Privacy Policy

1. Who We Are

UPTOWN MANSION LLC is a computer integrated systems design practice registered in the United States and operating from 2515 Thomas Ave, Dallas - 75201-2039, United States (US). The practice belongs to the professional, scientific and technical services sector, and its work centers on designing, integrating and stewarding the many systems that a professional firm relies upon.

When this policy speaks of we, us or our, it means UPTOWN MANSION LLC. When it speaks of the hall, it means our office and the people who work there. When it speaks of you, it means any visitor to our website, any person who writes to us, and any individual whose information reaches us through an engagement.

We are the controller of the personal information described in this policy. That means we decide why the information is collected and how it is handled, and we answer for those decisions. If you have any question about this role, you can reach us at the address and phone number listed at the end of this page.

2. Scope of This Policy

This policy applies to the website published at our domain, to the contact form and email links found on that website, to the conversations that follow any message you send us, and to the personal information we handle while preparing and delivering our services.

This policy does not apply to websites that we do not control, even when a link from our hall leads you to them. It also does not apply to the internal systems of our clients, where we act as a service provider under a separate written agreement rather than as the controller of the information.

Where a client engagement requires us to handle personal information on behalf of that client, the terms of the engagement letter and any data processing addendum take precedence over this policy for that information. We will make those arrangements clear before the work begins.

3. Information We Collect

We collect only the information we need to answer your message, to plan an engagement, to deliver our services and to keep proper business records. We do not collect information for its own sake, and we do not build advertising profiles of the people who visit our website.

The information we handle falls into three broad groups: information you choose to give us, information collected automatically as you browse, and information that arrives through an engagement with a client. Each group is described in the sections that follow.

We do not knowingly collect sensitive categories of personal information such as health data, biometric data, or information about religious or political beliefs. If a project ever appears to require such information, we will pause and agree a specific written approach before any of it reaches us.

4. Information You Give to Us

When you complete the contact form on our website, we receive the name you enter, the email address you provide, the subject line you write and the message you compose. We use that information to read your note, to understand what you need and to reply to you.

When you call the phone number published on our website, we may note the date and time of the call, the number you called from if it is displayed, and a brief summary of what was discussed so that we can answer you well on a later occasion.

When you send us email directly, we receive your email address, your name if it appears in your message, and anything else you choose to include, such as a description of your estate, a document, or a question. You decide what to share, and we ask only for what helps us to help you.

If you become a client, we also handle the information needed to prepare and deliver the engagement, including contact details for the people at your firm, the systems you operate, and the invoices and records that support the work. This information is covered by the engagement letter as well as by this policy.

5. Information Collected Automatically

Like most websites, ours receives certain technical information whenever a browser requests one of our pages. This information can include the type of browser and operating system in use, the language setting, the pages visited, the date and time of each request and the address from which the request was made.

We use this information to keep the website running, to understand which pages are useful, to detect abuse and to fix problems. It is not used to identify individual visitors by name, and it is not combined with the information you give us through the contact form unless you ask us to do so.

Our website is served over an encrypted connection. We ask you to use the contact form and email links as they appear, and we do not request any password or account credential through this website. If you ever receive a message that appears to come from our hall and asks for a password, please treat it as suspicious and tell us.

6. Cookies and Similar Technologies

Our website uses only the small browser storage that is necessary for the site to function, such as remembering that a visitor opened a menu. We do not use cookies for advertising, and we do not place third party tracking cookies on the pages you visit.

If we ever introduce a cookie for analytics or improved performance, we will describe it in this section and, where the law requires it, ask for your consent before it is set. You can always clear cookies through the settings of your browser, and the website will continue to work for you.

Some browsers offer a do not track preference. Because there is no common standard for how such a signal should be honored, we do not respond to it at present, but we do not track visitors across other websites in any case.

7. Why We Use Your Information

We use personal information to answer the notes and calls that reach our hall, to prepare a written plan for an engagement, to deliver the six desks of our practice, to send invoices and to keep the records that a professional practice must keep.

We also use information to protect the website and our practice from abuse, to comply with legal and tax obligations, and to improve the way we explain our services. We do not sell personal information, and we do not rent it to others for marketing.

Where we would like to send you a note about our practice beyond the reply to your own message, we will ask first and offer you an easy way to stop. You may opt out of any such note at any time, and doing so will never affect the service you receive.

8. Legal Bases for Processing

Where the law requires us to name a legal basis for handling personal information, we rely on one or more of the following. We rely on our legitimate interest in operating a professional practice and in answering people who contact us. We rely on the performance of a contract when we deliver services to a client.

We rely on consent when we ask to send you a note that goes beyond answering your own message. We rely on legal obligation when we keep records for tax, accounting or other statutory reasons. We rely on your vital interests only in the rare and serious situation where it is necessary to protect a life.

