This Privacy Policy explains how HGGServices LLC handles personal information. The policy is published by HGG Services, the developer and operator of this website, on behalf of HGGServices LLC, 7533 S Center View Ct, West Jordan - 84084-5526, United States (US). It describes what we collect, why we collect it, how we protect it and what choices you have. We have written it in plain language so that a reader does not need a legal background to understand it.
The policy covers the public website at https://www.hggservices.lat and the wider service work carried out from the shop office. Where a specific client agreement sets stricter rules, that agreement takes priority for the information covered by it, and this policy fills any gap.
1. Who We Are
HGGServices LLC is a computer systems design and related services business operating from 7533 S Center View Ct, West Jordan - 84084-5526, United States (US). The company designs, integrates and supports computer systems for small and mid-sized organisations and is the data controller for personal information described in this policy. The website at https://www.hggservices.lat is the public face of the shop, and the developer name HGG Services appears here as the party responsible for building and maintaining that website on behalf of the company.
Where this policy uses the words we, us or our, those words refer to HGGServices LLC acting as the controller of the information in question. Where a client instructs us to process information within a system we support, we act as a processor for that client and follow the client instructions, and the client privacy notice governs that processing.
If you have a question about this policy or about how your information is used, the contact details in the final section are the quickest route to an answer. The shop office answers correspondence during normal business hours and aims to reply within a small number of working days.
2. Scope of This Policy
This policy applies to personal information collected through the website, through email and telephone contact with the shop, through work ticket intake, through bay work on client systems and through any follow-up support that we provide. It also applies to information collected when a person visits the shop office at the West Jordan address for a scheduled intake or pickup sitting.
The policy does not apply to information that a client holds in its own systems and that we access only as a processor under written instruction. It also does not apply to third party websites that may be linked from this site, each of which publishes its own privacy notice. We do not control those sites and we encourage you to read their notices before sharing information with them.
Where you provide information about another person, for example a colleague who owns a system or a staff member who uses a workstation, you confirm that you are entitled to share that information and that the person is aware of this policy. We handle such information in the same way as information provided directly by the person concerned.
3. Information We Collect
We collect a limited set of information that is needed to answer enquiries, open work tickets and provide services. The categories below describe the range of information we may hold, not what we collect from every person. In most cases we hold only the small subset relevant to a particular job.
Contact details
This includes names, email addresses, telephone numbers, job titles and the organisation a person works for. Contact details are collected when a person writes to service@hggservices.lat, telephones the shop at +12233885416, completes the contact form or attends an intake window.
Service and ticket information
This includes the description of a system, the symptoms reported, the equipment involved, the work carried out, the outcome of review rounds and any decisions recorded during a pickup sitting. Service information may include details about a business process, such as the flow of records between a scheduling tool and an accounting package, where that detail is necessary to complete the work.
Technical information
When a support job requires it, we may record technical details such as device identifiers, software versions, network addresses, log excerpts and configuration settings. Technical information is limited to what the ticket requires and is handled with the same care as any other information described here.
Website usage information
The website may record basic usage information such as the pages visited, the time of a visit and the type of browser used. This information is used in aggregate to understand whether the site is working and to improve it. We do not use it to build a profile of an individual visitor.
Billing information
Where an engagement requires an invoice, we collect the billing name, address and any reference number the client requires. Payment card details are handled by a payment provider and are not stored by the shop.
4. How We Collect Information
Most information reaches us directly from the person concerned. That happens when a person sends an email, uses the contact form, makes a telephone call, attends an intake window or signs a work ticket. In those cases the person is aware that the information is being provided, and the purpose is clear from the context of the message or the conversation.
Some information is generated during service work. When an engineer examines a system, records a change in a bay log or notes an outcome in the client note run, that record is created by us rather than supplied by the client. Where a log excerpt or configuration file contains personal information, we limit the excerpt to the fields needed for the job and we avoid copying more than the ticket requires.
We may also receive information from a colleague at a client organisation, from a supplier who is arranging a part or a licence, or from a payment provider who is confirming an invoice. In each case the information is used for the purpose that the original provider described and is stored alongside the related ticket.
The website does not require an account, and a visitor can read every public page without providing personal information. The only point at which the website invites personal details is the contact form, which uses the details to prepare an email that the visitor sends from their own mail programme.
5. Why We Use Your Information
We use personal information to answer enquiries, to open and manage work tickets, to carry out the design and integration work described on this website, to review finished work before it is handed back and to support a system after the job closes. Those uses are the core of the business and cannot be reduced without preventing us from providing the service a client has requested.
