Privacy, phone and text policy

Effective Date: August 30, 2011
Last Updated: 12/9/2025

Welcome to Datacharlie MSP. We value your privacy and are committed to protecting your personal information, maintaining transparency, and complying with all applicable data protection laws and telecommunications regulations. This Privacy Policy explains how we collect, use, protect, and share personal information—including information collected via SMS/text messaging using our official company phone numbers.

This policy applies to:

• www.datacharlie.com
• www.datacharliemsp.net
• All customer engagement channels, including phone, SMS/text messaging, email, digital platforms, CRM systems, and IT service portals.

1. Information We Collect

1.1 Personal Information

We may collect:

• Full name
• Email address
• Phone numbers (mobile, office, business)
• Company/organization name
• Service requests or case details
• Billing, invoice, and payment information
• IP address, device information, and browser metadata
• Digital forms or portal submissions

1.2 SMS/Text Messaging Information

When you communicate with Datacharlie MSP by text message, we may collect:

• Your mobile number
• Message content sent to our business
• Timestamps, delivery confirmations, and interaction data
• Opt-in/opt-out preferences

We do not collect or monitor communications outside those directed to our business numbers.

2. How We Use Your Information

2.1 Primary Uses

We use your information to:

• Deliver IT support and managed services
• Authenticate user accounts
• Provide system alerts or service updates
• Respond to customer service inquiries
• Improve internal processes and technology
• Maintain legal, billing, and compliance records

2.2 SMS/Text Messaging Uses

Text messages may be used for:

• Appointment confirmations
• Service order updates
• Security alerts or technical notifications
• Account verification
• Customer support
• Service follow-up communications

Promotional or marketing SMS messages are sent only with explicit opt-in consent.

3. Legal Compliance Statements

3.1 HIPAA Compliance (For Clients Working With Protected Health Information)

Datacharlie MSP complies with the Health Insurance Portability and Accountability Act (HIPAA) when handling Protected Health Information (PHI) for covered entities and their business associates.

• We implement administrative, physical, and technical safeguards.
• SMS/text messages are not considered secure for PHI, and clients should not transmit PHI via SMS.
• For healthcare clients, Business Associate Agreements (BAAs) are available upon request.

3.2 GDPR Compliance (European Union / EEA Users)

For users located in the EU/EEA:

You have the right to:

• Access your data
• Correct inaccurate data
• Request deletion (“right to be forgotten”)
• Restrict or object to processing
• Request data portability
• Withdraw consent at any time

Datacharlie MSP acts as a Data Controller for information collected directly and as a Data Processor for client-managed systems.

We do not transfer personal data outside the EU without lawful safeguards (e.g., SCCs, adequacy decisions).

3.3 TCPA Compliance (Telephone Consumer Protection Act – USA)

Datacharlie MSP strictly adheres to TCPA rules:

• SMS messages are only sent with express written consent (for marketing) or with customer-initiated interaction (for service purposes).
• You may opt out at any time by texting STOP.
• We maintain opt-in/opt-out logs.
• We do not use auto-dialers or send unsolicited SMS messages.

3.4 CTIA Compliance (Mobile Messaging Code of Conduct)

Datacharlie MSP follows CTIA rules for text messaging:

• Clear disclosure of message purpose
• Message frequency limitations (unless service-related)
• “STOP” and “HELP” commands
• No selling of mobile numbers
• No spam or prohibited content

3.5 CAN-SPAM Compliance (Email & SMS Marketing – USA)

Datacharlie MSP complies with CAN-SPAM:

• Marketing messages identify the sender
• Opt-out options are clearly provided
• Opt-outs are honored within 10 business days
• No deceptive subject lines or false headers
• SMS marketing is never sent without consent

4. SMS Consent & Opt-Out

4.1 Opt-In Requirements

By providing your mobile number or texting a Datacharlie MSP number, you consent to receiving service-related SMS messages.

Marketing SMS messages require explicit opt-in.

4.2 Opt-Out

To stop receiving SMS messages, reply:

STOP — to end all non-essential messaging
HELP — for assistance or contact information

Service-critical messages (invoices, support tickets, cybersecurity alerts) may still be delivered via email or phone.

5. Information Sharing

We may share your information with:

• Trusted employees and contractors
• Secure third-party service vendors
• Payment processors
• Cloud hosting providers
• Legal or regulatory authorities when required

We never sell or lease personal information or mobile numbers.

6. Data Security Measures

Datacharlie MSP uses industry-grade security, including:

• Encryption
• Multi-factor authentication
• Firewall monitoring
• Zero-trust architecture
• Role-based access controls
• Regular cybersecurity audits
• Secure data centers

SMS is inherently less secure and should not be used for passwords, payment information, or sensitive data.

7. Cookies & Tracking Technologies

We use cookies and analytics tools to enhance website performance and diagnose system issues. You may disable cookies through your browser settings.

8. Data Retention

We retain information only as long as necessary to:

• Fulfill service obligations
• Maintain legal or financial records
• Support client requirements

SMS logs may be retained for compliance and support history. 

9. Your Rights

Depending on your location, you may have rights to:

• Access personal information
• Request corrections or updates
• Request deletion
• Restrict or object to data processing
• Withdraw SMS or marketing consent
• Request a copy of stored information

Submit rights requests at:
📧 Services@datacharlie.com
📧 cwhoward@datacharlie.com
📞 +1 407 552 9565 (phone and WhatsApp)

10. Children’s Privacy

Datacharlie MSP does not knowingly collect information from individuals under age 18.

11. Updates to This Policy

We may update this Privacy Policy from time to time. The revised date will be posted here. Continued use of our services signifies acceptance of these changes.

12. Contact Us

For questions or requests related to this Privacy Policy:

Datacharlie MSP
Email: Services@datacharlie.com | cwhoward@datacharlie.com
Phone and WhatsApp: +1 407 552 9565
Office: +1 202 681 8399
Websites: www.datacharlie.com | www.datacharliemsp.net