Privacy Policy

This Privacy Policy describes how Capital Business Systems ("Company," "we," "us," or "our") collects, uses, shares, and protects information about you when you visit our website www.capbussys.com (the "Website") or use our onsite printer solutions and related services (collectively, the "Services"). This policy applies to all users, including residents of the United States (including California, Colorado, and Virginia) and Canada.

1. Data Controller / Company Information

The entity responsible for the collection and processing of your personal data is:

If you have any questions about this Privacy Policy or our data practices, you may contact us at the address, phone number, or email above.

2. Information We Collect

We collect the following categories of personal data:

a) Information You Provide Directly

• Identifiers: Name, email address, phone number, company/business name, mailing address
• Financial Information: Payment information (credit/debit card details processed securely by our payment processor)
• Service Information: Service requests, support tickets, printer details (brand, model), and communications with us
• Account Information: Account login credentials if you create an account

b) Information Collected Automatically

• Internet/Network Activity: IP address, browser type and version, operating system, device identifiers
• Usage Data: Pages visited, time spent on pages, links clicked, referring URLs, search queries
• Geolocation Data: Approximate location derived from IP address
• Cookie Data: Information collected through cookies and similar tracking technologies (see Section 6)

c) Information from Third Parties

• Information from advertising partners (e.g., Google, Microsoft, Meta) regarding your interactions with our advertisements
• Analytics data from third-party analytics providers

3. Legal Basis for Processing

We process your personal data based on the following legal grounds:

• Contractual Necessity: Processing is necessary to fulfill a contract with you or to take pre-contractual steps at your request (e.g., scheduling service, processing orders)
• Legitimate Interests: Processing is necessary for our legitimate business interests, such as improving our services, marketing, fraud prevention, and website security, provided those interests are not overridden by your rights
• Consent: Where required by applicable law, we process data based on your consent (e.g., marketing emails, non-essential cookies, targeted advertising). You may withdraw consent at any time
• Legal Obligation: Processing is necessary to comply with a legal obligation

4. How We Use Your Information

We use the information we collect to:

• Provide, operate, and maintain our onsite printer solutions and related services
• Process transactions and send related information including order confirmations and invoices
• Schedule and fulfill onsite service visits and maintenance appointments
• Respond to customer service requests, questions, and support tickets
• Send administrative information, such as updates, security alerts, and support messages
• Send promotional and marketing communications (with your consent where required; you may opt out at any time)
• Improve and personalize our website, products, and services
• Conduct analytics and measurement to understand how our Website is used
• Deliver relevant advertisements and measure advertising campaign performance
• Detect, prevent, and address fraud, security, and technical issues
• Comply with legal obligations and enforce our terms

5. Third-Party Tracking, Advertising & Data Sharing

We share personal data with the following categories of third parties for the purposes described:

a) Advertising & Marketing Partners

• Google Ads / Google AdSense: We use Google Ads for advertising and remarketing. Google may use cookies and tracking technologies to deliver personalized ads. Google Privacy Policy | Ad Settings
• Microsoft Advertising: We use Microsoft Advertising for advertising and remarketing. Microsoft may use cookies and tracking technologies. Microsoft Privacy Statement | Opt Out
• Meta Pixel (Facebook): We use Meta Pixel for conversion tracking and remarketing. Meta Privacy Policy | Ad Preferences

b) Analytics Providers

• Google Analytics: Collects anonymous usage data to help us understand how visitors use our Website. Google Privacy Policy | Opt Out
• Microsoft Clarity: Records anonymous session data for usability analysis. Microsoft Privacy Statement

c) Service Providers

• Payment processors, CRM platforms, email service providers, IT hosting providers, and other vendors who assist in operating our Website and delivering services

d) Other Sharing

• Business Transfers: In connection with a merger, acquisition, or sale of assets
• Legal Requirements: When required by law or in response to valid legal processes
• Protection of Rights: To protect the rights, property, or safety of Capital Business Systems, our customers, or the public
• With Your Consent: In any other circumstances with your explicit consent

We do not sell your personal information for monetary compensation. However, under certain state privacy laws, the sharing of data with advertising partners for cross-context behavioral advertising may be considered a "sale" or "sharing" of personal information, and you have the right to opt out of such activities.

