Privacy Policy
Cool Network Solutions (“CNS,” “we,” “us,” or “our”) uses personal information to support our customers and operate our business. This policy explains what we collect, how we use and share it, and the choices available to you.
1. When This Policy Applies
This policy covers our website and CNS-operated services and portals that link to it, including inquiries, sales discussions, onboarding, billing, and support. Our services include technology support, website development and hosting, software services, business consultation, and accounting and payroll support.
A separate product-specific notice applies where provided. When we handle information for a client, the client’s privacy notice and our service agreement also govern the relevant activities, as explained below.
2. Information We Collect
The information we handle depends on your interaction with us and the services requested. It may include:
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Contact and business details: Your name, email, phone number, organization, role, and business address.
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Service and account records: Inquiries, agreements, account identifiers, access permissions, support tickets, project materials, uploaded files, correspondence, and feedback.
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Financial and transaction records: Billing information, invoices, payment status, and accounting or payroll records needed for an agreed engagement. Client records may include employee details, compensation, tax identifiers, or banking information where relevant to that service.
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Technical information: IP address, browser and device details, website activity, cookies, and system or service logs.
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Communication preferences: Consent records and marketing or SMS opt-out requests.
We receive information from you, your organization, authorized client systems, referrals, public business sources, business contact providers, and your use of our websites and services.
Please share only information relevant to the requested service. Contact your CNS representative for the appropriate way to provide sensitive documents or account access; do not submit passwords or sensitive financial information through general inquiry forms.
3. How We Use Information
We use information to respond to requests, prepare proposals, deliver and support services, administer accounts and agreements, process billing, and maintain business records. We also use it to troubleshoot systems, protect against misuse, improve services, request feedback, conduct relevant business outreach, resolve disputes, and meet legal obligations.
Marketing is subject to applicable law and your preferences. Where consent is required, we obtain it. This policy does not itself constitute marketing consent or expand permissions you previously granted.
4. Information Handled for Clients
When a client provides information about its employees, customers, or other contacts, the client generally determines the purposes of that processing. CNS handles the information to perform the agreed services and follow authorized instructions, subject to applicable law.
Clients are responsible for having the authority to provide information and access to CNS, including any required notices and permissions. CNS remains responsible for its own applicable obligations.
For requests involving information held for an organization, contact that organization first. We may refer requests to the responsible client and assist as appropriate. Our separate billing, security, and administrative records are handled under this policy.
5. How We Share Information
We do not sell, rent, trade, or share personal information with third parties for their marketing purposes.
We may share information with:
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Service providers supporting hosting, communications, customer management, document storage, project delivery, payments, accounting, analytics, security, and other business operations, subject to applicable contractual and legal requirements.
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Authorized recipients, including contacts designated by you or your organization and systems used for the requested service.
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Legal or regulatory authorities and advisers, where required by law or reasonably necessary to address disputes, fraud, security concerns, or the protection of rights, safety, or property.
Where AI-assisted tools are used in a workflow, information submitted to those tools may be processed by the relevant provider. The engagement’s purpose, applicable agreements, and this policy continue to apply; using such a tool does not authorize unrelated use of client information.
6. Email, Business Outreach, and Text Messages
You can stop marketing emails using the unsubscribe instructions or by contacting us. You may also ask us to stop sales outreach. We may retain limited contact information to honor that request. Necessary account, billing, security, and service messages may continue.
For SMS programs, we obtain the consent required for the messages involved. Consent to marketing texts is not a condition of purchase. Message frequency varies; message and data rates may apply. Reply STOP to opt out or HELP for assistance, or contact CNS.
We do not share mobile numbers, SMS consent records, or text-message opt-in information with third parties or affiliates for marketing or promotional purposes. Disclosure is limited to providing requested services, including message delivery through providers acting on our behalf, or meeting legal requirements.
7. Cookies and Website Choices
We use cookies and similar technologies to support website functions, remember preferences, and understand traffic and usage. You can manage cookies through your browser and any cookie controls available on the relevant website. Blocking cookies may affect some features.
Third-party websites and services you access directly have their own privacy practices. Review their notices when using those services.
8. Retention and Security
We retain information for as long as reasonably necessary for the purposes described here, considering the service relationship, the information involved, and contractual, accounting, legal, security, and dispute-resolution requirements.
Ending services or requesting deletion does not necessarily remove all records immediately. Some records may need to be retained, and backup copies may remain until removed through the applicable backup cycle. Information no longer needed is deleted or de-identified as appropriate.
We use safeguards designed to protect personal information. No method of transmission or storage is completely secure, and we cannot guarantee absolute security. Please protect your account credentials and notify us promptly of suspected unauthorized access.
9. Your Privacy Requests
Depending on applicable law, you may have rights to access, correct, obtain a copy of, or request deletion of your information; withdraw consent; object to or restrict processing; or appeal a decision about a request.
Email info@coolns.com with the subject Privacy Request. Describe your request without including passwords or sensitive identity documents. We may need to verify your identity or authority before responding.
We respond within applicable legal requirements. Requests may be subject to lawful exceptions, including required recordkeeping, security, the rights of others, or our obligations as a client’s service provider. Withdrawing consent does not affect processing already lawfully performed.
10. Processing Locations and Children
CNS operates in the United States. Information may be processed where CNS and its service providers operate, including other countries, subject to applicable legal requirements.
Our business website and services covered by this policy are not directed to children under 13. We do not knowingly collect information directly from children under 13 through these services. Contact us if you believe a child has provided information so we can address it. Records handled on behalf of clients remain subject to applicable law and the client-service provisions above.
11. Policy Updates and Service Agreements
We may revise this policy as our practices, services, or legal requirements change. Updates will appear here with a revised date. We provide additional notice or request consent where required.
This policy explains our information practices. Specific service commitments, responsibilities, and remedies are addressed in the applicable service agreement. Nothing in this policy limits rights or obligations that cannot be limited under applicable law.