that your data remains within the United States, protected under US data protection laws.

Data Retention Policies: We retain personal information only for as long as necessary to fulfill the purposes for which it was collected, or as required by law or regulation. For example:

  • Personal Information (PI) Refresh: We ensure that personal information is refreshed from the source at least every 30 days to maintain data accuracy and relevance.
  • Retention Periods: Specific retention periods vary depending on the type of data and legal requirements. Once the retention period expires, or if the data is no longer needed, we securely delete or anonymize the data to prevent unauthorized access or use.

Backup and Recovery: Digital Auxilius implements regular backup procedures to protect against data loss. All backups are encrypted and stored securely, with periodic testing to ensure that data can be restored in the event of a system failure or other incident.

Business Continuity: We have established a Business Continuity Plan (BCP) to ensure that our services remain operational in the event of a disruption. This plan includes procedures for maintaining critical operations and safeguarding personal data during unforeseen circumstances.

Encryption:
  • Data at Rest: We use robust encryption methods to secure sensitive data stored in our databases, file systems, and backups.
  • Data in Transit: All data transmitted between clients and our servers is encrypted using SSL/TLS protocols to protect it from interception and unauthorized access.

6. Data Security

At Digital Auxilius, we take the security of your personal information seriously. We have implemented a comprehensive set of technical and organizational security measures to protect your data against unauthorized access, disclosure, alteration, or destruction. These measures include:

Technical Security Measures:
  • Encryption:
    • Data at Rest: We use advanced encryption techniques to secure sensitive data stored in our databases, file systems, and backups, ensuring that even if data is accessed without authorization, it cannot be read or used.
    • Data in Transit: All data transmitted between your device and our servers is encrypted using SSL/TLS protocols, safeguarding it from interception during transmission.
  • Access Controls:
    • Authentication: We employ strong authentication mechanisms, including multi-factor authentication (MFA), to verify the identity of users accessing our systems and data.
    • Authorization: Role-based access control (RBAC) is implemented to ensure that users have access only to the data necessary for their roles, minimizing the risk of unauthorized access.
  • Firewalls and Network Security:
    • We use firewalls, intrusion detection systems (IDS), and intrusion prevention systems (IPS) to protect our network from unauthorized access, cyberattacks, and other security threats.
  • Regular Software Updates and Patching:
    • We ensure that all software, including operating systems and applications, is regularly updated with the latest security patches to protect against vulnerabilities and threats.
  • Data Masking and Anonymization:
    • Sensitive personal information is masked or anonymized where possible, reducing the risk of exposure if data is compromised.
  • Regular Security Audits and Penetration Testing:
    • We conduct regular security audits and penetration testing to identify and address potential vulnerabilities, ensuring that our systems remain secure against evolving threats.
  • Backup and Recovery:
    • We implement regular backups of critical data and ensure that these backups are encrypted and tested for data recovery. This ensures that data can be restored quickly in the event of a system failure or other incidents.
  • Logging and Monitoring:
    • Comprehensive logging and monitoring are in place to detect and respond to suspicious activities, providing an additional layer of security and ensuring timely incident response.
Organizational Security Measures:
  • Security Policies and Procedures:
    • We have developed and enforce comprehensive security policies and procedures for handling personal information, including information system policies and integrated management systems.
  • Employee Training and Awareness:
    • Employees receive regular training on data protection, security best practices, and how to recognize and respond to phishing attempts and other social engineering attacks.
  • Access Management:
    • We have implemented an access management policy that ensures only authorized personnel have access to personal information. Access permissions are regularly reviewed to maintain security.
  • Incident Response Plan:
    • We have an incident response plan in place to address potential data breaches and security incidents, ensuring that we can respond quickly and effectively to minimize harm.
  • Vendor Management:
    • We assess and ensure that third-party vendors and partners comply with our security standards and best practices. This includes contractual obligations for data protection and regular compliance checks.
  • Physical Security:
    • Physical security measures, such as biometric authentication, security guards, and surveillance cameras, are in place to secure physical access to servers, data centers, and other facilities where personal information is stored.
  • Regular Audits and Compliance Checks:
    • We conduct regular internal and external audits to ensure compliance with data protection regulations and our organizational policies, maintaining a high standard of data security.
Business Continuity and Disaster Recovery:
  • We maintain a comprehensive Business Continuity Plan (BCP) and Disaster Recovery Plan (DRP) to ensure that our services remain operational and personal data remains secure in the event of an emergency or disaster.

