This policy describes how Intelligent Material Solutions, Inc. ("IMS") protects the personal data and business information entrusted to it by employees, customers, partners, suppliers and website visitors. It applies to all IMS employees, contractors and anyone who handles information on IMS's behalf. For information about our website specifically, see our Privacy Policy.
1. Principles
IMS handles personal data according to these principles:
- Lawful and transparent: we collect personal data only for legitimate business purposes and tell people how it is used.
- Purpose-limited: data is used only for the purpose it was collected for, or a compatible purpose.
- Minimal: we collect only the data we need.
- Accurate: we keep data up to date and correct errors.
- Time-limited: we keep data only as long as needed for business, contractual or legal reasons.
- Secure: we protect data against unauthorized access, loss or disclosure.
2. Types of information
- Personal data: business contact details, employee records, supplier contacts, and inquiries received through our website.
- Confidential business information: customer and partner technical information received under non-disclosure agreements, formulations, research data and unpublished intellectual property.
- Controlled information: export-controlled technical data and Controlled Unclassified Information associated with U.S. government programs, handled under the applicable regulations and contract requirements.
3. Safeguards
- Access to information is limited to people who need it for their work.
- Company accounts use strong passwords and multi-factor authentication where available.
- Email, documents and devices are protected with current security updates, encryption where appropriate, and screen locks.
- Export-controlled and government-program information is stored and shared only through approved systems and only with authorized persons.
- Paper records containing confidential or personal data are stored securely and shredded when no longer needed.
- Information is shared with service providers only when they have appropriate safeguards and a legitimate need.
4. Responsibilities
Everyone covered by this policy must follow it, complete any required training, and ask management when unsure how to handle information. Managers are responsible for making sure their teams apply it.
5. Incidents
Any actual or suspected loss, theft or unauthorized access to personal, confidential or controlled information must be reported immediately to IMS management. IMS will investigate, contain the incident, notify affected people, customers or authorities where required by law or contract, and take steps to prevent recurrence.
6. Individual rights
Individuals may ask IMS what personal data we hold about them and ask us to correct or delete it, subject to legal and contractual obligations. Requests can be sent to info@intelligentmaterial.com.
7. Retention and disposal
Records are kept according to legal, contractual and business requirements, including government contract record-keeping rules, and are securely deleted or destroyed afterwards.
8. Review
This policy is reviewed periodically as part of the IMS quality management system and updated when laws, contracts or business practices change.