Privacy Policy & Accessibility

Information We Collect

Contact Form Data

When you submit our contact form, we collect:

• Name (required)
• Email address (required)
• Organization name (optional)
• Phone number (optional)
• Area of interest (required)
• Message content (required)

Website Analytics

We may collect anonymous usage data including:

• Pages visited and time spent
• Referring websites
• Browser type and version
• Device type and screen resolution
• General geographic location (country/state level)

Technical Information

Our web server automatically logs:

• IP addresses (anonymized)
• Request timestamps
• HTTP status codes
• User agent strings

How We Use Your Information

Contact Form Submissions

• Respond to your inquiries within 24-48 hours
• Provide requested information about our services
• Schedule meetings or program reviews
• Send follow-up communications related to your inquiry

Website Improvement

• Analyze website usage patterns
• Identify popular content and navigation paths
• Optimize website performance and user experience
• Detect and resolve technical issues

Legal Compliance

• Comply with legal obligations
• Respond to government requests
• Protect our legal rights and interests
• Prevent fraud and ensure security

Security Measures

Technical Safeguards

• HTTPS encryption for all data transmission
• Secure server configurations
• Regular security updates and patches
• Access controls and authentication
• Data backup and recovery procedures

Administrative Safeguards

• Limited access to personal data
• Employee training on data protection
• Regular security audits and assessments
• Incident response procedures
• Data retention and disposal policies

Physical Safeguards

• Secure hosting facilities
• Environmental controls
• Physical access restrictions
• Equipment disposal protocols

Your Data Rights

Access and Control

You have the right to:

• Request access to your personal data
• Correct inaccurate or incomplete information
• Request deletion of your personal data
• Object to processing of your personal data
• Request data portability

Data Retention

We retain your data only as long as necessary:

• Contact form data: 3 years maximum
• Analytics data: 26 months maximum
• Server logs: 12 months maximum
• Legal requirements may extend retention periods

Contact for Data Requests

To exercise your data rights, contact:
Email: privacy@ohiospacesystems.com
Subject: "Data Privacy Request"

Form Submission Process

Anti-Spam Protection

Our contact form includes several anti-spam measures:

• Honeypot field: Hidden field to catch automated submissions
• Time-based validation: Prevents rapid-fire submissions
• Client-side validation: Ensures required fields are completed
• Rate limiting: Prevents abuse from single IP addresses

Data Transmission

• All form data encrypted via HTTPS
• Server-side validation and sanitization
• Secure storage in encrypted databases
• Access restricted to authorized personnel only

Response Process

• Automated confirmation of form receipt
• Human review within 24 hours
• Personal response within 48 hours
• Follow-up communications as appropriate

Data Sharing & Disclosure

No Sale of Personal Data

We do not and will never sell your personal information to third parties.

Limited Sharing

We may share your information only in these circumstances:

• Service providers: Hosting and email service providers under strict data processing agreements
• Legal requirements: When required by law or legal process
• Business transfers: In the event of merger or acquisition (with notice)
• Consent: With your explicit permission

International Transfers

Your data may be processed in the United States where our servers are located. We ensure appropriate safeguards are in place for any international data transfers.

Data Breach Notification

In the unlikely event of a data breach, we will:

• Notify affected individuals within 72 hours
• Report to relevant authorities as required
• Provide clear information about the breach
• Take immediate steps to prevent further compromise

Policy Updates

Notification of Changes

We may update this privacy policy and accessibility statement from time to time. When we make changes:

• The "Last Updated" date will be revised
• Material changes will be highlighted on our website
• Significant changes may be communicated via email
• Previous versions will be archived for reference

Version History

• December 2024: Initial privacy policy and accessibility statement
• Future updates will be listed here

Review Schedule

We review these policies:

• Annually as part of our compliance review
• When implementing new website features
• In response to changes in applicable laws
• Following user feedback or accessibility audits

Contact Information

Privacy Officer

For privacy-related questions or concerns:
Email: privacy@ohiospacesystems.com

Accessibility Coordinator

For accessibility questions or feedback:
Email: accessibility@ohiospacesystems.com

General Inquiries

For general questions about our policies:
Email: contact@ohiospacesystems.com

Legal Department

For legal matters related to these policies:
Email: legal@ohiospacesystems.com

Response Times

• Privacy requests: 30 days maximum
• Accessibility feedback: 5 business days
• General inquiries: 2 business days
• Legal matters: As required by law