6. Cookies & Tracking Technologies

We use cookies and similar tracking technologies to track activity on our Website and hold certain information. Cookies are files with a small amount of data that are sent to your browser from a website and stored on your device.

• Essential Cookies: Necessary for the website to function properly. Cannot be disabled.
• Analytics Cookies: Help us understand how visitors interact with our website (Google Analytics, Microsoft Clarity)
• Functional Cookies: Remember your preferences and settings
• Advertising/Targeting Cookies: Used to deliver relevant advertisements and track campaign performance (Google Ads, Microsoft Ads, Meta Pixel)

You can manage your cookie preferences through our cookie consent banner or by visiting our Cookie Policy. You can also instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, some portions of our Website may not function properly.

7. Data Retention

We retain your personal data only for as long as necessary to fulfill the purposes for which it was collected, including to satisfy applicable legal, accounting, or reporting requirements.

Specific retention periods:

• Service Records: Retained for as long as you are an active customer and for up to 3 years after your last service interaction, to support warranty obligations and record-keeping
• Marketing & Communication Data: Retained until you opt out or request deletion
• Website Usage/Analytics Data: Retained for up to 26 months in aggregated/anonymized form
• Cookie Data: Varies by cookie (see our Cookie Policy for details)
• Financial Transaction Records: Retained as required by applicable law (typically 7 years for tax purposes)

When data is no longer needed, we securely delete or anonymize it.

8. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence, including the United States, where our servers and third-party service providers are located. These countries may have data protection laws that differ from the laws of your country. By using our Website and Services, you consent to the transfer of your personal data to these countries. We take appropriate safeguards to ensure your personal data receives an adequate level of protection, including through the use of standard contractual clauses where required by applicable law.

9. Your Privacy Rights & How to Exercise Them

Depending on your location and applicable law, you may have the following rights regarding your personal data:

• Right to Know/Access: Request a copy of the personal data we hold about you and information about how it is processed
• Right to Correction: Request correction of inaccurate or incomplete personal data
• Right to Deletion: Request deletion of your personal data, subject to certain exceptions
• Right to Opt Out of Sale/Sharing: Opt out of the sale or sharing of your personal data for cross-context behavioral advertising
• Right to Opt Out of Targeted Advertising: Opt out of processing of personal data for targeted advertising
• Right to Data Portability: Request your data in a portable, readily usable format
• Right to Withdraw Consent: Where processing is based on consent, you may withdraw consent at any time
• Right to Non-Discrimination: We will not discriminate against you for exercising your privacy rights

How to Exercise Your Rights

You may exercise any of the above rights by:

• Visiting our Do Not Sell or Share My Personal Information page
• Emailing us at info@capbussys.com
• Calling us at (970) 245-2507
• Mailing us at: Capital Business Systems, 2777 Crossroads Blvd Ste G, Grand Junction, CO 81506

We will respond to your request within the time period required by applicable law (typically 45 days). We may need to verify your identity before processing your request.

Opt-Out Mechanisms

To opt out of targeted advertising and the sharing of your data with advertising partners, you may:

• Submit a request via our Do Not Sell or Share My Personal Information page
• Use the Global Privacy Control (GPC) signal in your browser — we honor GPC signals as a valid opt-out request
• Disable advertising cookies through our cookie consent banner
• Use the opt-out links for specific advertising partners listed in Section 5 above

10. California Privacy Rights (CCPA/CPRA)

If you are a California resident, the California Consumer Privacy Act (CCPA), as amended by the California Privacy Rights Act (CPRA), provides you with additional rights regarding your personal information:

• Right to Know: You have the right to know what personal information we collect, use, disclose, and sell
• Right to Delete: You have the right to request deletion of your personal information
• Right to Correct: You have the right to request correction of inaccurate personal information
• Right to Opt-Out of Sale/Sharing: You have the right to opt out of the sale or sharing of your personal information
• Right to Limit Use of Sensitive Personal Information: You have the right to limit the use and disclosure of sensitive personal information
• Right to Non-Discrimination: We will not discriminate against you for exercising your CCPA/CPRA rights

Categories of Personal Information Collected (past 12 months): Identifiers (name, email, phone, address), commercial information (service records, transactions), internet/electronic network activity (browsing history, interactions with our Website), geolocation data (approximate), and inferences drawn from the above.

