Introduction
This Privacy Policy explains how MIH System, trading as MIH Systems Group LLC, handles personal information in connection with its website, its client engagements and its day to day business communications. MIH System is the developer and operator of this website. The company is MIH Systems Group LLC, and its registered place of business is 321 Snyder Ave, Berkeley Heights - 07922-1520, United States (US).
We are a computer integrated systems design practice. Most of our work concerns buildings, control panels, networks and operations rooms rather than consumer products, but we still handle personal information every day: the name of the facilities manager who signs a survey, the email address of an engineer who requests support, the contact details of a supplier, or the telephone number of a client who calls the dispatch desk. This policy describes what we do with that information and the choices that are available to the people concerned.
We have written this document in plain language on purpose. A privacy notice is only useful if the person reading it can understand it without a legal dictionary. Where a term has a specific meaning, we explain it the first time it appears. Where the law gives you a right, we describe how to use it and what to expect from us.
By visiting this website or by contacting us, you acknowledge that you have read this policy. If you do not agree with the practices described here, please do not submit information through the website and contact us directly so that we can discuss any concern.
Who We Are
The controller of personal information described in this policy is MIH Systems Group LLC, a limited liability company organised under the laws of the United States. Our business address is 321 Snyder Ave, Berkeley Heights - 07922-1520, United States (US). Our industry classification is computer systems design and related services, within the professional, scientific and technical services sector, with a specialty in computer integrated systems design.
You can reach the person responsible for privacy questions by writing to info@mihsystems.buzz or by calling +14405407414. Please include the word privacy in the subject line of any email so that it is routed to the correct desk without delay.
We do not appoint a statutory data protection officer because our processing does not meet the thresholds that require one. Instead, the managing member of the company acts as the accountable owner for privacy matters, and the engineering staff are trained to escalate any question that they cannot answer directly.
We operate a single business location in New Jersey. We do not maintain branches, franchises or agents authorised to collect personal information on our behalf other than the service providers described later in this policy.
Scope of This Policy
This policy applies to personal information collected through this website, through email and telephone contact with our desk, through proposals, surveys and project delivery, and through our support arrangements. It also applies to information about suppliers, subcontractors and other business contacts.
This policy does not apply to information that we process on behalf of a client as part of an integrated systems project, where the client decides what information is collected and why. In those situations the client is the controller and we act as a processor under the terms of the relevant contract. If you are an employee, tenant or visitor of one of our clients, and you have a question about information held in a building system, please contact that client first. We will assist the client in responding, but we cannot disclose or change records without the client instruction.
This policy does not cover websites operated by other organisations, even where we link to them. It also does not cover personal information that you send to us in a personal capacity unrelated to our business, such as a message about a community matter that has no connection to our services.
Information We Collect
We try to collect only what we need. The categories below describe the information that may come to us in the normal course of business.
Contact and identity information
This includes names, job titles, employer names, business email addresses, business telephone numbers, postal addresses and any other details you choose to include in a message. It includes the name and signature of the person who accepts a delivery docket on behalf of a client.
Project and site information
During surveys and delivery we record details about buildings, equipment and systems. Some of this information may indirectly identify individuals, for example an access log that shows which technician entered a plant room at a particular hour, or a photograph in which a staff member appears in the background. We treat such records as personal information where the law requires it.
Support and communication records
We keep records of support requests, call notes, emails, meeting minutes and site visit reports. These records help us deliver consistent service and resolve disputes. They may contain the names and contact details of the people who raised the request.
Financial and contractual information
We hold invoice details, purchase order references, remittance information and signed agreements. We do not store full payment card numbers on this website. Card payments, where they occur, are handled through a financial institution or a payment processor under its own safeguards.
Technical information from website visits
Like most websites, the server that hosts this site may record standard technical information such as the internet protocol address of the requesting device, the browser type, the operating system, the referring page, the pages requested and the time of the request. This information is used for security, troubleshooting and aggregate measurement.
We do not ask for sensitive categories of personal information through this website. Please do not send health information, government identification numbers, financial account numbers or other highly sensitive details in a general enquiry. If a project genuinely requires such information, we will agree a secure method before it is shared.
How We Collect Information
Most information reaches us directly from you. You may send an email, complete the contact form, telephone the desk or hand a business card to an engineer during a site visit. In each case you decide what to share, although some fields are needed for us to respond.
Some information is generated automatically when you use this website, as described in the technical information section above. We do not use hidden tracking scripts to build profiles of visitors, and we do not attempt to identify individual visitors from technical logs unless there is a security incident that requires investigation.
We also receive information from clients, suppliers and partners. A client may give us the name and telephone number of a facilities contact, a supplier may provide the name of a delivery driver, and a subcontractor may send a list of personnel attending a site. We ask those organisations to ensure that they are permitted to share the information with us.
Finally, we may obtain information from public sources such as company registries, professional directories and publicly available project records. We use these sources only for business verification and due diligence, not for marketing profiling.
Purposes of Processing
We use personal information for the following purposes, each of which is connected to our legitimate business as an integration practice.