We also use information to arrange intake windows and pickup sittings, to confirm the identity of a person who is authorised to approve a change and to keep both sides of the work in agreement about scope. Where a client has asked for a decision to be recorded, the record is kept on the ticket and in the client notes so that later work does not reopen a settled question.
Financial and administrative uses include issuing invoices, keeping accounting records as the law requires and managing disputes if they arise. Compliance uses include responding to a lawful request from a public authority, meeting tax and record keeping obligations and protecting the rights of the company or of a client in a legal proceeding.
We do not sell personal information, and we do not use personal information to train a product that we then sell to others. We do not use client work ticket content for advertising, and we do not share one client work with another client.
6. Legal Bases for Processing
Where a privacy law requires a legal basis for processing, we rely on one or more of the following. The basis depends on the context and on the type of information, and more than one basis may apply at the same time.
- Contract. Processing is necessary to take steps at a client request before entering a service agreement or to perform an agreement that has been entered.
- Legitimate interests. Processing is necessary for the legitimate interests of the company in running a service business, provided those interests are not overridden by the rights of the individual. Such interests include answering enquiries, preventing fraud and keeping records of completed work.
- Legal obligation. Processing is necessary to comply with a duty imposed by law, such as a tax or accounting rule.
- Consent. Where we ask for consent, for example before sending a newsletter, we rely on that consent and the individual can withdraw it at any time.
Where a client is a business and provides information about its staff, the client is responsible for ensuring that a lawful basis exists for sharing that information with us. We will assist the client with reasonable requests that help the client meet that responsibility.
7. Work Ticket and Bay Log Records
The shop keeps a written record of every job in the form of a work ticket, a bay log run and a client note. Those records exist so that a system can be supported reliably and so that a later engineer can understand what was done without guessing. They may contain personal information, such as the name of the person who approved a change, the email address that reported a fault or the staff member who uses a particular workstation.
Work ticket records are kept in the shop office at 7533 S Center View Ct, West Jordan - 84084-5526, United States (US) in a controlled filing arrangement. Access is limited to the technicians working on the job and to the reviewer of the ticket. A client may request a copy of the client note for any completed job, and a client may request the bay log run where the technical detail is useful.
Tickets are retained after a job closes because the most common support question concerns work that was completed months or years earlier. A retained ticket explains the cause of a returning fault in a way that a fresh investigation cannot. The retention period is described later in this policy, and a client may ask for the deletion of information that we are not required to keep.
Where a ticket involves a credential, the bay log records the fact that a credential was rotated and where the record of the new value is held, but it never records the value itself in plain form. That practice protects the client if a folder is later shared more widely and keeps the log useful for its intended purpose.
10. Service Providers
Like most small businesses we rely on service providers for functions that are not practical to run ourselves. These may include an email provider, a website host, an accounting service and a payment processor. Each provider receives only the information needed for the function it performs, and each is bound by a contract that requires it to protect the information and to use it only for the agreed purpose.
Where a service provider is located outside the United States, the transfer is handled as described in the international transfers section of this policy. We review the arrangements for such providers before they are used and at reasonable intervals afterwards, and we remove a provider that cannot meet the standard this policy sets.
A service provider may engage a subcontractor. Where that happens, the provider remains responsible for the subcontractor work, and the same protection requirements flow down to the subcontractor. We do not authorise a service provider to use client information for its own marketing purposes.
11. How Long We Keep Information
We keep personal information only as long as it is needed for the purpose it was collected for, or as long as the law requires. The periods below are the standard practice of the shop and apply unless a client agreement or a legal rule sets a different period.
- Website enquiries that do not become tickets. Retained for a short period so that we can answer a follow-up question, then reviewed and deleted unless a job follows.
- Contact details for active clients. Retained for the duration of the service relationship and for a reasonable period afterwards to answer questions about completed work.
- Work tickets, bay logs and client notes. Retained for a period of several years after the job closes, so that a returning fault can be understood from the original record.
- Financial records. Retained for the period required by tax and accounting law in the jurisdictions that apply to the company.
- Server and security logs. Retained for a short period and then deleted or aggregated.
When a retention period ends, information is deleted or, where deletion is not practical in a backup archive, is separated so that it cannot be used for any other purpose and is removed when the archive is next cycled. If you ask for the deletion of information that we are not required to keep, we will act on the request within the period described in the rights section.