7. User Rights

At Digital Auxilius, we respect your rights regarding your personal information. We are committed to ensuring that you have control over how your data is used and processed. The following outlines your rights and how you can exercise them:

Access and Correction of Personal Information:
  • Right to Access: You have the right to request access to the personal information we hold about you. Upon request, we will provide you with a copy of your data, as well as details on how we use it, who we share it with, and how long we retain it.
  • Right to Correct: If you believe that any personal information we hold about you is incorrect or incomplete, you have the right to request that we correct or update it. This includes details such as your name, contact information, and other personal details.
Data Deletion Requests:
  • Right to Delete: You have the right to request the deletion of your personal information from our systems. Upon your request, we will securely delete or anonymize your data to ensure that it cannot be recovered or used in the future. This right applies to all the personal information we hold about you, including your name, address, email address, phone numbers, and any other identifiable data.
  • No Data Retention Beyond Necessity: If your personal information is no longer necessary for the purposes for which it was collected, or if you withdraw your consent, we will delete your data in accordance with our data retention policies.
Data Portability:
  • Right to Data Portability: Where applicable, you have the right to request that your personal information be transferred to another service provider or third party in a structured, commonly used, and machine-readable format. This allows you to reuse your data across different services.
Objection to Processing:
  • Right to Object: You have the right to object to the processing of your personal information in certain circumstances, such as when your data is processed based on legitimate interests or for direct marketing purposes. If you object, we will stop processing your data unless we have compelling legitimate grounds to continue or if it is required for legal reasons.
Restriction of Processing:
  • Right to Restrict Processing: You can request that we restrict the processing of your personal information in certain situations, such as when you contest the accuracy of your data or when you have objected to the processing. During the restriction period, we will continue to store your data securely but will not process it further until the issue is resolved.
Exercising Your Rights:
  • To exercise any of your rights, please contact us using the contact information provided in this Privacy Notice. We will respond to your request within a reasonable timeframe and in accordance with applicable data protection laws.
Verification of Identity:
  • For your protection, we may need to verify your identity before processing your request. This may involve asking you to provide additional information to confirm your identity and prevent unauthorized access to your personal information.

8. Cookies and Tracking Technologies

Types of Cookies Used: Digital Auxilius uses cookies and similar tracking technologies to enhance your experience on our website, improve our services, and provide you with personalized content. The types of cookies we use include:

  • Essential Cookies: These cookies are necessary for the website to function properly. They enable core features such as security, network management, and accessibility. Without these cookies, certain parts of our website may not work as intended.
  • Analytical/Performance Cookies: These cookies help us understand how visitors interact with our website by collecting and reporting information anonymously. They allow us to measure and improve the performance of our website, ensuring that we continue to provide a high-quality user experience.
  • Functional Cookies: Functional cookies enable our website to remember your preferences and provide enhanced features. For example, they may be used to remember your login details or language preferences, so you don’t have to re-enter them each time you visit.
  • Targeting/Advertising Cookies: These cookies are used to deliver content that is more relevant to you and your interests. They may be set by us or by third-party advertising partners. They also help us measure the effectiveness of our advertising campaigns and limit the number of times you see a particular ad.

Managing Cookies and Preferences: You have the right to choose whether or not to accept cookies. Most web browsers automatically accept cookies, but you can usually modify your browser settings to decline cookies if you prefer. Please note that if you choose to decline cookies, some features of our website may not function properly.