- Responding to enquiries, arranging surveys and preparing proposals.
- Delivering contracted work, including engineering, fabrication, commissioning, training and handover.
- Providing support, investigating faults and maintaining accurate service history.
- Issuing invoices, managing payments, maintaining accounting records and meeting tax obligations.
- Managing suppliers, subcontractors and site access requirements.
- Protecting the security of our website, network and premises, and preventing fraud or misuse.
- Complying with legal obligations, including record retention and responding to lawful requests from public authorities.
- Improving our services through internal review of project outcomes and support patterns.
- Sending occasional business updates to contacts who have asked to receive them.
We do not sell personal information. We do not rent contact lists. We do not use client project information to train public artificial intelligence models, and we do not disclose site documentation to third parties for their own commercial purposes.
Where we wish to use information for a purpose that is not listed here and is not compatible with those listed, we will provide additional notice and, where required, obtain consent before the new use begins.
Legal Bases
Where data protection law requires a legal basis for processing, we rely on one or more of the following. Performance of a contract applies when we process information to deliver work that has been agreed with you or with your employer. Legitimate interests applies when we pursue a business purpose that is not outweighed by your rights, such as responding to a professional enquiry or protecting our systems. Legal obligation applies when we must keep records or disclose information to comply with the law. Consent applies where we have asked for it specifically, for example for an optional newsletter.
When we rely on legitimate interests, we carry out a balancing assessment that considers the nature of the information, the expectations of the individual and the impact of the processing. You may ask us for a summary of that assessment by writing to the contact address in this policy.
When we rely on consent, you may withdraw it at any time. Withdrawal does not affect processing that took place before the withdrawal, and it does not affect processing that is based on another legal basis.
Analytics and Measurement
We measure the performance of this website in a limited way. Aggregate server logs may show how many requests were made in a period, which pages were most often opened and which errors occurred. This information helps us keep the site available and fix broken links.
We do not create individual visitor profiles, we do not combine website logs with client records, and we do not use the data to serve targeted advertising. If we engage a measurement provider in future, that provider will be bound by a written agreement that limits its use of the data to our instructions and prohibits it from selling or reusing the information.
Because the site carries no advertising, there are no third party advertising partners to disclose. Any change to this position will be reflected in a revised version of this policy.
Service Providers
We use a small number of service providers to operate the business. These include a website hosting provider, an email provider, accounting software and, where relevant, a secure file transfer service for project documents. Each provider is selected with care and is bound by a written agreement that requires confidentiality and limits the use of information to the services it supplies.
Our hosting provider stores server logs for a limited period for security and troubleshooting. Our email provider handles messages sent to info@mihsystems.buzz. Neither provider is authorised to use business contact information for its own marketing.
Where a provider processes information outside the United States, we take steps to ensure that an appropriate transfer mechanism is in place and that the information remains protected to a standard comparable with the one described in this policy.
We do not permit service providers to make automated decisions about individuals on our behalf, and we do not permit them to combine our information with data from other customers for their own purposes.
International Transfers
Our business is based in the United States, and most of our processing takes place here. Some service providers may store data in other countries, and some project partners may be located abroad. Where information is transferred across borders, we take reasonable steps to ensure that it receives an appropriate level of protection.
Those steps may include contractual clauses that require the recipient to protect the information, a review of the legal environment in the destination country, and technical measures such as encryption in transit. If you would like to know more about the safeguards that apply to a particular transfer, please contact us.
Please note that no transfer mechanism can eliminate every risk. We assess the sensitivity of the information and limit cross border transfers to what the work genuinely requires.
Retention of Information
We keep personal information only for as long as it is needed for the purpose for which it was collected, or for as long as the law requires. Retention periods are set out in an internal schedule and are reviewed annually.
- Enquiries that do not lead to an engagement are usually deleted within twenty four months.
- Client project records, including handover documents and commissioning test sheets, are retained for the life of the system and for a further period that reflects warranty, liability and maintenance needs.
- Accounting and tax records are retained for the period required by applicable law.
- Support records are retained while a support agreement is active and for a reasonable period afterwards so that history is not lost during a renewal.
- Website server logs are retained for a short period for security purposes and then deleted or aggregated.
When a retention period ends, we delete the information or render it anonymous so that it can no longer be linked to an individual. Where deletion is technically impractical, for example in encrypted backup sets, we isolate the information and restrict access until the backup cycle replaces it.
Security Measures
We protect personal information with technical and organisational measures that are appropriate to the nature of the information and the risks involved. Measures include access control based on role, strong authentication for business systems, encrypted connections for email and file transfer where available, regular software updates, and physical security at our premises.
Staff receive guidance on handling personal information, recognising phishing messages and reporting incidents. We review our security arrangements when we adopt a new system or change a supplier, and we test backup restoration rather than assuming that a backup is usable.
No system is perfectly secure. If we become aware of a breach that is likely to result in a risk to individuals, we will investigate promptly, take steps to contain the incident, notify affected parties and regulators where required, and explain what happened in clear language.
