This policy explains how Total Stack Solutions LLC (“Total Stack”, “we”, “us”), a Georgia limited liability company based in Atlanta, handles personal information. It covers this website (totalstacksolutions.com), our client portal (app.totalstacksolutions.com) and the services we provide to clients.
What we collect
When you contact us or ask for a call
Our contact, call-request and free visibility check forms ask for some or all of: your name, email address, phone number, business name, your website, your main service and city, your message, what you’re interested in, and the day, time and type of call you’d prefer. We only get what you type in.
When you sign up or become a client
- Account details: your name, email, phone, business name and current website or domain, and your portal login. Passwords are stored only as a one-way hash, so nobody at Total Stack can read them.
- Billing details: your billing address (collected at checkout so sales tax can be calculated) and a record of your plans, invoices and payments.
- Your work with us: the content you send for your site (text, photos, logos), change requests, messages and quotes you accept.
Payments
Card payments are handled by Stripe, on Stripe’s own secure pages. We never see or store your full card number or security code. The portal can show only your card’s brand, last four digits and expiry date, so you know which card is on file.
Business email we host for you
If we set up business email on your domain, your messages are stored by our hosting provider. We don’t store your mailbox passwords, and our staff don’t read your mailboxes.
Collected automatically
- Server logs: like almost every website, our hosting provider records each request: your IP address, browser and device type, the page requested, the page that linked to it, and the date and time. These logs are used for security and troubleshooting.
- Analytics: we may use Google Analytics to see which pages people visit, roughly where they’re from (city or region, worked out from the IP address), what device and browser they use, how they found us, and actions such as sending a form, tapping to call or email, or choosing a plan. It records that a form was sent, not what you typed in it. If you accept analytics cookies, Google Analytics sets cookies named
_gaand_ga_…that can last up to two years. If you decline, or haven’t chosen yet, it sets no cookies and sends Google only basic, cookieless signals (such as that a page was viewed) that can’t recognize you from one visit to the next. It runs only when we’ve turned it on. It is currently on for this site.
Cookies
This website sets no cookies of its own. Google Analytics cookies are set only if you choose Accept in the banner we show on your first visit. We remember your choice for a year in your browser’s storage (not a cookie), and you can change it at any time with Cookie settings at the bottom of every page; declining also removes Google Analytics cookies already set. We don’t use advertising cookies. The client portal uses essential cookies to keep you signed in and to protect its forms; it doesn’t work without them.
Why we use it
- To reply to you, schedule calls and prepare anything you asked for, such as a free visibility report.
- To provide our services: building, hosting and running your website, SEO, automations and support.
- To bill you, collect sales tax where it applies, and keep the accounting records the law requires.
- To keep accounts secure, for example by emailing sign-in codes, and to prevent fraud and abuse.
- To send service messages: invoices, renewal and cancellation notices, and updates on your requests.
- To follow up about your enquiry and tell you about our services. You can ask us to stop at any time.
- To understand how people use our website, so we can improve it.
We don’t use your information for targeted advertising.
Who processes it for us
We use a small number of service providers to run the business. Each gets only what it needs to do its job:
- Stripe: card payments, invoices, receipts and sales tax calculation.
- Hostinger: hosting for this website, the client portal and its database, and client websites; our own email; and any business email we set up for clients.
- Google: Google Analytics, when it’s on.
- Online booking: when we offer online booking and you book a call through it, the booking service receives the details you enter there.
- Our email provider (Hostinger’s email service): the emails we send and receive, including those the portal sends.
- Internal alert tools: when a form comes in, a short alert with your name and contact details may reach our team by email or a workplace chat tool.
- Contractors: people who help us build sites see only the tasks assigned to them, not your contact or billing details, and are bound to keep your work confidential.
We may also share information with our accountants and lawyers, when the law requires it, to protect our rights or someone’s safety, or with a buyer if the business is ever sold (in which case this policy would still apply to your information).
We don’t sell your personal information, and we don’t share it with anyone for their own marketing.
How long we keep it
- Enquiries that don’t lead to work: up to two years after our last contact, then deleted.
- Client accounts and content: while you’re a client, and up to two years after your last service ends. Website files are removed from our hosting sooner, as explained in our terms of service.
- Invoices, payments and tax records: seven years, because tax and accounting rules require it.
- Server logs: for the limited period our hosting provider keeps them.
- Analytics data: no longer than 14 months.
Backups can hold a copy for a short time after deletion, until they’re replaced.
How we protect it
Everything on our website and portal travels over HTTPS. Card details stay with Stripe. Staff accounts that can see client information must use two-factor sign-in, and people can see only what their role needs. No system is perfectly secure, but we take care and will tell you promptly if a problem affects your information.
Your choices and requests
You can ask us to:
- tell you what personal information we hold about you and give you a copy;
- correct anything that’s wrong (clients can also update most details in the portal);
- delete your information;
- stop sending you anything other than service messages.
Email hello@totalstacksolutions.com from the address we know you by, or tell us how to confirm it’s you. We’ll reply within 30 days. We may need to keep some records after a deletion request, for example invoices we must keep for tax purposes, and we’ll tell you if so. If the law where you live gives you further privacy rights, we’ll honor them.
To avoid analytics cookies, choose Decline in the banner or under Cookie settings at the bottom of any page. You can also block cookies in your browser or install Google’s Analytics opt-out browser add-on.
Websites we build for clients
If you’re visiting a website we built and host for one of our clients, that business decides what its site collects and is responsible for its own privacy notice. When you send a form on a client’s site, we pass it to that client through our portal, on their behalf.
Most sites we host count visits with analytics built into our portal, on that business’s behalf. It sets no cookies and stores nothing on your device. It records the page you view, the website that sent you there (just its name, such as google.com), any campaign tags in the link, your screen width, and taps on phone or email links, form sends and links to other sites (not what you type). It doesn’t keep your IP address: visitors are counted with a code made from your IP address and browser that changes every day, so you can’t be recognized from one day to the next. We keep these records for 90 days and daily totals after that, and only we and the business whose site you visited can see them. Our own website doesn’t use it.
Children
Our website and services are for businesses and aren’t directed at children under 13. We don’t knowingly collect information from children. If you think a child has sent us personal information, email us and we’ll delete it.
Where your information is stored
Our hosting is in the United States. Some service providers, such as Stripe and Google, may process information in other countries under their own safeguards.
Changes to this policy
If we change this policy, we’ll update it here and change the date at the top. If a change materially affects how we use client information, we’ll also email our clients before it takes effect.
Contact
Questions or requests about your privacy:
Total Stack Solutions LLC · Atlanta, Georgia
hello@totalstacksolutions.com