How to Manage Cookies:
  • Browser Settings: You can manage your cookie preferences through your browser settings. Each browser provides different ways to control cookies, so we recommend consulting your browser’s help section for specific instructions.
  • Opt-Out Tools: Some third-party service providers offer tools to opt out of data collection through cookies. For example, Google Analytics provides an opt-out browser add-on that you can use to prevent your data from being collected.
  • Do Not Track (DNT) Signals: Some browsers include a “Do Not Track” (DNT) feature that allows you to express a preference not to be tracked across websites. However, there is no universal standard for interpreting DNT signals, so we may not respond to them.

Third-Party Cookies: In addition to our own cookies, we may also use cookies provided by third-party service providers. These third parties may use cookies to collect information about your browsing habits over time and across different websites. This information may be used to serve you targeted advertisements based on your interests or to analyze website traffic and trends.

Consent to Use Cookies: By continuing to use our website without changing your cookie settings, you consent to our use of cookies as described in this Privacy Notice. If you do not consent to the use of cookies, you can modify your cookie settings or discontinue use of our website.

9. Children’s Privacy

Digital Auxilius is committed to protecting the privacy of children. Our services are not intended for or directed at individuals under the age of 13, and we do not knowingly collect personal information from children under this age.

Data Collection from Minors:
  • No Intentional Collection: We do not intentionally collect, use, or disclose personal information from children under the age of 13. If we become aware that we have inadvertently collected personal information from a child under this age, we will take immediate steps to delete such information from our records.
Parental Controls and Consent:
  • Parental Involvement: If a parent or guardian becomes aware that their child has provided us with personal information without their consent, they should contact us using the details provided in this Privacy Notice. We will work with the parent or guardian to resolve the issue and ensure that the child’s information is removed from our systems.
  • COPPA Compliance: We comply with the Children’s Online Privacy Protection Act (COPPA) and other applicable laws aimed at protecting children’s privacy online. This includes taking measures to verify that any personal information provided by a child is done so with the consent of a parent or guardian, where required by law.
Educational and Health-Related Projects:
  • Special Considerations: In cases where our services involve educational or health-related projects that may require the collection of information from minors (e.g., clinical trials or research studies), we ensure that appropriate parental consent is obtained and that all data handling complies with relevant legal requirements.

10. Compliance with Legal Requirements

Digital Auxilius is committed to adhering to all applicable laws and regulations concerning data protection and privacy. We strive to maintain the highest standards of compliance to protect the personal information of our clients, users, and partners.

HIPAA Compliance:
  • Protected Health Information (PHI): For services involving the handling of Protected Health Information (PHI), Digital Auxilius complies with the Health Insurance Portability and Accountability Act (HIPAA). We implement the necessary administrative, physical, and technical safeguards to ensure the confidentiality, integrity, and availability of PHI.
  • Business Associate Agreements (BAAs): When required, we enter into Business Associate Agreements with our clients and partners to ensure that all parties involved in the handling of PHI adhere to HIPAA regulations.
ISO 27001 Compliance:
  • Information Security Management System (ISMS): Digital Auxilius maintains an ISO 27001-certified Information Security Management System (ISMS). This framework ensures that we systematically manage and protect sensitive information, including personal data, by implementing risk management processes and security controls.
  • Regular Audits and Reviews: We undergo regular internal and external audits to maintain our ISO 27001 certification, ensuring that our data protection practices meet international standards.
Other Relevant Regulations:
  • US Data Protection Laws: We comply with relevant US data protection laws, including the California Consumer Privacy Act (CCPA) and other state-level regulations that may apply. This includes providing transparency about our data collection practices and respecting consumer rights to access, delete, and opt-out of data processing.
  • Global Data Protection Laws: Where applicable, we also comply with international data protection laws, such as the General Data Protection Regulation (GDPR) in the European Union. We implement necessary safeguards for cross-border data transfers and respect the rights of data subjects under these laws.
Ongoing Compliance Efforts:
  • Training and Awareness: We ensure that our employees receive regular training on data protection laws, security best practices, and compliance requirements. This helps to maintain a culture of privacy and security within our organization.
  • Policy Reviews and Updates: Our privacy and data protection policies are regularly reviewed and updated to reflect changes in legal requirements, industry standards, and our business practices. We are committed to keeping our clients and users informed of any significant changes to these policies.

