Privacy Policy
Valiant Facility Solutions LI LLC (“Company,” “we,” “us,” or “our”) operates the public website and B2B client portal. This policy explains how we collect, use, disclose, and safeguard your commercial and personal information.
Commercial B2B Notice: This Privacy Policy applies to business clients, property managers, facility directors, and authorized representatives accessing our website (valiantfacilityli.com) and our secure self-service Client Portal. By using our Service, you agree to the collection and use of information in accordance with this policy.
1.Information We Collect
We collect two categories of information: information you provide directly to us, and information collected automatically when you use the Service.
Information You Provide Directly
- Contact details: Full name, business email address, direct phone number, company or entity name, and professional job title.
- Client account information: Billing address, property site addresses, building access codes or lockbox instructions, and designated authorized contact personnel.
- Service request information: Details regarding requested cleaning or facility services, including square footage, scope descriptions, requested service frequency, and special instructions.
- Communications: Inbound and outbound correspondence with our operations team, including email messages, portal service requests, and quality feedback submissions.
- Compliance documents: Certificates of insurance (COIs), W-9 forms, safety data sheets (SDS), vendor agreements, and custom insurance requirements uploaded through the portal.
- Payment information: We do not store full credit card numbers on our servers. Payment processing is handled by a PCI-DSS certified third-party payment processor, and we receive only confirmation of payment status and the last four digits of the card.
Information Collected Automatically
- Log data: IP address, browser type, operating system version, referring URLs, pages viewed, time spent on pages, and automated access timestamps.
- Device information: Device type, approximate geographic location derived from network IP address, and hardware capabilities.
- Cookies & Local Storage: We use essential, first-party authentication cookies and cryptographic session storage to maintain your authenticated session in the Client Portal. We do not use third-party behavioral advertising or tracking cookies.
2.How We Use Information
We use the collected information strictly for legitimate commercial facility management purposes:
3.How We Share Information
We share information only under the following strictly defined conditions:
Service Providers (Subprocessors)
We use trusted third-party service providers to execute core platform infrastructure. These providers are bound by strict contractual obligations to safeguard your data and may process it only on our behalf:
- Supabase Inc. – Managed PostgreSQL database hosting, authentication services, row-level access control, and encrypted object storage vaults.
- Cloudflare, Inc. – Edge hosting via Cloudflare Workers, SSL/TLS termination, web application firewall (WAF), and Turnstile bot protection.
- Resend Technologies Inc. – Transactional email delivery for service proposals, job confirmations, invoices, and password resets.
- Twilio Inc. – Short message service (SMS) notifications for schedule confirmations and emergency alerts (when opted in).
- PCI-Compliant Payment Processor – Tokenized, secure commercial payment and credit card processing.
Client-Requested Sharing
If you are an authorized property manager, general contractor, or client contact, we share job status, completion timestamps, supervisor walkthrough photos, and compliance records with designated members of your organization through the Client Portal.
Legal Requirements & Safety
We may disclose information if required to do so by applicable New York State or federal law, court order, subpoena, or government regulation, or when we reasonably believe disclosure is necessary to protect our property rights, prevent physical harm, or investigate fraud.
Business Transfers
In the event of a merger, acquisition, corporate reorganization, or sale of company assets, client records and service history may be transferred as part of the business assets. We will notify you of any change in ownership or control of your personal data.
4.Data Retention Schedules
We retain personal and commercial information only for as long as necessary to fulfill the purposes set forth in this policy, unless a longer retention window is mandated by statutory, tax, or legal requirements:
| Information Category | Retention Schedule | Business & Legal Rationale |
|---|---|---|
| Account & Contact Data | Duration of client relationship + reasonable archival period | Ongoing service delivery, operational communication, and CRM records |
| Job & Service Records | Seven (7) years post-completion | Service verification, quality audits, and New York contract dispute statutes |
| Financial & Invoicing Records | Minimum seven (7) years | Internal Revenue Service (IRS) and New York State commercial tax compliance |
| Compliance Documents (COIs, W-9s) | Duration of relationship + statutory period | Insurance verification, contractor audit requirements, and risk defense |
| Walkthrough Photos & Proof | Three (3) years post-completion | Quality assurance auditability and customer scope verification |
| Feedback & Reviews | Three (3) years | Continuous training, service improvement, and reputation governance |
Upon formal termination of a client account, we will securely delete or anonymize personal information within ninety (90) days, except where retention is strictly required by statutory, tax, or legal obligations.
5.Information Security & New York SHIELD Act
We implement comprehensive administrative, technical, and physical safeguards designed to preserve data integrity and prevent unauthorized access, alteration, or disclosure:
Cryptographic Encryption
All HTTP transmissions are strictly protected using Transport Layer Security (TLS 1.3) with HSTS preload. Data at rest is encrypted using AES-256 in our storage buckets and databases.
Row-Level Security (RLS)
Granular database isolation prevents cross-tenant data leakage. Authorized client users can strictly view and mutate only their own company records.
Role-Based Access Control
Internal staff credentials are segmented strictly on a need-to-know basis (owner, manager, staff). Sensitive mutations trigger immutable audit logging.
MIME & Storage Boundaries
Walkthrough photos and compliance uploads are verified for permitted MIME types, capped at 5 MB–10 MB, and stored in non-public private vaults.
Notice for New York Residents (N.Y. SHIELD Act Compliance)
In compliance with the New York Stop Hacks and Improve Electronic Data Security Act (N.Y. General Business Law §§ 899-aa and 899-bb), Valiant Facility Solutions LI LLC maintains reasonable technical, physical, and administrative safeguards to protect computerized data containing private information.
In the event of an unauthorized security incident involving private information of New York residents, we will provide notification without unreasonable delay in accordance with applicable statutory guidelines.
6.Your Choices and Rights
- Access and Correction: You may inspect, verify, and update your personal and business contact details at any time by logging into your Client Portal account or by contacting operations.
- Transactional vs. Marketing Communications: We dispatch transactional emails (such as scheduled job confirmations, proposal links, and invoice notices) that are necessary to administer your active service agreement. You cannot opt out of operational notices while retaining an active account. You may opt out of non-transactional emails (such as review requests) via the unsubscribe link or by contacting us.
- SMS Communications: If you elect to receive automated SMS updates regarding cleaning crew arrivals, you may reply STOP at any time to immediately revoke SMS delivery.
- Data Requests: To request formal access to, correction of, or deletion of your stored records, please submit a written request using the contact information below. We will verify your authorized identity before processing sensitive record requests.
7.Children’s Privacy
Our Service is strictly designed for commercial enterprises and authorized business personnel aged 18 and older. We do not knowingly solicit or collect information from children. If we discover that personal data of an individual under 18 has been provided, we will delete that data immediately.
8.Third-Party Links & Integrations
The Service may contain hyperlinks to external sites (such as local chambers of commerce or regulatory guidelines). We do not control and are not responsible for the privacy practices, content, or data policies of external sites. We encourage you to review the privacy terms of any third-party website you visit.
9.Changes to This Policy
We reserve the right to revise this Privacy Policy periodically to reflect technological enhancements, operational changes, or statutory mandates. We will post any updated policy on this page with an updated “Last Updated” date. Continued use of our website or Client Portal following the effective date of revisions constitutes acceptance of the updated policy.
10.Contact Our Privacy & Compliance Team
For inquiries regarding this Privacy Policy, our New York SHIELD Act data security program, or to exercise your privacy rights, please contact our compliance office:
Valiant Facility Solutions LI LLC
Attn: Privacy & Data Governance Office
P.O. Box 452
Copiague, NY 11726