Privacy Policy

This Privacy Policy explains how Melkom Systems (“Melkom Systems,” “we,” “us,” or “our”) collects, uses, stores, shares, and protects information when you visit melkomsystems.com, contact us, request services, use software or web-based applications we provide, or interact with any related websites, applications, tools, or services that link to this Privacy Policy.

Melkom Systems provides custom software development, web-based applications, business management tools, automation solutions, downloadable software, and related technology services for businesses and individuals.

By using our website, contacting us, or using our services, you agree to the practices described in this Privacy Policy. If you do not agree with this Privacy Policy, please do not use our website or services.

1. Information We Collect

We may collect information directly from you, automatically through our website or applications, or through clients who use software systems developed or supported by Melkom Systems.

Information You Provide to Us

We may collect personal or business information that you voluntarily provide, including:

• Name
• Email address
• Phone number
• Company or organization name
• Job title or role
• Project details
• Messages, requests, and communications
• Billing or payment-related information
• Files, documents, images, notes, or other materials you choose to provide
• Any other information you submit through forms, email, phone, web applications, or support requests

Information Collected Through Custom Applications

When Melkom Systems builds, hosts, supports, or maintains custom software or web-based applications for clients, those applications may collect or store information related to the client’s business operations.

Depending on the specific application, this may include:

• User account information
• Login credentials or authentication information
• Employee names, roles, schedules, or work-related activity
• Job, task, project, or work order information
• Customer or client names and contact details
• Project addresses or job site information
• Expense records
• Uploaded photos, files, receipts, invoices, or documents
• Notes, messages, comments, or internal business records
• Application usage logs and technical activity

For example, a custom business management application may help a client track jobs, employees, project expenses, schedules, and business operations.

In many cases, the client using the application controls the information entered into that application. Melkom Systems may process that information only as needed to provide, maintain, secure, support, troubleshoot, or improve the software.

Information Collected Automatically

When you visit our website or use our applications, we may automatically collect technical information, including:

• IP address
• Browser type and version
• Device type
• Operating system
• Referring website
• Pages viewed
• Date and time of visit
• General location information
• Usage activity
• Error logs
• Performance and diagnostic information

This information helps us operate, secure, troubleshoot, and improve our website, applications, and services.

2. How We Use Information

We may use the information we collect to:

• Respond to inquiries and service requests
• Communicate with clients, users, vendors, and business contacts
• Provide custom software development and related services
• Build, configure, host, maintain, and support web-based applications
• Manage user accounts and access permissions
• Provide technical support and troubleshooting
• Monitor application performance and security
• Improve website and application functionality
• Prepare proposals, estimates, invoices, and project documentation
• Process payments or billing, if applicable
• Maintain business, tax, accounting, and legal records
• Prevent fraud, misuse, unauthorized access, or security incidents
• Enforce agreements, policies, and legal rights
• Comply with applicable laws, regulations, and legal obligations

We do not use personal information for purposes that are incompatible with the reason it was collected unless we obtain consent or are legally permitted to do so.

3. Client Data and Custom Applications

Some services provided by Melkom Systems involve creating or supporting custom software for clients.

In those situations, the client may be responsible for deciding what information is entered into the application, who is allowed to access it, and how that information is used within their business.

Melkom Systems may access or process client data only for limited purposes, such as:

• Providing the application or service
• Hosting or maintaining the system
• Fixing bugs or technical issues
• Responding to support requests
• Improving performance and security
• Backing up or restoring data
• Complying with legal or contractual obligations

Clients are responsible for making sure they have the right to collect, enter, upload, and use any information they provide through custom applications, including information about their employees, customers, vendors, contractors, job sites, projects, or business operations.

4. Cookies and Analytics

Our website and applications may use cookies, pixels, analytics tools, or similar technologies.

Cookies are small files placed on your device that help websites and applications function, remember preferences, analyze traffic, improve performance, and support security.

We may use analytics tools, such as Google Analytics or similar services, to understand how visitors use our website. These tools may collect information such as pages visited, time spent on pages, browser type, device type, and general location information.

You can control cookies through your browser settings. You may disable or delete cookies, but some parts of our website or applications may not work properly if cookies are disabled.

For more details, please review our Cookie Policy.

5. How We Share Information

We do not sell your personal information for money.

We may share information only when reasonably necessary, including with:

• Service providers that help us operate our website, applications, hosting, databases, email, analytics, security, payment processing, or business systems
• Cloud hosting, storage, authentication, and infrastructure providers
• Payment processors, if payments are accepted
• Professional advisors such as accountants, attorneys, consultants, or insurers
• Clients or account owners when information is submitted through a custom application controlled by that client
• Vendors, contractors, or subcontractors when needed to provide requested services
• Government authorities, regulators, courts, or law enforcement when required by law
• Successors or assigns in connection with a merger, acquisition, reorganization, sale of assets, or similar business transaction

We require service providers to use information only as needed to provide services to us and to protect that information appropriately.

