Privacy Policy

1. Information We Collect

Intras Cloud Services, Inc. ("ICS," "we," "us," or "our") collects information you voluntarily provide when you interact with our website, request services, or communicate with our team. This includes:

• Contact information: Name, email address, phone number, company name
• Professional information: Job title, industry, IT environment details you share during assessments
• Usage information: How you interact with our website, pages visited, time spent, referring URLs
• Technical information: IP address, browser type, device type, operating system

2. How We Use Your Information

We use the information we collect to:

• Respond to your inquiries and provide requested services
• Deliver AI Readiness Assessments and associated reports
• Send relevant content, insights, and service updates (with your consent)
• Improve our website and service delivery
• Comply with legal obligations

3. How We Share Your Information

ICS does not sell your personal information. We may share your information with:

• Service providers: CRM, email, and analytics platforms used to operate our business (e.g., Zoho, Microsoft 365)
• Professional advisors: Attorneys, accountants, and auditors bound by confidentiality
• Legal authorities: When required by law, court order, or to protect the rights and safety of ICS or others

4. Data Security

ICS implements industry-standard security measures to protect your information — including encryption in transit (TLS), access controls, and regular security reviews. Our security practices are consistent with the services we deliver to clients: ISO 27001-aligned, SOC 2-informed, and continuously monitored.

5. Data Retention

We retain your information for as long as necessary to provide services, comply with legal obligations, and resolve disputes. Contact and inquiry information is typically retained for 3 years from last contact.

6. Your Rights

Depending on where you live, you may have one or more of the rights below. ICS treats all submitters as if they were entitled to the GDPR-grade set, regardless of jurisdiction.

• Access: request a copy of the personal information we hold about you.
• Correction: ask us to correct information that is inaccurate or incomplete.
• Deletion: request deletion of your information, subject to legal retention requirements (e.g., financial records, employment files).
• Portability: receive your information in a structured, commonly used format (GDPR / UK GDPR).
• Objection & restriction: object to or restrict certain processing, including direct marketing.
• Opt out of sale or sharing: California (CCPA / CPRA), Virginia, Texas (TDPSA), Colorado, Connecticut, and others give you the right to opt out of any “sale” or cross-context behavioral advertising. ICS does not sell personal information.
• Withdraw consent: withdraw any optional consent (marketing email, SMS, phone) at any time. Withdrawal does not affect the lawfulness of processing prior to withdrawal.
• Lodge a complaint: EU / UK residents may lodge a complaint with their local data protection authority.

To exercise any of these rights, contact [email protected]. We will respond within 30 days under GDPR, or 45 days under CCPA / CPRA. If we need an extension we will tell you why.

7. Marketing & Communications Consent

When you submit one of our website forms (Contact, AI Readiness Assessment, Ledger Waitlist, or Careers application), we ask for your consent separately for each communication channel. We never bundle marketing consent with your inquiry; each checkbox is granular and unbundled, consistent with GDPR Art. 7.

• Privacy Policy acknowledgment (mandatory): the lawful basis for processing your inquiry. Without this, we cannot respond.
• Marketing email (optional): newsletters, case studies, product announcements, and event invites. You can unsubscribe from any email using the link at the bottom of the message.
• Service & outage notifications (optional): operational alerts about Microsoft 365, Azure, or ICS-managed services that may affect you.
• SMS / text messages (optional): subject to TCPA “express written consent.” Before we send any marketing SMS, you will receive a confirmation text and must reply YES. Reply STOP to cancel and HELP for help. Message and data rates may apply. Frequency varies. We will never share your phone number with third parties for their marketing.
• Phone calls (optional): occasional calls about your inquiry, demos, or our services.

For each consent we record the timestamp, your IP address, the user-agent of your browser, the URL the form was submitted from, and the version of this consent text you saw. That record is stored alongside your contact information in our CRM. If you ever ask us to prove you opted in, we can show you exactly what you saw and when.

To withdraw any consent, click the unsubscribe link in any email from us, reply STOP to any SMS, or email [email protected] and tell us which consent to withdraw.

8. Cookies & Tracking Technologies

Our website uses cookies and similar technologies to improve your experience, analyze site usage, and support our marketing. You can control cookie preferences through your browser settings or our cookie consent tool.

9. Third-Party Links

Our website may contain links to third-party sites (e.g., Microsoft, LinkedIn). ICS is not responsible for the privacy practices of those sites. We encourage you to review their privacy policies.

10. Children's Privacy

Our services are not directed to individuals under 16. We do not knowingly collect personal information from children. If you believe a child has provided us information, please contact us for immediate deletion.

11. Changes to This Policy

We may update this Privacy Policy periodically. Material changes will be communicated via email or a prominent notice on our website. Continued use of our services after changes constitutes acceptance.

12. Contact Us

For privacy-related questions or to exercise your rights, contact:

• Email: [email protected]
• Mail: Intras Cloud Services, Inc., Dallas, Texas, USA
• Trust Center: trust.intrascloudservices.com