Please help us protect your information by using a secure email account, avoiding public networks for sensitive messages, and telling us immediately if you receive a suspicious message that claims to come from MIH Systems Group LLC.
Your Privacy Rights
Depending on where you live, you may have some or all of the following rights in relation to your personal information.
Right to know and access
You may ask whether we hold personal information about you and request a copy of it. We will provide the information in a readable form together with an explanation of how it is used.
Right to correction
You may ask us to correct information that is inaccurate or incomplete. We will act promptly and will tell you if we do not agree with the requested change, together with the reason.
Right to deletion
You may ask us to delete information that we no longer need, that you have withdrawn consent for, or that we have processed unlawfully. We may retain information where the law requires it or where it is needed to establish or defend a legal claim.
Right to restrict and object
You may ask us to restrict the processing of your information while a question is investigated, or object to processing that we base on legitimate interests. We will consider the objection and explain our decision.
Right to data portability
Where processing is based on consent or contract and is carried out by automated means, you may ask for a copy of the information in a structured, commonly used format.
Right to withdraw consent
Where we rely on consent, you may withdraw it at any time by contacting us. Withdrawal does not affect the lawfulness of processing carried out before the withdrawal.
Right to complain
You may lodge a complaint with the data protection authority in your place of residence or work, or with the authority responsible for our processing. We would appreciate the chance to resolve the matter directly first.
To exercise a right, write to info@mihsystems.buzz with enough detail for us to identify you and the information concerned. We will acknowledge the request, verify your identity where necessary, and respond within the period required by applicable law. We do not charge a fee for ordinary requests, although we may charge a reasonable fee for repetitive or excessive requests as permitted by law.
We will not discriminate against you for exercising your rights. If a request is refused, we will explain the legal basis for the refusal and the options available to you.
Privacy for Children
Our services are provided to businesses, institutions and building operators. This website is not directed to children, and we do not knowingly collect personal information from children through it. If you believe that a child has provided information to us, please contact the desk so that we can remove it.
Where a project involves a school, a clinic or another setting in which children or young people are present, we design our systems to minimise the collection of personal information about them. Access control records, for example, may show that a door was opened without recording who passed through it.
Marketing Communications
We send business updates only to people who have asked to receive them or who have an existing professional relationship that makes the update relevant. Each message includes a way to stop receiving further communications, and we honour those requests promptly.
We do not buy contact lists. We do not add people to a mailing list because they sent a one time enquiry unless they explicitly ask to be included. You may also ask us at any time to remove your details from our marketing records while keeping them for project delivery.
Third Party Links
This website may contain links to other websites, for example a manufacturer documentation portal or a standards body. We do not control those sites and are not responsible for their privacy practices. We encourage you to read the privacy notice of any site you visit.
A link does not imply that we endorse the content, products or practices of the destination site. If you believe that a link from our site is inappropriate or broken, please let the desk know and we will review it.
Client Confidentiality
Integration work often gives us access to sensitive operating information: floor plans, network diagrams, production schedules and the details of security systems. We treat all client information as confidential regardless of whether it qualifies as personal information under privacy law.
Engineers and subcontractors receive only the information they need for the task. Site credentials are issued individually, revoked when a project ends, and never shared between projects. We do not publish photographs of client sites or named case studies without written permission.
Where we act as a processor for a client, we follow the client instructions, assist with requests from individuals, notify the client of any incident without undue delay, and return or delete the information at the end of the engagement as the contract requires.
Automated Decisions
We do not make decisions that produce legal or similarly significant effects about individuals through automated processing alone. Our project decisions, quotations and support responses involve human judgement.
Some building systems that we integrate may use automated logic to control equipment, and those systems may record events that involve people, such as a door held open alarm. Such logic is configured by the client under the terms of the relevant project and is not used by us to evaluate individuals.
If this position changes, this policy will be updated and, where required, we will provide an explanation of the logic involved, the significance of the outcome and the options available to request human review.
Changes to This Policy
We review this policy at least once a year and whenever we change a system, a supplier or a business practice in a way that affects personal information. The effective date at the top of the page shows when the current version took effect.
If a change is material, we will provide notice on this page and, where we hold an active business relationship with you, by email to the address you have given us. Continued use of the website after the effective date indicates acceptance of the revised policy.
Previous versions can be obtained by writing to the desk. We keep an archive of policy versions so that the position at any given date can be confirmed.
How to Contact Us
Questions, requests and complaints about privacy should be sent to the following address.
MIH Systems Group LLC321 Snyder Ave
Berkeley Heights - 07922-1520
United States (US)
Email: info@mihsystems.buzz. Telephone: +14405407414. Business hours are Monday to Thursday from 8:00 to 17:30 and Friday from 8:00 to 15:30. Messages received outside those hours are read on the next business day.
We take every privacy concern seriously. If you are not satisfied with our response, you may ask for the matter to be reviewed by the managing member of the company, and you may also contact the supervisory authority in your jurisdiction.
This policy is provided in English. If it is translated, the English version prevails in the event of any inconsistency.