12. How We Protect Information
We use technical and organisational measures to protect personal information against accidental loss, misuse, unauthorised access and disclosure. The measures are chosen to match the sensitivity of the information and the size of the company, and they are reviewed regularly rather than set once and forgotten.
Technical measures
Access to shop records requires an individual account with a strong password and, where available, a second factor. Devices used for service work are kept patched and encrypted at rest. Network connections used for remote support are encrypted. Backup copies of ticket records are kept so that a failure can be recovered without loss.
Organisational measures
Access to ticket records is limited to the technicians assigned to the job and to the reviewer. Credentials received for a support job are placed in a controlled store and are rotated when the job closes. Staff are asked to report a suspected security incident immediately, and the shop follows the response process described later in this policy.
No system is perfectly secure, and we do not claim otherwise. What we can say is that we limit the information we collect, limit the number of people who can reach it and react quickly when something goes wrong. If you believe your information has been compromised through our service, contact the shop office immediately using the details in the final section.
13. Your Privacy Rights
Depending on where you live, you may have a set of rights over personal information that we hold about you. The shop honours those rights for every person who asks, regardless of jurisdiction, where doing so is practical and lawful.
- Right to know. You may ask whether we hold information about you and what categories of information we hold.
- Right of access. You may ask for a copy of the information we hold about you, in a readable form.
- Right to correction. You may ask us to correct information that is inaccurate or incomplete.
- Right to deletion. You may ask us to delete information that we no longer need, subject to legal retention duties.
- Right to restrict or object. You may ask us to limit certain uses or to stop a particular use, such as a newsletter.
- Right to portability. You may ask for the information you provided to be given to you or to another organisation in a portable format.
- Right to complain. You may complain to a privacy regulator in the place where you live or work.
To exercise a right, contact the shop office at service@hggservices.lat or by post to 7533 S Center View Ct, West Jordan - 84084-5526, United States (US). We may ask for enough information to confirm your identity before acting, so that we do not disclose records to the wrong person. We do not charge for a routine request and we respond within the period required by the applicable law, or within a reasonable period where no deadline is set.
Some requests cannot be met in full, for example where a work ticket is needed to meet a legal retention duty or where a record is part of a closed transaction that another person has an interest in. Where we refuse a request, we explain the reason in writing and describe the route to challenge the decision.
14. Access and Correction Requests
An access request should describe the information sought and the context in which it was provided, so that the shop can locate the right ticket without reading through unrelated records. A reference number from a work ticket, the date of a visit or the email address used for correspondence is usually enough. Requests sent from the email address used with the shop are quicker to verify and quicker to answer.
Once an access request is verified, we prepare a copy of the relevant information and send it by the method agreed with the requester. Where a ticket contains technical detail that is meaningless without its surrounding context, we add a short explanation so that the copy is genuinely useful. Where the ticket contains personal information about another person, we may redact those parts to protect that person privacy.
Correction requests are handled in the same way. Where a name is misspelled, an email address is out of date or a job description is inaccurate, we update the record and add a short note to the ticket so that the change is visible to a future reader. Where we disagree with a correction, we add the requester view to the record rather than deleting the original, so that both positions are preserved.
Deletion requests are reviewed against the retention schedule. Information that we must keep for tax, accounting or legal reasons stays in the archive until the period ends, and the requester is told the reason and the period. Other information is deleted within a short period, and the requester is told when the deletion is complete.
15. Privacy for Children
The website and the services of HGGServices LLC are aimed at businesses and professional organisations. They are not directed at children, and we do not knowingly collect personal information from anyone under the age of thirteen. The contact form and email address are intended for adults who are acting on behalf of an organisation.
If we learn that we have collected personal information from a child without appropriate consent, we will delete it promptly and take reasonable steps to prevent it from being collected again. A parent or guardian who believes that a child has provided information through the website may write to the shop office and the matter will be handled as a priority.
Where a client service involves equipment used by minors, for example a school workshop or a training room, the client remains responsible for obtaining any parental consent that applies. We do not use information from such systems for any purpose beyond the integration and support work described in the ticket.
16. International Transfers
The shop is based in the United States, and the information described in this policy is generally stored in the United States. Where a service provider or a client is located in another country, information may be transferred across a border as part of the service. We take reasonable steps to ensure that such a transfer is protected by an appropriate safeguard.
