Privacy Policy
We collect only what we need to respond to your inquiries and improve our website. We do not sell your personal information. Your data is yours.
1. Information We Collect
1.1 Information you provide directly
- Contact form submissions – name, email address, company name, phone number, and any message you send when inquiring about our services
- Consultation requests – facility type, priorities, and current maintenance approach
- Service communications – information exchanged during ongoing service relationships
1.2 Information collected automatically
- Cookies and similar technologies – we use cookies to analyze website traffic and optimize your experience
- Usage data – pages visited, time spent, referral sources, and general browsing behavior
- Device information – browser type, operating system, and IP address (anonymized where possible)
1.3 Information from third parties
- reCAPTCHA – our contact form is protected by Google reCAPTCHA, which may collect hardware and software information. This is subject to Google’s Privacy Policy and Terms of Service.
2. How We Use Your Information
We use the information we collect for the following purposes:
- Respond to your inquiries and schedule consultations
- Operate, maintain, and improve our website and services
- Analyze traffic patterns and optimize user experience
- Communicate with you about CTM365 services (only with your consent or legitimate interest)
- Maintain security, prevent fraud, and troubleshoot issues
- Comply with legal obligations
We do not sell your personal information to third parties for their own marketing purposes.
3. Legal Bases for Processing (GDPR)
For individuals in the European Economic Area (EEA) or United Kingdom, we process your information based on:
- Consent – when you voluntarily submit information via our contact form or accept cookies
- Legitimate interests – improving our website, responding to inquiries, and maintaining security
- Legal obligation – when required to comply with applicable laws
- Contractual necessity – when providing services under a signed Service Agreement
You have the right to withdraw consent at any time without affecting the lawfulness of processing based on consent before its withdrawal.
4. Cookies and Tracking Technologies
5. Data Sharing and Disclosure
We share your information only in these limited circumstances:
- Service providers – trusted third parties who help operate our website (analytics hosting, email services) under strict confidentiality agreements. They may only use your data as instructed by us.
- Legal compliance – if required by law, regulation, legal process, or enforceable government request.
- Business transfers – in connection with a merger, acquisition, reorganization, or sale of assets (with notice to you before transfer).
- Protection of rights – to protect the security, property, or safety of CTM365, our users, or the public.
We do not sell, rent, or trade your personal information to any third parties for their own marketing purposes.
6. Data Security
We implement reasonable technical and organizational measures to protect your information, including encryption, access controls, and regular security assessments.
However, no transmission over the internet or electronic storage method is 100% secure. We treat security seriously — just as we treat electrical reliability — but cannot guarantee absolute security.
7. Data Retention
We retain your personal information only as long as necessary to:
- Fulfill the purposes described in this policy
- Respond to your inquiries
- Comply with legal obligations (e.g., tax, audit, or regulatory requirements)
- Resolve disputes and enforce agreements
Typically, contact form data is retained for 24 months from last interaction. You may request earlier deletion (see Section 11).
8. Your Rights and Choices
8.1 For all users
- Opt out of cookies via browser settings or cookie consent banner
- Unsubscribe from marketing communications by clicking “unsubscribe” in any email or contacting us
- Disable JavaScript or use private browsing modes (may limit functionality)
8.2 For California residents (CCPA/CPRA)
You have the right to:
- Know what personal information we collect, use, and disclose
- Request deletion of your personal information
- Opt out of the “sale” or “sharing” of personal information (we do not sell or share)
- Non-discrimination for exercising your rights
To exercise CCPA rights, contact us with “California Privacy Request” in the subject line. We will verify your identity before responding.
8.3 For EEA/UK residents (GDPR)
You have the right to:
- Access your personal information (data portability)
- Rectify inaccurate or incomplete information
- Erasure (“right to be forgotten”)
- Restrict or object to processing
- Withdraw consent at any time
To exercise GDPR rights, contact us. We typically respond within 30 days.
8.4 For other jurisdictions
We respect applicable local privacy laws. Contact us to understand your specific rights.
9. International Data Transfers
Our website is hosted in the United States. If you access our site from outside the US, your information may be transferred to, stored, and processed in the US. By using our website, you consent to this transfer.
For EEA users: we ensure adequate safeguards (e.g., Standard Contractual Clauses) for any data transfers outside the EEA. Contact us for details.
10. Third-Party Links and Services
Our website may contain links to third-party websites (including LinkedIn). These links are provided for convenience only. We do not control, endorse, or assume responsibility for the privacy practices, content, or security of any third-party sites. Please review their privacy policies separately.
Google reCAPTCHA: used on our contact form. Google may collect data as described in Google’s Privacy Policy and Terms of Service.
11. Children’s Privacy
Our services are not directed to individuals under 18 years of age. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us, and we will delete it promptly.
12. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors.
Changes will be posted on this page with an updated “Effective Date” at the top. Material changes will be notified via website notice or email (if applicable). We encourage you to review this policy periodically.
Your continued use of our website after changes constitutes acceptance of the revised policy.
13. Contact Information
If you have questions, concerns, or requests regarding this Privacy Policy or how we handle your information:
CTM365
Email: privacy@ctm365.com
Legal inquiries: legal@ctm365.com
Website: https://ctm365.com
Contact form available on our website
For data protection inquiries specific to GDPR/EEA, you may also contact our designated representative via email.
You have the right to lodge a complaint with your local data protection supervisory authority if you believe our processing violates applicable law.
Acknowledgment: BY USING CTM365’S WEBSITE OR SERVICES, YOU ACKNOWLEDGE THAT YOU HAVE READ, UNDERSTOOD, AND AGREED TO THIS PRIVACY POLICY.
This site is protected by reCAPTCHA and the Google Privacy Policy and Terms of Service apply.