We do not sell personal information of California residents for monetary consideration. However, sharing data with advertising partners for cross-context behavioral advertising may be considered a "sale" or "sharing" under the CCPA/CPRA. To opt out, visit our Do Not Sell or Share My Personal Information page or contact us at info@capbussys.com. We will verify your identity before processing your request.

11. Colorado Privacy Act (CPA)

If you are a Colorado resident, the Colorado Privacy Act (CPA) provides you with the following rights:

• Right to Access: Confirm whether we process your personal data and access that data
• Right to Correction: Correct inaccuracies in your personal data
• Right to Deletion: Delete your personal data
• Right to Data Portability: Obtain a copy of your data in a portable format
• Right to Opt Out: Opt out of the processing of personal data for targeted advertising, the sale of personal data, or profiling that produces legal or similarly significant effects

To exercise your CPA rights, contact us at info@capbussys.com or (970) 245-2507. We will respond within 45 days of receiving your verified request.

12. Virginia Consumer Data Protection Act (VCDPA)

If you are a Virginia resident, the Virginia Consumer Data Protection Act (VCDPA) provides you with the following rights:

• Right to Access: Confirm whether we process your personal data and access that data
• Right to Correction: Correct inaccuracies in your personal data
• Right to Deletion: Delete your personal data
• Right to Data Portability: Obtain a copy of your data in a portable format
• Right to Opt Out: Opt out of the processing of personal data for targeted advertising, the sale of personal data, or profiling that produces legal or similarly significant effects

To exercise your VCDPA rights, contact us at info@capbussys.com or (970) 245-2507. We will respond within 45 days of receiving your verified request.

13. Canada — Personal Information Protection and Electronic Documents Act (PIPEDA)

If you are a Canadian resident, the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy legislation provide you with the following rights:

• Consent: We obtain your meaningful consent before collecting, using, or disclosing your personal information, except where permitted by law
• Right to Access: You may request access to the personal information we hold about you
• Right to Correction: You may request correction of any inaccurate or incomplete information
• Right to Withdraw Consent: You may withdraw your consent at any time, subject to legal or contractual restrictions. To withdraw consent, contact us at info@capbussys.com
• Right to Complain: You may file a complaint with the Office of the Privacy Commissioner of Canada (OPC) if you believe your privacy rights have been violated

Identity of the Data Controller: The entity responsible for your personal data under PIPEDA is Capital Business Systems, located at 2777 Crossroads Blvd Ste G, Grand Junction, CO 81506, USA.

Purposes for Collection: We collect and use your personal information to provide and improve our services, communicate with you, process transactions, and for marketing purposes (with your consent).

Third-Party Disclosure: Your personal information may be transferred to and processed in the United States by our service providers (including analytics and advertising partners). We ensure that such transfers are protected by appropriate safeguards, including standard contractual clauses.

Complaints: If you have a complaint about our privacy practices, please contact us first at info@capbussys.com so we can attempt to resolve it. You may also contact the Office of the Privacy Commissioner of Canada at www.priv.gc.ca.

14. Data Security

We implement appropriate technical and organizational security measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include SSL/TLS encryption, secure servers, access controls, and regular security assessments. However, no method of transmission over the Internet or method of electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your personal information, we cannot guarantee its absolute security.

15. Children's Privacy

Our website and services are not directed to children under the age of 13 (or 16 in Canada under PIPEDA). We do not knowingly collect personal information from children. If you are a parent or guardian and you are aware that your child has provided us with personal information, please contact us so that we can take necessary action.

16. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Last Updated" date. We encourage you to review this page periodically for any changes.

17. Contact Us

If you have any questions about this Privacy Policy, wish to exercise your privacy rights, or wish to file a complaint, please contact us: