Privacy Policy

Last Updated: September 2, 2026
Provider: Vigilance Networks
Website: VigilanceNetworks.com
Email: sales@vigilancenetworks.com
Phone: (689) 210-8432
Business Address: 3956 Town Center Blvd. Suite #514, Orlando, FL 32837-6103

This Privacy Policy explains how Vigilance Networks (“Vigilance Networks,” “Company,” “we,” “us,” or “our”) collects, uses, discloses, protects, and retains information when individuals visit our website, request services, complete assessments or forms, use client-support systems, apply for opportunities, communicate with us, or interact with technology services that we provide.

This Policy is intended to describe our general privacy practices. Additional privacy, confidentiality, security, data-processing, managed-services, school, government, or regulated-data terms may apply to particular client engagements. If a separately signed agreement conflicts with this Policy for a specific service relationship, the signed agreement controls for the subject it addresses.

1. Who We Are

Vigilance Networks provides managed IT, cybersecurity, networking, Microsoft 365, cloud, monitoring, support, consulting, project, resilience, and AI-assisted technology services for approved clients.

Depending on the engagement, our services may include:

• Managed IT support and help desk services
• Endpoint management, patching, monitoring, and maintenance
• Cybersecurity monitoring, hardening, vulnerability management, and security assessments
• Network design, business Wi-Fi, switching, routing, firewalls, VPNs, and segmentation
• Microsoft 365, identity, email, collaboration, and cloud administration
• Backup, recovery, and business-continuity planning
• Remote and onsite technical support
• Technology assessments, documentation, reporting, and strategic planning
• Project implementation, migration, modernization, and remediation
• AI-assisted diagnostics, automation, analysis, documentation, and decision support
• Vendor coordination and technology administration
• School and education technology support when separately scoped

2. Scope of This Privacy Policy

This Policy applies to information collected through:

• VigilanceNetworks.com and related web pages
• Consultation, contact, quote, and service-request forms
• The Vigilance Score IT & Cybersecurity Assessment
• Client support portals, ticketing systems, and support communications
• Employment, careers, and talent-network forms
• Email, telephone, voicemail, text-message, and business communications
• Remote-support and onsite-service interactions
• Managed IT, cybersecurity, monitoring, cloud, network, and related service tools when Vigilance Networks is responsible for the applicable processing
• Other business systems used to operate and provide our services

This Policy does not control the independent privacy practices of third-party websites, platforms, vendors, or services that have their own privacy notices.

3. Our Role When Handling Client-Controlled Data

In some managed-services, support, cybersecurity, cloud, or school-technology engagements, Vigilance Networks may process information on behalf of a business, school, organization, or other client rather than for our own independent purposes.

In those circumstances, the client may determine why and how the information is processed, and Vigilance Networks may act as a service provider, contractor, processor, or similar role under applicable law and the applicable Service Documents.

When we process client-controlled information on behalf of a client, we use the information for the authorized service purpose and according to the applicable agreement, client instructions, and law. Individuals seeking rights concerning information controlled by one of our clients may need to direct the request to that client first.

4. Categories of Information We May Collect

A. Contact and Business Information

When you contact us, request a consultation, request services, submit a form, create a support request, or communicate with us, we may collect:

• Name
• Business or organization name
• Job title or role
• Email address
• Telephone number
• Business address or service location
• Preferred contact method or contact time
• Referral source
• Information you provide about your technology needs, priorities, environment, or project

B. Account, Support, and Service Information

When we provide support or managed services, we may collect or process:

• Support tickets, service requests, case notes, and communications
• Authorized user and administrator contact information
• Device names, asset identifiers, hardware and software inventory, and system characteristics
• Network, firewall, wireless, server, endpoint, identity, cloud, and application configuration information
• Technical logs, alerts, error messages, diagnostic information, and troubleshooting data
• Security events, vulnerability information, authentication activity, and incident-related information
• Backup, recovery, retention, and system-health information
• Documentation, diagrams, configuration records, and service history
• Information necessary to coordinate with authorized vendors and service providers

C. Website and Device Information

When you visit our website or use online systems, we and our service providers may automatically receive information such as:

• IP address
• Browser type and version
• Device type and operating system
• Referring and destination pages
• Date, time, and duration of visits
• Pages and features used
• Approximate location derived from IP address where available
• Cookie, session, or security identifiers
• Website performance, error, fraud-prevention, and security information

D. Billing and Transaction Information

We may collect billing contacts, billing addresses, invoice information, purchase history, payment status, and related transaction records. Payment-card or bank information may be processed by third-party payment providers, and Vigilance Networks may receive limited transaction information rather than complete payment credentials.

E. Communications Information

When you communicate with us by email, telephone, text message, voicemail, online form, support ticket, or through an authorized receptionist or communications provider, we may process the content of the communication and associated information necessary to respond, schedule service, create a ticket, maintain business records, or provide support.

We do not state that every telephone call is recorded. If a particular communication channel records calls or requires additional notice or consent, we will handle that process according to the applicable service and law.

5. Vigilance Score Assessment Information

If you use the Vigilance Score IT & Cybersecurity Assessment, we may collect your assessment responses together with contact information such as your name, organization, business email, and telephone number.

We may use this information to:

• Calculate and deliver the assessment result
• Provide educational security recommendations
• Respond to requests for a security or technology review
• Understand common technology and cybersecurity needs
• Follow up regarding services when appropriate
• Maintain records of assessment submissions and related communications

The Vigilance Score is an informational assessment and is not intended to replace a comprehensive security assessment, audit, penetration test, legal review, compliance determination, or professional risk analysis.

6. Client Support Portal and Ticketing Information

Our support systems may collect account information, support requests, technical details, attachments, screenshots, device information, communications, and service history necessary to provide support.

Clients and authorized users should avoid placing unnecessary highly sensitive personal information in support tickets. If sensitive information is necessary to resolve a support or security issue, use an approved secure method when one is provided.

Portal users are responsible for protecting their login credentials and promptly notifying Vigilance Networks of suspected unauthorized account access.

7. Careers, Employment Applications, and Talent Network

If you apply for employment, submit a résumé, join our talent network, or communicate with us about professional opportunities, we may collect:

• Name and contact information
• Résumé, employment history, and work experience
• Education and training
• Professional certifications and technical skills
• Position preferences and availability
• Professional references when provided
• Application responses and communications
• Other information you voluntarily submit for recruiting purposes

We use applicant information to evaluate qualifications, communicate with applicants, plan staffing, maintain recruiting records, protect our hiring process, and comply with applicable employment-related obligations.

Submitting an application does not create an employment relationship or guarantee an interview, project assignment, contractor relationship, or job offer.

8. Managed-Service Monitoring, Logs, and Security Telemetry

Managed IT and cybersecurity services may require ongoing collection or processing of technical and operational information from systems included in the agreed service scope.

Depending on the service, this may include:

• Endpoint status, patch level, software inventory, and system health
• Network, firewall, wireless, or infrastructure events
• Authentication, identity, and access-related events
• Security alerts, detections, indicators, and vulnerability information
• Backup status, recovery information, and storage-related events
• Cloud-service and Microsoft 365 administrative information
• Logs, alerts, ticket data, and operational metrics

We use such information to provide, secure, troubleshoot, maintain, document, measure, and improve the contracted services; identify incidents or service conditions; prioritize remediation; and support authorized technical actions.

The specific monitoring scope depends on the client’s Service Documents and the tools deployed. Monitoring does not mean that Vigilance Networks receives or inspects every event, communication, file, user action, or system condition.

9. Credentials and Administrative Access

Providing managed services or technical support may require temporary or ongoing access to administrative accounts, service accounts, cloud portals, network devices, APIs, identity systems, MFA mechanisms, or other privileged systems.

We use reasonable safeguards appropriate to the service to limit privileged access to authorized purposes and authorized personnel or service providers. We may use credential-management, access-control, logging, least-privilege, or similar safeguards where appropriate.

Clients should not send passwords, recovery codes, encryption keys, or other highly sensitive credentials through ordinary email or website forms unless specifically instructed to use an approved method.

10. AI-Assisted Services, Automation, and Human Oversight

Vigilance Networks may use artificial intelligence, machine-learning-assisted systems, and automation to support diagnostics, monitoring, alert enrichment, documentation, troubleshooting, security analysis, workflow improvement, reporting, planning, and decision support.

AI-assisted systems are intended to improve human decision-making—not eliminate accountability. Material security actions and consequential technical decisions remain subject to appropriate authorization and oversight consistent with the applicable service relationship.

Depending on the tool and use case, information processed by AI-assisted systems may include technical prompts, log excerpts, diagnostic data, system details, configuration information, support information, or other information necessary for the authorized purpose.

Our approach is to minimize unnecessary data exposure and use reasonable safeguards appropriate to the service, which may include limited permissions, human review, logging, isolation, validation, or enterprise/business configurations when appropriate.

AI-generated or AI-assisted outputs can be incomplete or inaccurate and may require validation before use. We may review, reject, modify, or supplement such output before relying on it for a material recommendation or action.

We do not intentionally use AI to make legally binding employment, credit, insurance, housing, medical, or similar high-impact decisions about individuals without appropriate human involvement and a lawful basis.

11. How We Use Information

We may use information for the following business and service purposes:

• Responding to inquiries and consultation requests
• Evaluating service needs and preparing proposals
• Providing managed IT, cybersecurity, networking, cloud, support, and project services
• Providing client support and maintaining service history
• Monitoring, securing, maintaining, troubleshooting, and documenting authorized systems
• Administering Microsoft 365, cloud, identity, network, endpoint, backup, and other authorized platforms
• Processing invoices, payments, purchases, and account records
• Scheduling onsite or remote service
• Coordinating with authorized vendors and technology providers
• Delivering Vigilance Score assessment results and related follow-up
• Recruiting, evaluating applicants, and maintaining a professional talent network
• Improving our website, services, support processes, documentation, and operational workflows
• Detecting, preventing, investigating, and responding to security threats, fraud, misuse, or unauthorized activity
• Maintaining business records, enforcing agreements, resolving disputes, and protecting legal rights
• Complying with applicable legal, contractual, tax, accounting, insurance, or regulatory obligations

12. How We Disclose Information

We may disclose information when reasonably necessary for the purposes described in this Policy, including to:

• Employees and authorized personnel who need the information for legitimate business or service purposes
• Qualified contractors, subcontractors, project contributors, and specialized service partners
• Cloud, hosting, email, communications, ticketing, remote-support, cybersecurity, backup, monitoring, identity, payment, analytics, AI, and other technology service providers
• Professional advisers such as accountants, insurers, auditors, consultants, and attorneys
• Authorized client vendors or technology providers when coordination is necessary
• Government agencies, regulators, courts, law enforcement, or other parties when disclosure is required or permitted by law
• Parties involved in protecting the rights, safety, security, systems, property, or operations of Vigilance Networks, our clients, users, or others
• Potential or actual parties to a merger, acquisition, financing, restructuring, asset sale, or similar business transaction, subject to appropriate safeguards where required

We do not sell personal information for monetary consideration. If our practices change in a way that constitutes a “sale,” “sharing,” or targeted-advertising activity under an applicable privacy law, we will provide any notices and choices required by that law.

13. Service Providers, Contractors, and Project Contributors

Vigilance Networks may use employees, contractors, subcontractors, consultants, and specialized project contributors to deliver services or operate the business.

Where these parties require access to personal, confidential, or client-controlled information, we use reasonable measures appropriate to the engagement to limit access to authorized purposes and to require appropriate confidentiality, security, or contractual obligations.

The use of a contractor or specialized project contributor does not mean that every contributor receives access to every client environment. Access should be based on the role, project scope, and legitimate need to perform assigned work.

14. School, Student, and Education-Sector Information

Vigilance Networks may provide technology services to schools or educational organizations. Our public website and general business services are not directed to children under 13.

When an education-sector client authorizes Vigilance Networks to access student, parent, staff, or education-related information as part of a contracted service, we process that information only for the authorized service purpose and according to the applicable agreement and law.

Where the Family Educational Rights and Privacy Act (“FERPA”) or another student-privacy requirement applies to an engagement, the client and Vigilance Networks may need additional written terms defining authorized access, use, security, redisclosure, retention, deletion, and other responsibilities before protected education records are provided.

We do not claim through this general Privacy Policy that every school engagement automatically satisfies FERPA, COPPA, or another education-privacy requirement. Required protections depend on the service, data involved, client instructions, and applicable law.

15. Children’s Privacy

VigilanceNetworks.com is a general business website and is not directed to children under 13. We do not knowingly solicit personal information directly from children under 13 through the public website for general business, sales, careers, or assessment purposes.

If we learn that personal information was submitted directly through our public website by a child under 13 in circumstances requiring parental consent, we will take reasonable steps to address the information in accordance with applicable law.

This section does not prevent Vigilance Networks from processing information on behalf of a school, parent, guardian, or other authorized client under an appropriate service relationship and applicable legal requirements.

16. Regulated or Specially Protected Information

Some client environments may contain information subject to specialized legal, contractual, or industry requirements. Examples may include student records, protected health information, payment-card data, criminal-justice information, government contract information, financial records, or other specially protected data.

Clients must inform Vigilance Networks before service begins when an engagement requires specific regulated-data handling, contractual flow-downs, data-location requirements, Business Associate Agreements, Data Processing Agreements, security addenda, or other specialized privacy or security obligations.

We do not assume through this general Privacy Policy that Vigilance Networks is acting as a HIPAA business associate, FERPA school official, payment-card service provider, government contractor, or other regulated role unless the applicable engagement and written agreement establish that role.

17. Cookies, Analytics, and Similar Technologies

Our website and service providers may use cookies, session technologies, security tools, performance technologies, analytics, or similar mechanisms to operate the website, maintain sessions, protect forms and accounts, understand website use, improve performance, and support functionality.

The specific technologies in use may change as the website and service providers evolve. For additional information about website cookies and related technologies, please review our Cookie Policy.

Browser settings may allow you to block or delete certain cookies. Blocking necessary or functional technologies may affect website or portal functionality.

Some browsers or devices provide privacy preference signals such as Global Privacy Control or “Do Not Track.” We will respond to legally recognized signals where required by applicable law. Because technical standards and legal requirements vary, not every signal may produce the same result.

18. Information Security

Vigilance Networks uses reasonable administrative, technical, and physical safeguards designed to protect information against unauthorized access, loss, misuse, alteration, disclosure, or destruction.

Depending on the system and service, safeguards may include:

• Access controls and least-privilege practices
• Multi-factor authentication where appropriate
• Secure communications and encryption where appropriate
• Network, endpoint, firewall, and security controls
• Logging, monitoring, and alerting
• Credential-management practices
• Backup and recovery procedures
• Patch and vulnerability-management practices
• Contractual or confidentiality controls for authorized service providers
• Administrative procedures and technical documentation

No security program, network, website, cloud platform, or online transmission can be guaranteed to be completely secure. If a security incident involving personal information occurs, we will investigate and provide notices or take other actions when required by applicable law and the circumstances.

19. Data Retention

We retain information for as long as reasonably necessary for the purposes for which it was collected or processed, including to provide services, maintain security and service records, support business operations, satisfy contractual commitments, maintain appropriate backups, resolve disputes, enforce agreements, and comply with legal, tax, accounting, insurance, or regulatory requirements.

Retention periods vary depending on the type of information, service, client agreement, system, legal obligation, security need, backup cycle, and business purpose.

When information is no longer reasonably necessary, we may delete, anonymize, aggregate, archive, or securely dispose of it, subject to legal, technical, contractual, and backup limitations.

20. Privacy Rights and Requests

Depending on where you live, the nature of your relationship with Vigilance Networks, and the law that applies, you may have rights concerning certain personal information, which may include rights to request access, correction, deletion, portability, or information about particular processing activities.

These rights are not absolute, and some information may be exempt from a request because of legal obligations, security needs, fraud prevention, contractual requirements, privilege, business records, or other lawful reasons.

To submit a privacy request, email sales@vigilancenetworks.com with the subject line Privacy Request.

We may need to verify your identity and authority before fulfilling a request. If the request concerns information that Vigilance Networks processes solely on behalf of a client, we may direct you to the applicable client or coordinate with that client as appropriate.

We will not discriminate against an individual for exercising a privacy right that applies under applicable law.

21. Third-Party Websites and Services

Our website, support systems, communications, or services may link to or integrate with third-party websites, platforms, applications, or services.

Third parties may collect and use information according to their own terms and privacy policies. Vigilance Networks does not control independent third-party privacy practices and is not responsible for those practices except to the extent required by applicable law or a specific contractual obligation.

22. Business Transfers

If Vigilance Networks is involved in a merger, acquisition, financing, restructuring, reorganization, sale of assets, or similar business transaction, information may be disclosed or transferred as part of evaluating, negotiating, or completing the transaction, subject to applicable confidentiality and legal requirements.

23. Legal Requests, Security, and Protection of Rights

We may preserve, use, or disclose information when we reasonably believe it is necessary to:

• Comply with applicable law, lawful process, court orders, subpoenas, or government requests
• Investigate fraud, misuse, cyber threats, security incidents, or suspected illegal activity
• Enforce agreements and protect contractual rights
• Protect the security, rights, property, safety, or operations of Vigilance Networks, our clients, users, personnel, service providers, or others
• Establish, exercise, or defend legal claims

24. Changes to This Privacy Policy

We may update this Privacy Policy as our services, technologies, business practices, or legal obligations evolve. The current version will be posted on VigilanceNetworks.com with a revised “Last Updated” date.

Material changes will be communicated through the website or another reasonable method when required by applicable law. A Privacy Policy is a notice of our practices; posting an updated policy does not by itself amend a separately signed client agreement.

25. Contact Us

If you have questions about this Privacy Policy, our privacy practices, or a privacy request, contact:

Vigilance Networks
3956 Town Center Blvd. Suite #514
Orlando, FL 32837-6103
Email: sales@vigilancenetworks.com
Phone: (689) 210-8432
Website: VigilanceNetworks.com