Privacy – TERA Computer Pros

Last Updated: October 30, 2026

This Privacy Policy describes how [Insert Your MSP Company Name] (“we,” “us,” or “our”) collects, uses, discloses, and protects information when you use our managed IT services, websites, and support systems (collectively, the “Services”).

By accessing or using our Services, you agree to the terms of this Privacy Policy.

1. Information We Collect

We collect information required to provide, secure, and maintain high-quality managed IT services. This includes:

Account & Contact Information: Name, job title, company name, email address, physical address, and telephone number.
Technical & Network Data: IP addresses, MAC addresses, device identifiers, network logs, system configurations, and performance data from endpoints we manage.
Access Credentials: Usernames, passwords, and authentication tokens required to administer and support your IT infrastructure.
Customer Content: Data hosted on, processed by, or traveling through systems we monitor or service on your behalf.
Billing Information: Credit card numbers, banking details, and billing addresses (processed via secure third-party payment gateways).

2. How We Use Your Information

We use the collected information for the following business purposes:

Providing, operating, maintaining, and optimizing our managed IT services.
Responding to support tickets, troubleshooting technical issues, and fulfilling service requests.
Monitoring systems for cybersecurity threats, vulnerabilities, and unauthorized access.
Processing invoices, payments, and managing account renewals.
Complying with legal obligations, industry regulations, and contractual agreements.

3. How We Share Your Information

We do not sell your personal or business information. We only share information with:

Third-Party Vendors & Subprocessors: Cloud hosting providers, SaaS platforms, backup utilities, and remote monitoring and management (RMM) tool vendors necessary to deliver our services.
Legal & Compliance Authorities: When required by law, subpoena, or to protect the safety, rights, or property of our company, clients, or the public.
Business Transfers: In connection with any merger, sale of company assets, or acquisition of all or a portion of our business.

4. New York State Privacy Rights & Compliance

As a provider operating in or serving clients within the State of New York, we strictly adhere to state-specific cybersecurity and data protection frameworks:

A. New York SHIELD Act (Stop Hacks and Improve Electronic Data Security Act)

We maintain a comprehensive, formalized information security program designed to protect “Private Information” (as defined under NY General Business Law § 899-bb) of New York residents. This program includes administrative, technical, and physical safeguards such as:

Regular risk assessments of our internal and client-facing networks.
Continuous employee training on cybersecurity and phishing threats.
Data encryption both at rest and in transit.
Prompt, legally compliant notification procedures in the event of a suspected data breach.

B. NYCRR Part 500 (DFS Cybersecurity Regulation) [Keep only if you serve NY Financial/Insurance clients]

If we provide services to covered entities regulated by the New York State Department of Financial Services (DFS), we maintain operational controls that align with NYCRR Part 500 requirements, including multi-factor authentication (MFA), audit trails, and strict access controls.

5. Data Security

We implement robust security measures appropriate to the nature of the data we process. This includes end-to-end encryption, network firewalls, multi-factor authentication (MFA), and restricted access protocols. However, no method of transmission over the internet or electronic storage is 100% secure; while we strive to protect your data, we cannot guarantee its absolute security.

6. Data Retention

We retain your information only as long as necessary to fulfill the purposes outlined in this policy, comply with our legal or regulatory obligations, or resolve disputes. Upon termination of our service agreement, client data is securely deleted or returned in accordance with our contractual data retention and destruction policies.

7. Changes to This Privacy Policy

We reserve the right to update this Privacy Policy at any time. When updates are made, we will revise the “Last Updated” date at the top of this page. We encourage you to review this policy periodically to stay informed about how we protect your information.

8. Contact Information

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at:

TERA Computer Pros
West Seneca, NY 14224
privacy@terapcpros.com
(716) 348-7997

⚠️ Disclaimer & Next Steps

This document is a general template and does not constitute formal legal advice. Privacy laws change frequently and depend heavily on your specific business structure.

To advance your business readiness, let me know if you would like me to:

Draft a Data Breach Notification Addendum specifically matching the NY SHIELD Act requirements.
Incorporate language for other state laws if your MSP serves clients outside of New York (like California’s CCPA/CPRA).
Add a section outlining co-managed IT responsibilities regarding end-user privacy.