Privacy Policy
Element Consultants, LLC
Effective Date: June 9, 2025
1. SCOPE AND PURPOSE
This Privacy Policy applies to www.element-consultants.com and Element Consultants, LLC ("Element Consultants," "we," "us," or "our"), a federal contractor specializing in IT modernization services. This policy governs our collection, use, storage, and protection of personal information in compliance with applicable federal regulations, including but not limited to FAR 52.204.21, NIST cybersecurity frameworks, the Privacy Act of 1974, and FISMA requirements.
2. INFORMATION COLLECTION AND DATA MINIMIZATION
Element Consultants adheres to strict data minimization principles and collects only personal information that is essential for establishing and maintaining business relationships with prospective and current clients. We collect the following categories of business contact information:
- Professional contact information (name, business email, business phone number)
- Business mailing address and company affiliation
- Professional credentials and relevant experience information
- Communication preferences and interaction history
We do not collect personal financial information, consumer data, or any information unrelated to our business relationship. All data collection is voluntary and occurs only when you choose to engage with our services or express interest in our IT modernization solutions.
3. PURPOSE AND USE OF INFORMATION
Personal information is used exclusively for the following business purposes:
- Establishing and maintaining business relationships with prospective clients
- Communicating about our IT modernization services and capabilities
- Meeting federal contractor compliance and reporting requirements
- Ensuring proper security and access controls as required by federal regulations
We do not use personal information for marketing to third parties, data sales, or any purpose unrelated to our core business operations and federal contractor obligations.
4. FEDERAL CONTRACTOR COMPLIANCE
As a federal contractor, Element Consultants implements enhanced security measures in compliance with:
- Federal Acquisition Regulation (FAR) 52.204.21 basic safeguarding requirements
- NIST Special Publication 800-171 security controls
- Federal Information Security Management Act (FISMA) requirements
- Privacy Act of 1974 provisions when applicable
These measures include controlled access to information systems, encryption of sensitive data, regular security audits, and comprehensive incident response procedures.
5. DATA SHARING AND DISCLOSURE
Element Consultants does not sell, rent, lease, or otherwise distribute personal information to third parties for commercial purposes. We may disclose personal information only in the following limited circumstances:
- To authorized service providers under written contracts that maintain confidentiality and security standards equivalent to those required for federal contractors
- When required by law, court order, or federal regulation
- To protect the rights, property, or safety of Element Consultants, our clients, or the public
- In connection with federal contract performance and compliance requirements
All service providers must comply with federal contractor security standards and are contractually prohibited from using personal information for any purpose other than providing specified services.
6. DATA SECURITY AND PROTECTION
Element Consultants implements comprehensive technical and organizational security measures to protect personal information, including:
- Encryption of data at rest and in transit using industry-standard protocols
- Multi-factor authentication and role-based access controls
- Regular security assessments and vulnerability testing
- Secure data disposal and media sanitization procedures
- Continuous monitoring and incident response capabilities
- Employee training on data protection and federal compliance requirements
These measures comply with FAR 52.204.21 security controls and NIST cybersecurity framework requirements.
7. DATA RETENTION AND DISPOSAL
Personal information is retained only as long as necessary to fulfill the purposes for which it was collected or as required by federal law or regulation. Upon expiration of the retention period, personal information is securely disposed of in accordance with NIST guidelines and federal contractor requirements, including proper media sanitization procedures.
8. INDIVIDUAL RIGHTS AND CONTROLS
Individuals may request access to their personal information, request corrections to inaccurate information, or request deletion of their information, subject to federal record-keeping requirements and ongoing business relationships. Requests should be submitted in writing to the contact information provided below.
9. PRIVACY BY DESIGN AND CONTINUOUS IMPROVEMENT
Element Consultants incorporates privacy and security considerations into all system designs and business processes from the outset. We conduct regular privacy and security assessments to ensure ongoing compliance with evolving federal requirements and industry best practices.
10. COOKIES AND TRACKING TECHNOLOGIES
Our website uses only essential cookies necessary for basic functionality and security. We do not use tracking technologies for marketing or analytics purposes. Users may disable cookies through their browser settings, though this may affect website functionality.
11. POLICY UPDATES AND NOTIFICATIONS
This Privacy Policy may be updated to reflect changes in federal regulations, business practices, or security requirements. Material changes will be communicated through prominent website notice and direct communication when appropriate. Continued use of our services constitutes acceptance of policy updates.
12. CONTACT INFORMATION AND COMPLAINTS
For questions about this Privacy Policy, to exercise individual rights, or to report privacy concerns, contact:
Element Consultants, LLC
Privacy Officer
Email: info@element-consultants.com
13. EFFECTIVE DATE
This Privacy Policy is effective as of June 9, 2025 and supersedes all previous versions.