6. Payment Information

If Melkom Systems accepts payments through our website, applications, invoices, or third-party payment processors, payment information may be processed by a third-party payment provider.

We generally do not store full credit card numbers or complete payment card details on our own systems. Payment processors may collect and process payment information according to their own privacy policies and terms.

7. Data Retention

We keep information only as long as reasonably necessary for the purposes described in this Privacy Policy, including to:

• Provide services
• Maintain accounts and applications
• Respond to inquiries and support requests
• Complete projects
• Maintain business records
• Comply with legal, tax, accounting, or contractual obligations
• Resolve disputes
• Enforce agreements
• Maintain backups and security logs

When information is no longer needed, we will delete, anonymize, or securely retain it as required or permitted by law.

8. Data Security

We use reasonable administrative, technical, and physical safeguards designed to protect information from unauthorized access, loss, misuse, alteration, or disclosure.

These safeguards may include access controls, authentication, encryption where appropriate, backups, monitoring, and secure development practices.

However, no website, application, server, email system, or internet transmission is completely secure. You should not send highly sensitive information through unsecured email or website forms unless appropriate security measures are in place.

9. User Accounts and Passwords

Some custom applications may allow users to create accounts or access systems using login credentials.

Users are responsible for keeping their login credentials confidential and for all activity that occurs under their accounts.

If you believe your account or login credentials have been compromised, you should contact us or the applicable account owner as soon as possible.

10. Sensitive and Regulated Information

Melkom Systems does not intentionally request highly sensitive personal information unless it is necessary for a specific service or project.

Unless we specifically agree in writing, our website, applications, and services are not designed for storing or processing information subject to specialized legal or regulatory requirements, such as protected health information under HIPAA, financial institution data under GLBA, or other highly regulated data.

Clients should not upload or submit sensitive or regulated information unless they have confirmed with Melkom Systems in writing that the applicable system is designed and authorized to handle that type of information.

11. Your Privacy Choices

Depending on your location and applicable law, you may have rights regarding your personal information, including the right to:

• Request access to personal information we hold about you
• Request correction of inaccurate information
• Request deletion of certain information
• Object to or restrict certain processing
• Withdraw consent where processing is based on consent
• Opt out of certain marketing communications

To make a privacy request, contact us at hello@melkomsystems.com.

We may need to verify your identity before responding to certain requests.

If your information was entered into a custom application by one of our clients, we may direct your request to that client or work with the client to respond, depending on the circumstances.

12. California Privacy Rights

If you are a California resident, you may have certain rights under California privacy laws.

Depending on whether these laws apply to Melkom Systems and the nature of your interaction with us, these rights may include:

• The right to know what categories of personal information we collect, use, disclose, sell, or share
• The right to request access to specific pieces of personal information
• The right to request deletion of personal information, subject to legal exceptions
• The right to request correction of inaccurate personal information
• The right to opt out of the sale or sharing of personal information
• The right to limit certain uses of sensitive personal information, if applicable
• The right not to be discriminated against for exercising privacy rights

Melkom Systems does not sell personal information for money.

If we use analytics, advertising, or similar technologies that may be considered “sharing” under applicable privacy law, we will update this Privacy Policy and provide any required opt-out mechanism.

California residents may submit privacy requests by emailing hello@melkomsystems.com.

13. Children’s Privacy

Our website and services are not directed to children under 13 years old.

We do not knowingly collect personal information from children under 13. If we learn that we have collected personal information from a child under 13 without appropriate consent, we will take reasonable steps to delete that information.

If you believe a child has provided us personal information, please contact us at hello@melkomsystems.com.

14. Third-Party Links and Services

Our website or applications may contain links to third-party websites, tools, platforms, or services.

We are not responsible for the privacy practices, security, or content of third-party websites or services. We encourage you to review the privacy policies of any third-party websites or services you use.

15. International Visitors

Melkom Systems is based in California, United States.

If you access our website or services from outside the United States, your information may be transferred to, stored, or processed in the United States or other countries where our service providers operate.

By using our website or services or submitting information to us, you understand that your information may be processed in the United States, where privacy laws may differ from those in your country.

16. Changes to This Privacy Policy

We may update this Privacy Policy from time to time.

When we update it, we will revise the “Last updated” date at the top of this page. The updated version will be effective when posted unless otherwise stated.

Your continued use of the website, applications, or services after an updated Privacy Policy is posted means you accept the updated version.

17. Contact Us