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Data Protection & Privacy Policy

Last Updated: November 2025
Version: 1.0

1. Introduction

Fair Ergonomic Solutions LLC ("we," "our," or "the Company") is committed to protecting your personal data and ensuring transparency about how information is collected, used, stored, and secured. This Data Protection & Privacy Policy explains how we handle information collected through:

  • Our website FairErgo.com
  • Online forms and intake documents
  • Virtual assessments, remote evaluations, and consultations
  • Email, SMS/text messaging, and phone communications
  • On-site ergonomic assessments, trainings, and workshops

By using our website or services, you consent to the practices described in this policy.

2. Information We Collect

We only collect information necessary to deliver ergonomic consulting services, operate our business, and comply with legal obligations.

2.1 Information You Provide Directly

This includes information you voluntarily submit to us, such as:

  • Client intake information
    Name, job title, employer, contact details, workplace or workstation information, assessment notes, survey responses, photos or videos voluntarily uploaded during virtual evaluations.
  • Business inquiries
    Company name, role, contact information, and details about project needs or consultation requests.
  • Payment & billing data
    Billing address and invoice details. Payment card details are processed securely through third-party payment processors; we do not store full card numbers on our systems.
  • Communication data
    Emails, SMS/text messages, and other correspondence related to scheduling, support, or project coordination.

2.2 Information Collected Automatically

When you visit FairErgo.com, we may automatically collect:

  • IP address and approximate location
  • Device information and browser type
  • Pages visited, time spent, and referring URLs
  • Interaction with site elements and forms

This information helps us improve website performance, security, and user experience.

2.3 Sensitive Information

For ergonomic assessments, you may choose to share information about physical discomfort, posture challenges, or work-related musculoskeletal symptoms. This is used only to provide personalized ergonomic recommendations.

We do not request or require medical records or formal diagnoses. Any health-related details you provide are treated with a high level of confidentiality and are only used in the context of delivering ergonomic services.

3. How We Use Your Information

We process your data for the following purposes:

3.1 Service Delivery

  • Conducting ergonomic assessments, analyses, and reports
  • Providing tailored recommendations and follow-up support
  • Scheduling appointments and managing ongoing projects
  • Delivering virtual or on-site evaluations and trainings

3.2 Business Operations

  • Responding to inquiries and client communication
  • Invoicing, payment processing, and bookkeeping
  • Internal quality assurance and service improvement
  • Analytics and performance measurement of our website and services

3.3 Compliance & Legal

  • Maintaining appropriate records for tax and regulatory purposes
  • Supporting ADA- or OSHA-aligned documentation where applicable
  • Responding to lawful requests from authorities, when required

3.4 Marketing & Education (Optional)

  • Sending newsletters, ergonomic tips, or educational resources
  • Informing you about workshops, webinars, or service updates

You will only receive marketing communication if you opt in, and you can unsubscribe at any time.

4. Legal Basis for Processing

While we primarily operate in the United States, we align our practices with widely recognized data protection principles. Our legal bases include:

  • Consent – when you provide data through forms or opt into marketing or SMS communications.
  • Contractual necessity – to provide the services you request as a client or partner.
  • Legitimate interest – for website security, fraud prevention, and business improvement.
  • Legal obligation – where data must be retained for tax, accounting, or regulatory compliance.

5. How We Protect Your Data

We use a combination of technical, administrative, and physical safeguards to protect your information from unauthorized access, disclosure, alteration, or destruction.

5.1 Technical Safeguards

  • Secure website connection (HTTPS/SSL encryption)
  • Password-protected and access-controlled accounts
  • Secure cloud-based storage for documents and reports
  • Regular updates to software and plugins used on our website

5.2 Administrative Safeguards

  • Role-based access to client information
  • Confidentiality expectations for any staff or contractors
  • Internal procedures for secure handling and sharing of data

5.3 Physical Safeguards

  • Secure home-office and equipment usage
  • Restrictions on printing and storing physical copies of reports

6. Data Sharing & Third-Party Providers

We do not sell your personal data. We only share data with trusted third parties when necessary to operate our business or deliver services to you.

6.1 Website & Service Providers

We may share information with third-party providers that help us:

  • Host and secure our website
  • Store files and manage email (e.g., cloud and productivity platforms)
  • Process payments and invoices
  • Schedule appointments and manage forms
  • Analyze website traffic and performance

These providers are contractually obligated to use your information only as needed to support our services and to safeguard it appropriately.

