This Privacy Policy explains how Excel Programming, the working developer name used by EXCELLENCE IN COMPUTER PROGRAMMING, INC., collects, uses, stores and protects personal information in the course of running a computer systems design practice from its office at 1609 Palo Verde Dr, Rapid City - 57701-4461, United States (US). The company treats privacy as part of professional craftsmanship: information is gathered only when there is a genuine reason, it is kept no longer than needed, and it is handled with the same care given to a client build sheet. This document describes the categories of data the company may hold, the purposes for which it is used, the lawful grounds relied upon, the parties with whom it may be shared, the security measures applied, the retention rules, and the rights available to the people whose information the company holds. The policy applies to this website, to enquiries received through it, to correspondence handled by the contact desk, and to the working records that support delivered engagements.
1. Who We Are
EXCELLENCE IN COMPUTER PROGRAMMING, INC. is a computer systems design and integrated systems design practice with its office at 1609 Palo Verde Dr, Rapid City - 57701-4461, United States (US). The company trades and presents its software work under the developer name Excel Programming. For the purposes of applicable data protection law, the company is the controller of the personal information described in this policy. References to the company, to Excel Programming, to we, to us and to our in this document mean the same organisation and its porch office in Rapid City.
The company designs, builds and hands off software for integrated systems. That work involves short exchanges with clients, prospective clients, vendors and partners. Most of the information described here arrives through ordinary business correspondence and through the forms and pages on this website. The company does not run an advertising business, does not sell personal information, and does not operate a consumer platform. Privacy obligations are therefore focused on the small volume of information that professional services work genuinely requires.
The company recognises that clients trust it with details about their internal systems, and that such details can be sensitive even when they are technical. The same discipline applied to build sheets and release notes is applied to records containing personal information: each record has a purpose, an owner and a retention point. Records that no longer serve a purpose are disposed of rather than left to accumulate.
2. Scope of This Policy
This policy applies to information collected through the public website at ecpcode.org, through email and telephone contact directed to the company, through written correspondence relating to an engagement, and through the working documents that support delivery, including task boards, build sheets, release notes and handoff notes. It does not apply to third party websites that may be linked from this site, nor to the internal systems of a client, which remain governed by the client own policies.
Where a client provides personal information to the company inside a delivered system, for example in test data or sample records, the client remains the controller of that information and the company acts on the client documented instructions. In those circumstances the terms of the relevant engagement agreement govern the handling of the data, and this website policy applies only to the extent that it does not conflict with that agreement.
By using this website or by contacting the company, you acknowledge that you have read this policy. If you do not agree with the practices described here, you should avoid submitting personal information through this site and may instead contact the company to discuss an alternative arrangement.
3. Information We Collect
The company collects two broad categories of information: information you choose to provide, and limited technical information generated automatically when a page is requested. The categories are small by design. No information is collected simply because it can be collected, and no category exists purely to support marketing or profiling.
Information you provide may include your name, employer or organisation name, role, email address, telephone number, postal address, the content of your message, attachments you choose to send, and any details about systems or schedules that you include in a written enquiry. Information collected automatically may include the internet protocol address that reaches the server, the browser type and version, the requested page, the referring page where one is supplied, and the date and time of the request.
The company does not intentionally collect special category information such as health data, biometric data, political opinions or religious beliefs. If such information reaches the company because it was included in a message, it will be handled with additional care and deleted once the purpose of the correspondence has been served.
4. Information You Provide
You provide information whenever you complete the contact form, send an email to logistics@ecpcode.org, telephone +19284478569, or hand over documents during an engagement. The contact form on this website does not transmit data to a server operated by the company. Instead it composes a message inside your own mail application and addresses it to the company mailbox, which means the information reaches the company through your email provider in the usual way.
When you provide information in an enquiry, the company uses it to answer the enquiry, to prepare an intake note if the matter proceeds, to arrange a meeting, and to keep an accurate record of the conversation. If an engagement begins, the information may be referenced in a task board bay, a build sheet or a handoff note, always limited to what the work requires.
