Privacy Policy

1. Who we are

Sablefir Systems is the trading name of Sablefir Systems LLC, an Oregon limited liability company owned by Benjamin Dillard, trading from 3361 Heron Way, Portland, OR 97209, United States. We are the controller of the personal information described here.

• Email: customers@community.pakcomputersolution.com
• Telephone: 503-782-7740
• Website: http://community.pakcomputersolution.com/

2. Information we collect

2.1 Information you give us

• Contact details — name, email address, telephone number, and postal or service address where we attend on site.
• Job details — the make, model and serial number of your equipment, the fault reported, and any access credentials you choose to give us so we can test past the login screen.
• Billing information — invoice records, purchase orders, and the last four digits and card type of a payment. Full card numbers are handled by our payment processor and never stored on our systems.
• Correspondence — emails, voicemails, ticket notes and messages sent through the request form on this site.

2.2 Information collected automatically

• Server logs — IP address, date and time, page requested, referring page, and browser user agent. Our hosting provider records these for security and troubleshooting.
• Essential cookies — a single local record of your cookie choice so we stop asking.
• Optional analytics — only if you consent. Aggregate page views and general region; no cross-site tracking and no advertising profiles. See the Cookie Policy.

2.3 Information we do not collect

We do not buy contact lists, we do not operate advertising pixels that build behavioural profiles of visitors, and we do not ask for Social Security numbers, health information or biometric data. If a form on this site ever appears to request that, do not complete it and tell us.

3. Why we use it

We use personal information only for these purposes:

• To answer enquiries and prepare quotes (our legitimate interest in responding to you, and steps taken at your request before a contract).
• To carry out the repair, recovery or support work you have engaged us for (performance of a contract).
• To invoice you and keep accounting records (legal obligation and legitimate interest).
• To provide warranty service and investigate a returned fault.
• To keep the website secure and diagnose faults (legitimate interest).
• To send service notices about work in progress. We do not send marketing email unless you have asked to receive it, and every such message carries an unsubscribe link.

We do not sell personal information, and we do not share it for cross-context behavioural advertising.

4. Customer devices and files

This is the part that matters most to our customers, so it is spelled out.

• When you leave equipment with us, our technicians may need access to the files on it in order to test, migrate or recover data. Access is limited to the technicians assigned to your ticket.
• Every member of staff signs a confidentiality undertaking as a condition of employment. Breaching it is a dismissal matter.
• Working copies and images taken during a job are stored on encrypted internal storage and are securely erased 30 days after the job closes, unless you ask us in writing to hold them longer.
• We do not browse customer files beyond what the job requires, and we do not copy anything for our own purposes.
• If, in the course of work, we encounter material that Oregon or federal law requires us to report, we will comply with the law. This is rare and we mention it for honesty rather than as a threat.
• Equipment left uncollected is dealt with under our Terms of Service; drives in abandoned equipment are destroyed rather than resold.

5. Who we share information with

We share the minimum necessary with:

• Our web host, which processes server logs on our behalf.
• Our email provider, for correspondence.
• Our accountant and payment processor, for invoicing and tax records.
• A partner data-recovery cleanroom, only where you have approved sending your media to them in writing.
• Professional advisers, insurers, or law enforcement, where we are legally required or where it is necessary to establish or defend a legal claim.

Each of these acts under contract and may only use the information for the service they provide to us. We do not transfer customer data outside the United States in the ordinary course of business.

6. How long we keep it

• Enquiries that do not become jobs: 12 months.
• Job records, quotes and ticket notes: 4 years, so warranty and dispute questions can be answered.
• Invoices and accounting records: 7 years, as required for tax purposes.
• Working copies of customer data: 30 days after job closure.
• Website server logs: up to 90 days.
• Cookie consent record: 12 months, or until you clear it.

7. How we protect it

• Full-disk encryption on every workstation and bench machine.
• Multi-factor authentication on email, remote-access and administrative accounts.
• Role-based access, so staff see only the tickets they work on.
• Customer equipment stored in a locked room overnight; the shop is alarmed and monitored.
• Backups held encrypted, with restore tests carried out monthly.
• Written incident procedure. If a breach affects your information we will notify you without undue delay and, where the law requires it, the Oregon Attorney General.

No system is perfect, and we will not pretend otherwise. What we can promise is that we treat your data the way we would want ours treated, and that we tell you quickly if something goes wrong.

8. Your privacy rights

Under the Oregon Consumer Privacy Act and comparable state laws, you may:

• Ask what personal information we hold about you and receive a copy.
• Ask us to correct information that is inaccurate.
• Ask us to delete information, subject to records we must keep for tax or legal reasons.
• Ask for a list of the categories of third parties we have disclosed information to.
• Opt out of any sale or targeted advertising use of your data — we do neither, but the right stands.
• Appeal a refusal. If we decline a request we will explain why, and you may appeal by replying to that decision; we will respond to the appeal within 45 days.

Send requests to customers@community.pakcomputersolution.com with enough detail for us to identify your records. We respond within 45 days and will never charge you for a first request or treat you differently for making one. If you remain unhappy, you may contact the Oregon Department of Justice.

9. Children

Our services are directed at adults and small businesses. We do not knowingly collect personal information from anyone under 13. If a child's information reaches us — for example on a family laptop brought in for repair — it is treated under section 4 and deleted with the rest of the working data.

10. Visitors outside the United States

This website is operated from the United States and intended for customers in Oregon and southwest Washington. If you visit from elsewhere, be aware that any information you send is processed in the United States under United States law.

11. Do Not Track and global privacy signals

Optional analytics on this site only run after you click “Accept all”. Where your browser sends a Global Privacy Control or Do Not Track signal, we treat it as a choice of essential cookies only and do not load analytics, regardless of any earlier consent.

12. Changes to this policy

When we change this policy we update the date at the top and, for material changes, place a notice on the home page for at least 30 days. Previous versions are kept and can be sent to you on request.

13. Contact and complaints

Benjamin Dillard is responsible for privacy at Sablefir Systems. Reach him at customers@community.pakcomputersolution.com, on 503-782-7740, or by post at 3361 Heron Way, Portland, OR 97209.

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Questions about this document? Write to customers@community.pakcomputersolution.com, call 503-782-7740, or post to Sablefir Systems LLC, 3361 Heron Way, Portland, OR 97209. We answer privacy and legal correspondence within ten business days.