Safeguards may include a contract with standard data protection terms, an adequacy decision where one applies to the destination, or the explicit consent of the individual in a case where the law allows consent as the basis for transfer. The safeguard is chosen to match the sensitivity of the information and the legal requirements of the place where the individual is located.
Where you send information to the shop from outside the United States, you understand that the information will be handled in the United States under this policy. If a transfer is not acceptable to you, you may ask the shop to limit the job to information that can be handled locally, and the shop will say whether that is practical for the work requested.
17. Marketing Communications
The shop does not run a general mailing list and does not send promotional messages to people who have only made an enquiry. A note about the business may be included in a reply to an enquiry, and that note is kept short and relevant to the question that was asked.
If a client asks to be told about a seasonal service check or a relevant technical update, we keep the request on file and send only that type of message. Every such message includes a way to stop receiving it, and a request to stop is actioned promptly. We do not pass a marketing preference to a third party.
Sentimental or repetitive messaging is avoided. The shop would rather send nothing than send a message that wastes a reader time. If you receive a message from HGGServices LLC that looks like marketing you did not request, forward it to service@hggservices.lat so that we can investigate and remove the contact if appropriate.
18. Third Party Websites
The website may link to a supplier, a standards body or a reference page that helps explain the services described here. Those links are provided for convenience, and a link does not mean that we endorse the content of the destination or that we control how it handles information.
When you follow a link to another site, that site may set cookies, collect information and publish a privacy notice that differs from this one. We encourage you to read the notice of any site before providing personal information. If a link on this website appears to point to an unsafe destination, report it to service@hggservices.lat and we will review it.
We do not embed social media widgets that track a visitor across sites, and we do not include third party advertising scripts. Where an embedded resource is needed, for example a map, it is loaded only on the page where it appears and the privacy notice of the provider applies to that resource.
19. Automated Decisions
We do not use personal information to make decisions that produce legal effects or similarly significant effects on a person by automated means alone. A work ticket is opened, scheduled and closed by a technician, and any decision about a job is made by a person who can explain the reasoning.
The website may record aggregate usage statistics as described earlier, and a mail filter may sort incoming messages so that an urgent fault is seen first. Those processes assist a person and do not replace human judgment. If a message is filtered into the wrong folder, a telephone call to the shop office will reach a technician directly.
If in future we introduce a tool that relies on automated analysis in a way that affects an individual, we will describe the tool in this policy, explain the logic in plain terms and offer a route to request human review. We will not introduce such a tool without a clear benefit that justifies the change.
20. Data Breach Response
We keep a short incident process so that a suspected breach is handled calmly and quickly. When a member of staff suspects that information has been lost, exposed or accessed without authority, the report is made to the shop office immediately. The report is logged and an initial assessment begins without waiting for a full investigation.
The assessment considers what information is involved, who may be affected, whether the information is sensitive and what can be done to reduce the harm. Containment steps may include revoking access, rotating a credential, isolating a device or closing a network path. Those steps are taken before a full report is written, because the priority is to stop the exposure.
Where the law requires notification, affected individuals and the relevant authority are informed without undue delay, and the notice describes what happened, what information was involved, what we have done and what the recipient can do to reduce risk. Where notification is not legally required, we may still inform affected clients if the incident is serious enough that they need to act.
After the incident is closed, we review the cause and change the practice that allowed it. The review is written down and kept with the ticket records so that the lesson is not lost when the people involved move on.
21. Changes to This Policy
We review this policy when the business changes, when a new service is introduced or when a legal requirement shifts. A change that affects how information is used will be described at the top of this page with a new date, and a material change will be communicated to active clients by email where the change is relevant to their information.
The date at the top of the page is the date of the most recent revision. A previous version of the policy can be obtained by writing to the shop office. Where a change is significant, we keep the previous text available for a reasonable period so that a reader can compare the two.
Continued use of the website or of the services after a revision takes effect confirms that the revised policy applies, to the extent the law allows. If a change is not acceptable to you, you may contact the shop to discuss the information held about you and the options available.
22. How to Contact Us
Questions, requests and complaints about privacy can be sent to the shop office. We treat a privacy enquiry with the same care as a work ticket and we aim to answer within a small number of working days.
HGGServices LLC
7533 S Center View Ct, West Jordan - 84084-5526, United States (US)
Email: service@hggservices.lat
Phone: +12233885416
If you are not satisfied with our response, you may raise the matter with a privacy regulator in the place where you live or work. We will cooperate with a regulator enquiry and provide the records needed to resolve a complaint fairly.