11. Incident Response

At Digital Auxilius, we prioritize the security of your personal information and have established a comprehensive incident response plan to address any potential data breaches or security incidents. Our goal is to respond quickly and effectively to minimize harm and ensure compliance with legal and regulatory requirements.

Data Breach Notification:
  • Timely Notification: In the event of a data breach that compromises your personal information, Digital Auxilius will promptly notify affected individuals as required by law. This notification will include details about the breach, the types of information involved, and the steps we are taking to mitigate the impact.
  • Regulatory Reporting: We will also report data breaches to relevant regulatory authorities, such as the U.S. Department of Health and Human Services (HHS) for breaches involving Protected Health Information (PHI) under HIPAA, within the timeframes specified by law.
Procedures for Security Incidents:
  • Detection and Identification: We continuously monitor our systems and networks for signs of suspicious activity. Our security team is trained to detect and identify potential security incidents, including unauthorized access, data leaks, and malware infections.
  • Containment and Mitigation: Upon detecting a security incident, our immediate priority is to contain the incident and prevent further damage. This may involve isolating affected systems, revoking access credentials, or deploying additional security measures.
  • Investigation and Analysis: Once the incident is contained, we conduct a thorough investigation to determine the root cause and assess the extent of the impact. This analysis helps us understand how the incident occurred and what measures can be implemented to prevent future occurrences.
  • Remediation and Recovery: Following the investigation, we take corrective actions to remediate any vulnerabilities or weaknesses identified during the incident. We also work to restore any affected services and ensure that data integrity is maintained.
  • Post-Incident Review: After resolving the incident, we conduct a post-incident review to evaluate our response and identify areas for improvement. This review is used to update our incident response plan and strengthen our overall security posture.
Communication with Stakeholders:
  • Internal Communication: During a security incident, we ensure that all relevant internal stakeholders, including management and the security team, are kept informed of the situation and our response efforts.
  • External Communication: We communicate with affected clients, partners, and regulators transparently and promptly, providing updates on the incident and any steps they need to take.
Continuous Improvement:
  • Regular Drills and Testing: We regularly conduct incident response drills and testing to ensure that our team is prepared to respond effectively to real-world security incidents. These exercises help us refine our procedures and improve our overall readiness.
  • Updating the Incident Response Plan: Our incident response plan is a living document that is continuously updated to reflect lessons learned from past incidents, changes in technology, and evolving threat landscapes.

12. Policy Updates

Frequency of Review: Digital Auxilius is committed to keeping our privacy practices up-to-date and in compliance with the latest legal requirements and industry standards. We regularly review and update this Privacy Notice to reflect changes in our data handling practices, technology, legal obligations, and business operations.

How Changes are Communicated:
  • Notification of Updates: When we make significant changes to this Privacy Notice, we will notify you by posting the updated notice on our website and, where appropriate, sending you a direct communication, such as an email notification. We encourage you to review this Privacy Notice periodically to stay informed about how we are protecting your personal information.
  • Effective Date: Each version of this Privacy Notice will include an effective date indicating when the most recent changes were made. Continued use of our services after the effective date of any changes constitutes your acceptance of the updated Privacy Notice.

13. Contact Information

Privacy Officer Contact Details: If you have any questions, concerns, or requests regarding this Privacy Notice or our data protection practices, please contact our Privacy Officer:

Privacy Officer:
Zuhaib Imran
Email: privacy@digitalauxilius.com
Phone: +1(248)346-4854
Office Address: 28260 Franklin Rd., Southfield, MI 48034

Methods for Submitting Inquiries or Complaints:
  • Email: You can reach out to us via email at privacy@digitalauxilius.com for any privacy-related inquiries or to exercise your rights regarding your personal information.
  • Mail: You can send written inquiries or complaints to our office address mentioned above.
  • Online Form: We may also provide an online contact form on our website where you can submit your questions or concerns.

Response Time: We aim to respond to all inquiries and requests within a reasonable timeframe, typically within 30 days. If your request requires more time or is complex, we will notify you of the expected timeline.