You are never obliged to provide personal information to browse the public pages of this website. Some enquiries cannot be answered without a means of reply, and in that case the company will explain what is needed and why. Please provide only the information that is genuinely relevant to your enquiry, and avoid including third party personal information unless it is necessary and you have the right to share it.
5. Automatic Information
Web servers routinely record technical details each time a page is requested. These details support security, troubleshooting and an understanding of which pages are used. The company treats such records as operationally necessary rather than as a source of insight about individuals. They are not used to build profiles, to infer interests, or to target advertising.
The technical details may include the internet protocol address, the browser identifier, the operating system family, the requested path, the response status and the time of the request. Server logs are held by the hosting provider and are accessible to the company only for the purposes of maintenance and incident response. Logs are rotated and disposed of according to the retention rules in this policy.
The company does not attempt to link technical records to named individuals except where this is necessary to investigate a security incident, to satisfy a legal obligation, or to protect the rights of the company or of another person. In those narrow circumstances the linkage is limited to the specific investigation and is removed once the matter is closed.
6. How We Use Information
Information is used to respond to enquiries, to prepare intake notes, to schedule meetings, to deliver the six porch services, to maintain accurate professional records, to issue invoices and manage accounts, to comply with legal and accounting obligations, to protect the security of the website and systems, and to improve the clarity of published material. Each use is tied to a genuine professional purpose and is limited to what that purpose requires.
The company may use contact details to follow up on an enquiry that has not yet been answered, to confirm a meeting time, or to send a document requested during a conversation. The company does not send marketing newsletters and does not add people to a mailing list without a separate, explicit request. If the company ever introduces an optional bulletin, it will be offered as an independent choice and will include a straightforward way to stop receiving it.
The company may create aggregated summaries, for example the number of enquiries received in a quarter or the number of engagements completed in a year. Aggregated summaries are constructed so that no individual can be identified and are used only for planning and for describing the practice in general terms.
7. Lawful Basis for Processing
Where the General Data Protection Regulation of the European Union applies, the company relies on one or more of the following lawful bases. Processing is necessary to take steps at your request before entering a contract, or to perform a contract with you or with your organisation. Processing is necessary for the legitimate interests of the company in running a professional practice, provided those interests are not overridden by your rights. Processing is necessary to comply with a legal obligation, such as tax and accounting record keeping. Processing is based on your consent where the company has specifically asked for it and you have given it freely.
When the company relies on legitimate interests, it considers the nature of the information, the reasonable expectations of the person concerned, and the availability of less intrusive alternatives. Because the company handles a small volume of professional correspondence, the assessment is straightforward, but it is still recorded so that a clear rationale exists for each processing activity.
Consent can be withdrawn at any time. Withdrawing consent does not affect processing that took place before the withdrawal, and it does not affect processing that relies on another lawful basis, such as the need to keep accounting records.
10. Service Providers
The company relies on a small number of service providers to operate its website and its business. These may include a hosting provider, an email provider, a domain registrar, an accountant and a banking institution for payments. Each provider processes information only for the function it performs and only on the instructions of the company.
Contracts with service providers require confidentiality, security and data protection commitments appropriate to the service. Where a provider processes information outside the country in which it was collected, the company relies on recognised transfer mechanisms and reviews the provider safeguards before the arrangement begins.
The company reviews its providers periodically. A provider that no longer meets the required standard is replaced, and information held by it is transferred or deleted in accordance with the retention rules described below.
11. How We Protect Information
The company applies technical and organisational measures that are proportionate to the information it holds. These include encrypted connections for this website, access controls on the systems that store correspondence, separate accounts for different staff roles, routine software updates, and a practice of keeping only the records that are needed.
Staff and contractors who handle information receive guidance on confidentiality and on the procedure for reporting a suspected incident. Access to client records is limited to those who are working on the relevant engagement or who need the record to answer a question raised by the client.
No system is entirely free of risk. The company cannot guarantee absolute security, but it takes incidents seriously. If a breach is discovered that is likely to result in a risk to the rights of individuals, the company will assess the matter promptly, notify the relevant authority where required, and inform affected people without undue delay where the risk is high.
