Privacy Policy - Steadfast Numerics

At Steadfast Numerics, we recognize that privacy is fundamental to building trust with our clients and website visitors. This Privacy Policy outlines our practices regarding the collection, use, storage, and protection of your personal information when you interact with our website or engage our services.

We are committed to transparency in our data handling practices and to providing you with meaningful control over your personal information. This policy reflects our dedication to maintaining the highest standards of data protection and privacy.

Effective Date: November 1, 2025

Last Updated: November 28, 2025

Information We Collect

Personal Information You Provide

We collect personal information that you voluntarily provide to us when you:

Submit inquiries through our contact form
Request information about our services
Engage us for accounting or bookkeeping services
Communicate with us via email or phone
Subscribe to newsletters or updates

This information may include your name, email address, phone number, company name, job title, and any other details you choose to share in your communications with us.

Automatically Collected Information

When you visit our website, we automatically collect certain technical information through cookies and similar technologies:

IP address and geographic location
Browser type and version
Operating system
Pages visited and time spent on pages
Referring website addresses
Device identifiers

This data helps us understand how visitors interact with our website and allows us to improve user experience.

Information from Third Parties

We may receive information about you from third-party sources, including:

Analytics providers such as Google Analytics
Advertising networks and partners
Professional references or business partners
Public databases and directories

Legal Basis for Data Processing

We process your personal data based on the following legal grounds:

Your consent when you submit forms or opt into communications
Contract performance when providing services to you
Legitimate business interests in operating and improving our website
Legal obligations under applicable accounting and financial regulations

Data Retention Periods

We retain your personal information for different periods depending on the purpose:

Contact form submissions: 3 years from last contact
Client relationship data: 7 years after service completion (regulatory requirement)
Website analytics data: 26 months
Marketing communications: Until you unsubscribe or request deletion
Accounting records: As required by applicable law and professional standards

How We Use Your Information

Service Delivery and Communication

We use your personal information to:

Respond to your inquiries and provide information about our services
Deliver accounting and bookkeeping services you have engaged us for
Communicate with you about your account or projects
Send important updates regarding our services or policies
Provide customer support and address your concerns

Marketing and Business Development

With your consent, we may use your information to:

Send newsletters and updates about our services
Share relevant industry insights and thought leadership content
Inform you about new service offerings that may interest you
Invite you to webinars, events, or educational resources

You can opt out of marketing communications at any time by using the unsubscribe link in our emails or contacting us directly.

Website Improvement and Analytics

We analyze website usage data to:

Understand how visitors navigate and use our website
Identify technical issues and improve site performance
Optimize content and user experience
Develop new features and functionality
Conduct A/B testing and user research

Data Sharing with Third Parties

We may share your information with carefully selected third parties:

Service providers who assist with website hosting, email delivery, and analytics
Professional advisors including lawyers, auditors, and consultants
Regulatory authorities when required by law
Business partners involved in delivering services to you (with your consent)

We require all third parties to maintain appropriate security measures and use your data only for specified purposes consistent with this policy.

How We Protect Your Information

Security Measures

We implement comprehensive security measures to protect your personal information:

Industry-standard encryption protocols for data transmission
Secure servers with regular security updates and patches
Firewall protection and intrusion detection systems
Regular security audits and vulnerability assessments
Restricted access to personal data on a need-to-know basis

Data Encryption and Storage

Your data is protected through:

SSL/TLS encryption for all data transmitted to and from our website
Encrypted storage of sensitive information in secure databases
Regular backups stored in secure, geographically distributed locations
Secure data centers with physical and electronic access controls

Access Controls and Monitoring

We maintain strict controls over who can access your data:

Multi-factor authentication for employee access to systems
Role-based access controls limiting data access to authorized personnel
Continuous monitoring of system access and activities
Regular employee training on data protection and security best practices

Breach Notification Procedures

In the unlikely event of a data breach affecting your personal information:

We will notify affected individuals within 72 hours of discovering the breach
Notifications will include details about the nature of the breach and data affected
We will provide guidance on steps you can take to protect yourself
We will report the breach to relevant regulatory authorities as required by law
We will conduct a thorough investigation and implement additional safeguards

Your Privacy Rights

Right to Access Personal Data

You have the right to request a copy of the personal information we hold about you. We will provide this information in a commonly used electronic format within 30 days of your request. There is no charge for your first request in a 12-month period.

Right to Rectification and Erasure

You can request that we correct inaccurate personal information or delete your personal data entirely. We will comply with erasure requests unless we have a legitimate reason to retain the data, such as legal obligations or ongoing contractual relationships.

Right to Data Portability

You have the right to receive your personal data in a structured, machine-readable format and to transmit that data to another controller. We will provide your data in commonly used formats such as CSV or JSON.

Right to Object to Processing

You can object to our processing of your personal data for marketing purposes at any time. You also have the right to object to processing based on legitimate interests, though we may continue processing if we have compelling legitimate grounds.

How to Exercise Your Rights

To exercise any of these rights, please contact us:

Email: [email protected] with subject line "Privacy Rights Request"
Phone: +1 (212) 847-5219
Mail: Privacy Officer, Steadfast Numerics, 140 Broadway, 46th Floor, New York, NY 10005

We will respond to your request within 30 days and may require verification of your identity before processing certain requests.

Your Rights and Opt-Out Instructions

You are not required to provide any personal information when using this website. If you prefer not to share your data, you may:

Avoid filling out contact forms, account registrations, or any data-submitting features
Disable cookies through your browser settings (see our Cookie Policy for more details)
Browse our website anonymously without providing any identifying information
Contact us directly to request the deletion of any previously shared personal data

We respect your privacy choices. If you would like us to delete your data, please reach out to us at the contact details provided on our Contact page. We will process your request promptly.

Please note that certain data may need to be retained for legal or regulatory compliance purposes, even after a deletion request. We will inform you if this applies to your situation.

For data deletion requests, please contact:

Email: [email protected]
Phone: +1 (212) 847-5219
Mail: 140 Broadway, 46th Floor, New York, NY 10005, United States

Additional Privacy Information

International Data Transfers

Our servers are located in the United States. If you are accessing our website from outside the United States, please be aware that your information may be transferred to, stored, and processed in the United States where our servers are located. We ensure appropriate safeguards are in place for international transfers.

Children's Privacy

Our website and services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected data from a child, we will delete it promptly.

Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. We will notify you of significant changes by posting a notice on our website or sending an email to registered users. Your continued use of our website after such modifications constitutes acceptance of the updated policy.

Questions and Complaints

If you have questions about this Privacy Policy or concerns about how we handle your personal information, please contact us using the details provided throughout this page.

If you believe we have not adequately addressed your privacy concerns, you have the right to lodge a complaint with your local data protection authority.