6.2 SMS Privacy & Messaging Partners

When you opt in to receive SMS/text messages from Fair Ergonomic Solutions LLC, we may share limited information with third-party service providers that help us deliver those messages. These providers may include:

  • Messaging and platform providers
  • Phone companies and mobile carriers
  • Vendors who assist with routing and delivering text messages

We will not share your opt-in to an SMS campaign with a third party for purposes unrelated to supporting you in connection with that campaign. We only use your mobile number and related data to send messages directly related to Fair Ergonomic Solutions LLC services and communications.

All categories above exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

6.3 Affiliates and Subsidiaries

We may disclose personal data to our affiliates or subsidiaries, if any, for administrative or operational purposes. If we do so, their use and disclosure of your personal data will be subject to this Policy.

6.4 Legal Requirements

We may disclose your information if required to do so by law or in response to valid legal requests, such as a court order or government inquiry, or to protect our rights, property, or safety, and that of our clients or others.

7. Cookies & Tracking Technologies

Our website may use cookies and similar technologies to enhance your browsing experience, analyze site traffic, and understand how visitors use our website.

You can typically control cookies through your browser settings. However, disabling cookies may affect certain features or functionality of the site.

8. Data Retention

We retain personal data only as long as reasonably necessary for the purposes described in this Policy or as required by law.

  • Assessment reports and related records: typically retained for 6–7 years.
  • Client intake forms and correspondence: retained for 3–7 years depending on business and legal needs.
  • Website analytics data: generally retained for up to 24 months in aggregated or anonymized form.

When data is no longer needed, we will securely delete it or anonymize it so it can no longer be associated with an identifiable individual.

9. Your Rights

Depending on your location and applicable law, you may have the right to:

  • Request access to the personal data we hold about you
  • Request corrections or updates to inaccurate or incomplete information
  • Request deletion of your personal data, where legally permissible
  • Object to or restrict certain types of data processing
  • Withdraw consent for non-essential processing, such as marketing or SMS
  • Opt out of marketing communications at any time

To exercise any of these rights, please contact us at info@fairergo.com. We may need to verify your identity before fulfilling your request.

10. SMS Communications & Text Messaging Policy

By providing your mobile phone number and opting into SMS/text message communications, you agree to receive messages related to:

  • Appointment confirmations and reminders
  • Service updates and scheduling information
  • Intake form links or updates
  • Support or follow-up communication related to your services
  • Occasional business-related announcements or alerts

Standard messaging and data rates may apply. Message frequency may vary.

10.1 How We Use SMS Data

We use your mobile number and related data solely to deliver service-related SMS communications. In some cases, we may rely on third-party messaging platforms, carriers, and vendors to deliver these messages securely and reliably.

10.2 What We Do Not Do

In connection with SMS/text messaging, we do not:

  • Sell your phone number or SMS opt-in data
  • Share your messaging consent with third parties for their own marketing
  • Use your phone number for unrelated or excessive SMS marketing

All categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

10.3 How to Opt Out of SMS

You may opt out of SMS/text communications at any time by replying:

  • STOP – to cancel SMS messages
  • HELP – to receive assistance or more information

Opting out of SMS communications will not affect your ability to receive important information via email or other channels, where applicable.

11. Children’s Data

Our website and services are not directed to children under the age of 16, and we do not knowingly collect personal data from children under 16. If we learn that we have collected such information, we will take steps to delete it promptly.

12. Links to External Sites

Our website may contain links to third-party websites or resources. We are not responsible for the privacy practices, content, or security of those external sites. We encourage you to review the privacy policies of any third-party sites you visit.

13. Changes to This Policy

We may update this Data Protection & Privacy Policy from time to time to reflect changes in our practices, legal requirements, or services. When we make material changes, we will update the "Last Updated" date at the top of this page. Your continued use of the website or services after any changes indicates your acceptance of the updated Policy.

14. Contact Information

If you have any questions, concerns, or requests regarding this Policy or our data practices, please contact us:

Fair Ergonomic Solutions LLC
7901 4th St N, STE 300
St. Petersburg, FL 33702, USA
Email: info@fairergo.com
Phone: (239) 651-7728
Website: https://fairergo.com