Where we rely on legitimate interest, we have weighed our need against your rights and freedoms and are satisfied that the handling is proportionate, particularly because the information is used for the modest purpose of running a systems design practice and answering the people who contact it.

9. How We Share Information

We share personal information only where it is necessary to deliver our services, to keep our practice running or to meet a legal duty. We do not sell personal information, and we do not trade it with any third party for marketing.

We may share information with professional advisers such as our accountant or legal counsel, with insurers where a claim requires it, and with a public authority where the law compels us to respond. We may also share information with a successor entity if our practice is ever merged or transferred, in which case the new owner will be bound by this policy.

Where a client engagement requires a third party supplier to touch the estate, we name that supplier in the engagement letter and share only the information that the specific task requires. The client always knows who is in the hall and why.

10. Service Providers

We work with a small number of service providers that help us to run the website and the practice, such as the provider that hosts our website and the provider that handles our email. These providers may access personal information only to perform the task we have given them and are obligated to keep it confidential.

Before we engage a provider, we consider the sensitivity of the information it will touch and the protections it offers. We prefer providers that keep data within the United States and that sign a written agreement covering confidentiality, security and the return or deletion of data when the relationship ends.

Our website links to email using your own mail client, which means the content of a note may pass through your email provider before it reaches us. That provider is chosen by you, and its own privacy policy applies to the message while it is with that provider.

11. How Long We Keep Information

We keep personal information only for as long as we need it for the purpose it was collected, or for as long as the law requires us to keep it. A note from a prospective client is usually kept while the conversation is active and for a reasonable period afterwards in case the person writes again.

Records that support an engagement, such as invoices and the written plan, are kept for the period required by tax and accounting rules, which is several years after the close of the engagement. Records needed for a legal claim are kept until the claim is resolved.

When information is no longer needed, we delete it or turn it into a form that no longer identifies any person. We review our records on a regular cycle so that stale information does not sit in the hall longer than it should.

12. How We Protect Information

We protect personal information with reasonable administrative, technical and physical safeguards. Access is limited to the people who need it for the work at hand, devices are protected with passwords and encryption, and the website is served over an encrypted connection.

No method of transmission or storage is perfectly secure, and we cannot promise that a breach will never occur. What we can promise is that we practice a measured discipline: we test our backups, we review our access, and we keep our software current. If a breach ever affects your information, we will inform you and the relevant authorities as the law requires.

You also play a part. Please do not send passwords, account credentials or highly sensitive documents through the contact form. If a project requires that kind of material, we will agree a secure channel with you before anything is sent.

13. Your Privacy Rights

Depending on where you live, you may hold rights over the personal information we handle about you. These can include the right to know whether we hold information about you, to receive a copy of it, to correct it when it is wrong, to ask us to delete it, to restrict or object to certain uses, and to receive your information in a portable form.

You may also withdraw any consent you have given, at any time, without affecting the lawfulness of the handling that took place before the withdrawal. To exercise any of these rights, write to feedback@uptownmansion.com with enough detail for us to identify you and the information you mean.

We will respond within the period the law allows, which is usually thirty days. We may ask for proof of identity so that we do not release information to the wrong person. If we cannot fulfill a request, for example because we must keep a record by law, we will explain the reason in plain language.

If you believe we have handled your information unfairly, we would rather hear from you first so that we can put it right. You also hold the right to complain to a privacy regulator in your jurisdiction.

14. Privacy for Children

Our website and our services are intended for businesses and professional firms, not for children. We do not knowingly collect personal information from anyone under the age of thirteen, and we ask that parents and guardians do not allow young children to use the contact form.

If we learn that we have collected information from a child without the consent of a parent or guardian, we will delete it as quickly as we can. If you believe a child has sent us information, please write to feedback@uptownmansion.com and tell us, and we will act on it.

15. International Visitors

Our hall is in Dallas, in the United States, and the information we handle is processed there. If you write to us from another country, your information will travel to the United States, where the privacy rules may differ from those you know at home.

Where the law requires safeguards for a transfer of information out of your country, we rely on recognized legal mechanisms and on the written agreements we hold with our service providers. By using the website and contacting us, you understand that your information will be handled in the United States as described in this policy.

16. Changes to This Policy

We may update this policy from time to time to reflect a change in the law, in our practice or in the systems we use. When we do, we will revise the date at the top of the page so that you can see when it last changed.

If we ever make a change that meaningfully alters the way we handle information you have already given us, we will make that clear on the website and, where the law requires it, ask for your consent before the change takes effect.

We encourage you to read this page now and then, because it is the clearest statement of how our hall treats the information that comes through its doors.

17. How to Contact Us

If you have a question, a request or a concern about this policy or about the way we handle personal information, please reach the practice directly. We would rather hear from you early so that we can help.