Privacy Policy

Cedarhelm Systems is a business operations, systems and automation consulting business based in Monument, Colorado. This policy explains how we handle personal information collected through our website and communications about an inquiry.

In this policy, “Cedarhelm,” “we,” “us” and “our” mean Cedarhelm Systems. Kyle Vermeulen is the contact for questions about these practices.

1. What this policy covers

This policy covers our website, its inquiry form and related business communications. It does not replace a separate agreement governing a client project or information we handle on a client’s behalf. When we work with client records, the applicable service agreement, data arrangements and law govern that work.

Links to A Little Extra Love Ministries, Inclusive Pathways or other websites do not place those websites under this policy. Review the privacy information provided by the website you choose to visit.

2. Information you provide

When you contact us, we receive the information you choose to share. The inquiry form requests your name, email address, business or organization name and a description of what you want help with. You may also provide a phone number and website address.

We also receive the contents of related emails and other communications, along with information needed to respond, understand your request and keep track of our conversation.

Please leave out passwords, payment-card details, Social Security numbers, health records and confidential information about your customers, employees or participants. If a project requires sensitive information or system access, we will agree on an appropriate process separately.

3. Technical information

The systems that deliver and protect our website process technical information, such as IP addresses, browser details, requested pages, referring pages when provided, and request times. We use this information to operate the website, troubleshoot problems, prevent spam and investigate misuse.

If a campaign or referral identifier accompanies your inquiry, we may associate it with the inquiry to understand how you reached us. This is different from following your activity across other websites for advertising.

4. Cookies and online tracking

Our website uses first-party cookies to support form feedback and, when campaign or referral information accompanies your visit, remember the inquiry source for up to 30 days. These cookies support the inquiry process and help us understand how you reached us.

We do not embed third-party analytics scripts, advertising pixels or session-recording tools in this website. We do not permit advertising networks to collect information here for tracking your activity across unrelated websites. Our hosting and security providers still process the technical information needed to deliver and protect the site.

You can control or delete cookies through your browser. Blocking cookies may affect form feedback or other website functions.

Our website does not change its handling of information in response to a traditional browser Do Not Track signal. We do not use website information for cross-site targeted advertising, regardless of that setting. We honor legally required opt-out preference signals for processing to which those signals apply. They do not disable necessary website security or the processing needed to respond to an inquiry you submit.

5. How we use information

We use personal information to:

• Respond to questions and inquiries.
• Understand your business needs and determine whether we can help.
• Arrange conversations, prepare proposals and manage related follow-up.
• Maintain appropriate business records.
• Operate, secure and improve the website and inquiry process.
• Comply with applicable obligations, address disputes and protect against misuse.

Submitting an inquiry does not subscribe you to a marketing newsletter or authorize automated marketing texts. Providing a phone number allows us to contact you about your request. Any separate marketing program must have its own applicable notice, consent and opt-out process.

The website form does not automatically send your inquiry content to an external generative AI model. Any agreed use of client information in AI-assisted project work is handled through that project’s scope and data arrangements.

6. When information is shared

We use service providers for functions such as website hosting, security, private inquiry storage, backups and business communications. These providers receive or process information needed to perform those functions. We do not make inquiry records publicly available or sell personal information. We do not share personal information for cross-context behavioral advertising or use it for targeted advertising.

We may disclose information when reasonably necessary to comply with law or a valid legal request, protect rights and safety, investigate misuse or address a legal claim. We may also share information at your direction.

If ownership of the business changes, relevant business records may be transferred as part of that transaction, subject to applicable law and appropriate confidentiality protections. A transaction does not remove any notice or consent requirement that applies to a new use of information.

7. How long information is kept

We keep personal information for as long as reasonably needed for the purposes described in this policy. For inquiries, we consider whether a conversation or project remains active, when we last communicated, whether follow-up is reasonably expected and whether a business or legal reason requires retaining the record.

Agreements, billing records and information connected with a dispute or legal obligation may need to be kept longer than an unsuccessful inquiry. When information is no longer reasonably needed, we delete it or remove identifying details. Copies in backups may remain until those backups are replaced through the normal retention cycle. We do not restore deleted information for unrelated business use.

You may contact us to ask about retention or request deletion. Applicable obligations and permitted exceptions may affect what we can remove immediately.

8. Privacy requests and choices

Email [email protected] to ask about your information or request access, correction or deletion. Please describe your request and provide enough information for us to identify the relevant conversation. Do not send identity documents, passwords or sensitive records by ordinary email.

Depending on where you live, the nature of the information and the laws that apply to our business, you may have additional rights. These can include confirming processing, obtaining a copy, requesting correction or deletion, receiving information in a portable form, or opting out of certain processing. We honor applicable rights and respond within the time required by the relevant law.

We may need to verify your identity or an authorized agent’s authority before acting. Verification will be reasonably related to the request. If we cannot fulfill a request, we will explain the reason where required. If an applicable law gives you a right to appeal our decision, reply to our response with “Privacy appeal” and explain why you believe we should reconsider. We will respond and explain any further complaint options required by that law.

We do not discriminate against you for exercising privacy rights provided by law. Nothing in this policy limits a right that cannot legally be waived.

9. Security

We use reasonable administrative and technical measures appropriate to the information we handle. No website, email system or storage method can be guaranteed completely secure. Please use the inquiry form for an initial description of your needs and arrange a separate method before sending sensitive project information.

10. Children

Our website describes services for businesses and organizations and is not directed to children under 13. We do not knowingly collect personal information directly from children under 13 through the website. If you believe a child has provided that information, contact us so we can take appropriate steps to remove it or otherwise address the matter as required by law.

11. Other websites

When you follow a link to another website or choose to use an outside service, that provider’s privacy practices apply to the information it collects. We encourage you to review them before sharing information.

12. Changes to this policy

We may update this policy when our website or practices change. The revised policy will display its effective date. If a change materially affects how we use or share information already collected, we will provide any additional notice or obtain any consent required by law before applying that change.

13. Contact

For questions or privacy requests, contact:

Kyle Vermeulen
Cedarhelm Systems
Monument, Colorado
[email protected]
(719) 728-4188