Privacy Policy

Overview

This Privacy Policy explains how Core Florida IT ("we," "us," or "our") collects, uses, and protects information when you visit CoreFloridaIT.com (the "Site"). Core Florida IT provides managed IT, server, hosting, cybersecurity, custom website and software development, and AI training services to businesses. The Site is intended for business clients and prospective business clients, not for consumers.

By using the Site, you agree to the practices described in this policy.

Information We Collect

Contact and Free Assessment Forms

When you submit our contact or free-assessment form, we collect the information you provide: your name, company name, email address, phone number, the service you are interested in, your team size, and your message. This information is stored in our PostgreSQL database, and an email notification is sent to our staff so we can follow up with you.

AI Chat Assistant

The Site includes an AI chat assistant. When you use it:

• Your messages are sent to Anthropic's Claude API, which processes them to generate replies.
• Conversation transcripts are stored in our systems so we can review inquiries, follow up, and improve our service.
• If you choose to share your name, company, email address, or phone number during the conversation, the assistant may collect that information so we can contact you.

Please do not share passwords, financial account numbers, health information, or other sensitive data in the chat.

Analytics

We use first-party, privacy-friendly analytics to understand how the Site is used. We record the page path visited, the referring website's domain, and an anonymous identifier created from a hash that rotates daily. We do not store raw IP addresses, and we do not use tracking cookies for this purpose. The anonymous hash cannot be used to identify you or follow you across days or across other websites.

We may also enable an optional third-party analytics service, such as Google Analytics, Plausible, or Cloudflare Web Analytics. If enabled, that provider may collect usage data according to its own privacy policy.

Cookies

The Site uses only strictly necessary cookies:

• Session cookie: used for security, including protecting our forms against cross-site request forgery (CSRF).
• Administrator login cookie: used only by our authorized staff when signing in to the Site's administration area.

We do not use advertising or cross-site tracking cookies. Because these cookies are required for the Site to function securely, they cannot be disabled through the Site.

Third-Party Services

• Cloudflare: The Site is delivered through Cloudflare for security, performance, and content delivery. Cloudflare processes technical information, such as IP addresses and request data, to protect the Site against attacks and deliver content efficiently.
• Google Maps: Our contact page includes an embedded Google Map. When the map loads, Google may collect information and set its own cookies under Google's privacy policy.
• Anthropic: As described above, chat messages are processed by Anthropic's Claude API.

How We Use Information

We use the information we collect to:

• Respond to your inquiries and requests for assessments or quotes;
• Provide, manage, and support the services you engage us for;
• Operate, secure, and improve the Site;
• Communicate with you about your inquiry or engagement; and
• Comply with legal obligations.

How We Share Information

We do not sell, rent, or trade personal information. We share information only with service providers that help us operate the Site and our business (such as hosting, Cloudflare, Anthropic, and email delivery), and only as needed to perform those services. We may also disclose information if required by law, to protect our rights or the safety of others, or in connection with a merger, acquisition, or sale of business assets.

Data Retention

We keep form submissions and chat transcripts for as long as needed to respond to you, provide services, maintain business records, and meet legal obligations. Analytics data is kept in anonymous or aggregated form. When information is no longer needed, we delete or anonymize it.

Security

We use reasonable administrative, technical, and physical safeguards to protect information, including encrypted connections (HTTPS), access controls limited to authorized staff, CSRF protection on forms, and security services provided by Cloudflare. No method of transmission or storage is completely secure, so we cannot guarantee absolute security.

Your Rights and Choices

You may request access to, correction of, or deletion of the personal information we hold about you by emailing us at [email protected]. We will respond within a reasonable time and may need to verify your identity before acting on your request. You may also choose not to use the chat assistant or submit forms.

HIPAA-Regulated Clients

This policy covers only information collected through the Site. For clients subject to HIPAA, any protected health information (PHI) we handle while providing services is governed by a separate Business Associate Agreement, not by this website policy.

Children's Privacy

The Site is intended for businesses and is not directed to children under 13. We do not knowingly collect personal information from children under 13. If you believe a child has provided us information, please contact us and we will delete it.

Data Location

Core Florida IT is based in the United States, and information collected through the Site is processed and stored in the United States. If you access the Site from outside the United States, you understand that your information will be transferred to and processed in the United States.

Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will post the updated version on this page and revise the effective date. Your continued use of the Site after changes are posted means you accept the updated policy.

Contact Us

If you have questions about this Privacy Policy or how we handle your information, please contact Core Florida IT at [email protected].

This document is provided for general information and should be reviewed by a qualified attorney.