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Privacy Policy

ENCE SYSTEMS LLC
Last Updated: April 22, 2026

At Ence Systems LLC, we take the security of your technical infrastructure as seriously as our own. This Privacy Policy outlines how we collect, protect, and manage your data.

1. DATA COLLECTION

We collect information necessary to provide managed IT services, including:

  • Identity & Contact Data: Names, email addresses, phone numbers, and physical service addresses.
  • Technical Discovery Data: IP addresses, device serial numbers, hardware specifications, and Operating System versions.
  • Credential Data: Logins, passwords, router configurations, and User IDs.

2. STORAGE & SECURITY (THE “ENCRYPTION STANDARD”)

Your sensitive data is never stored in plain text or on unencrypted local drives.

  • Vaultwarden: All credentials (passwords/logins) are stored in a secure, AES-256 encrypted vault.
  • Access Control: All Provider accounts are protected by mandatory Two-Factor Authentication (2FA).
  • No In-House Storage: We do not maintain physical “in-house” storage of client data. All data is stored in secured, encrypted cloud environments or within the client’s own physical infrastructure.

3. REMOTE MONITORING & MANAGEMENT (RMM)

To provide the “Systems Pro” and “Guardian” plans, we utilize Action1 RMM.

  • Active Monitoring: This software remains active on your devices to provide security patches and health scans.
  • Privacy Guard: Provider will never access personal files, browsing history, or private communications unless strictly required to perform a requested repair or security audit.

4. THIRD-PARTY SUB-PROCESSORS

To run our operations, we share specific data with the following trusted partners:

  • Stripe: For secure payment processing.
  • Zoho & Wix: For accounting, billing, and web operations.
  • Backblaze B2: For encrypted offsite cloud backups (Systems Pro Plan only).
  • Action1: For remote management and deployment.

5. CLOUD BACKUP PROTOCOL

For clients on the Systems Pro plan, cloud backups are encrypted at the source. Ence Systems LLC will only access or “pull” these backups in the event of a client-initiated restoration request. We do not browse or index your backup data for any other purpose.

6. DATA RETENTION & CANCELLATION

We believe in your “Right to be Forgotten.”

  • Termination: Upon cancellation of services, all remote access credentials, RMM agents, and stored technical data will be permanently wiped within 30 days.
  • Exceptions: Basic billing and contract data may be retained longer as required by Utah state law for tax and accounting purposes.

7. CONTACT & DISCLOSURE

Slater Ence serves as the Privacy Officer for Ence Systems LLC. For any questions regarding your data, or to request a data audit, please contact:
Email: Slater@Encesystems.com

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