Fill System (“Fill System,” “we,” “us,” or “our”) operates this website and provides diagnostic-first IT and business consulting services. This Privacy Policy explains what personal information we collect through the website, how we use it, when we disclose it, and the choices available to you.
Information We Collect
We collect the information required to review a diagnostic request: your name, work email, company, and main challenge. If you choose to add more context, we may also collect your company website, role, company size, timeline, and selected request type. Please do not submit passwords, financial account details, health information, government identification numbers, immigration documents, confidential credentials, or other sensitive information through the form.
We may also collect limited technical information automatically, including IP address, browser and device type, referring page, pages viewed, approximate location derived from IP address, timestamps, consent preferences, and campaign parameters.
How We Use Information
We use personal information to:
- review and respond to diagnostic or service inquiries;
- evaluate fit, scope, and the safest next step;
- prepare proposals and manage business communications;
- operate, secure, troubleshoot, and improve the website;
- measure website performance and aggregate usage after analytics consent;
- prevent fraud, abuse, and security incidents;
- comply with applicable legal and recordkeeping obligations.
We do not use form submissions to make solely automated decisions that produce legal or similarly significant effects.
Sources of Information
We collect information directly from you, automatically from your browser or device, and from referral or business contacts when they introduce you to Fill System. We do not purchase consumer data for the MVP website.
Service Providers and Disclosures
We may disclose information to service providers that support website hosting, form processing, cybersecurity, analytics, email, document management, and professional advisory services. The current infrastructure includes Vercel for hosting, Resend for email notifications, and Google Analytics 4 only after analytics consent.
We may also disclose information when required by law, to protect rights or security, in connection with a business transaction, or with your direction or consent. Service providers may process information only for the services they perform for us and subject to applicable contractual restrictions.
Sale, Sharing, and Advertising
Fill System does not sell personal information. The MVP website does not use personal information for cross-context behavioral advertising or paid retargeting. If these practices change, we will update this policy and provide any legally required privacy choices before the change takes effect.
Cookies and Analytics
The website may use strictly necessary technologies for security, form operation, load balancing, and consent preferences. Google Analytics 4 may load only after you accept analytics cookies. Advertising personalization and Google Signals must remain disabled for the MVP unless the policy and consent flow are updated first.
See the Cookie Policy for additional details and controls.
Retention
We retain non-client form submissions and related business communications for up to 24 months after the last meaningful interaction, unless a longer period is reasonably necessary for a requested service, dispute, security investigation, legal obligation, or establishment of a client relationship. Website security logs are retained only for the period reasonably required for security and troubleshooting. Consented analytics data must be configured with a maximum event-data retention period of 14 months for the MVP.
When information is no longer required, we take reasonable steps to delete, anonymize, or securely isolate it.
Security
We use reasonable administrative, technical, and organizational safeguards appropriate to the information processed. These measures include HTTPS, restricted access, access controls, secure hosting, and review of third-party services. No transmission or storage system can be guaranteed to be completely secure.
Your Choices and Requests
You may ask us to provide access to, correct, or delete personal information associated with your website inquiry. You may also withdraw analytics consent through the cookie-preference control.
To submit a privacy request, use the website diagnostic request form and begin the Main Challenge field with Privacy Request. Include enough information for us to identify the relevant inquiry. We may request reasonable verification before completing a request and may retain limited information when required by law or necessary to document the request.
If the California Consumer Privacy Act and California Privacy Rights Act apply to Fill System, California residents may also have rights to know, correct, delete, opt out of sale or sharing, limit certain uses of sensitive personal information, and receive equal service without discrimination for exercising applicable rights. Fill System does not sell personal information and does not knowingly sell or share personal information of consumers under 16.
An authorized agent may submit a request using the same process. We may require proof of authorization and verification of the consumer’s identity where permitted by law.
Do Not Track and Global Privacy Control
Browsers may offer Do Not Track signals, but there is no uniform industry response standard. The MVP website does not load optional analytics before consent. Where technically supported and legally required, a recognized Global Privacy Control signal will be treated as a request to keep nonessential analytics disabled.
Children’s Privacy
The website and consulting services are intended for business professionals and are not directed to children under 13. We do not knowingly collect personal information from children through the website.
Third-Party Links
The website may link to third-party services. Their privacy practices are governed by their own policies, and Fill System is not responsible for those practices.
Policy Changes
We may update this Privacy Policy to reflect changes in law, technology, vendors, or business practices. The revised policy will display a new “Last updated” date. Material changes will be communicated through a prominent website notice or another appropriate method before they take effect when required.
Contact
For privacy questions or requests, email privacy@fillsystem.com with enough information for us to locate the relevant inquiry. You may also use the website diagnostic request form and begin the Main Challenge field with Privacy Request.