12. Retention of Information
Information is kept only for as long as it is needed for the purpose for which it was collected, plus any additional period required by law. Enquiries that do not lead to an engagement are normally retained for twelve months so that a follow up conversation has context, after which they are deleted. Correspondence relating to a completed engagement is retained for the period required by accounting and professional practice rules, typically seven years.
Technical logs are retained for a shorter period, usually no more than ninety days, unless they are needed for a specific investigation. Working documents such as task boards, build sheets and handoff notes are retained for the duration of the engagement and for a reasonable period afterward, so that a client team can return to them if a question arises.
When a retention period ends, records are deleted or anonymised in a way that prevents reconstruction. Backups are subject to a scheduled rotation, and information removed from live systems is removed from backups as the rotation proceeds.
13. Your Privacy Rights
Depending on where you live, you may have rights regarding your personal information. These commonly include the right to be informed about how information is used, the right of access to the information held about you, the right to correct inaccurate information, the right to request deletion where there is no overriding reason to keep it, the right to restrict processing, the right to object to processing based on legitimate interests, and the right to receive your information in a portable format.
Where the company relies on consent, you may withdraw it at any time. Where the company relies on legitimate interests, you may object, and the company will consider whether its interests outweigh your rights in the particular circumstances. If a request is refused, the company will explain the reason and the available route to challenge the decision.
Requests are handled free of charge in most cases. If a request is clearly unfounded or excessive, the company may charge a reasonable fee or decline the request, and it will explain the decision in writing. To exercise a right, write to logistics@ecpcode.org and describe what you would like the company to do.
14. Access and Correction
You may ask to see the personal information the company holds about you. The company will verify your identity before responding, which normally involves confirming your email address or telephone number against the records held. Access requests are answered within thirty days unless the request is complex, in which case the company will explain the extension.
If you believe that information is inaccurate or incomplete, you may ask for it to be corrected. The company will make the correction and, where appropriate, inform any party that received the information of the change. If the company disagrees that a correction is warranted, it will record your view alongside the information so that the disagreement is visible.
You may also ask for a copy of the information in a commonly used electronic format. The company will provide the copy in the manner you request where this is technically feasible.
15. Privacy for Children
This website and the services of EXCELLENCE IN COMPUTER PROGRAMMING, INC. are intended for professional business use and are not directed to children. The company does not knowingly collect personal information from a child under the age of sixteen. If the company becomes aware that such information has been submitted, it will delete the information as soon as practicable.
Parents and guardians who believe that a child has provided personal information to the company may write to logistics@ecpcode.org and request deletion. The request will be handled promptly and without charge.
Because the company deals only with organisations and their representatives, it does not operate features that would encourage use by minors and does not create profiles of any visitor, whatever their age.
16. International Visitors
The company office is in Rapid City, South Dakota, in the United States. If you visit this website from another country, your information will be processed in the United States, where data protection rules may differ from those in your home jurisdiction.
Where the company receives information from visitors in the European Economic Area, the United Kingdom or Switzerland, it applies the safeguards required by applicable law, including the standard contractual clauses where a transfer to a provider is required. The volume of information involved is small, and the company keeps transfers to what is necessary for the professional correspondence in question.
By contacting the company from outside the United States, you accept that the information you provide will be handled as described in this policy. If you would prefer to discuss an alternative arrangement before sharing information, please contact the office first.
17. Third Party Links
This website may occasionally include a link to an external resource, such as a standard or a professional body. The company does not control external websites and is not responsible for their privacy practices. A link does not imply that the company endorses the practices of the destination site.
If you follow an external link, you should read the privacy notice of that site before providing any information to it. If you believe that a link on this site points to an inappropriate destination, please report it to logistics@ecpcode.org so that it can be reviewed.
The company does not embed social media widgets, advertising frames or third party tracking scripts on its pages, which avoids the kind of passive disclosure that those features can produce.
18. Professional Confidentiality
Much of the information handled by the company consists of client system details, which may not identify a person directly but are commercially sensitive. The company treats this information as confidential even where it is not personal information in the strict legal sense. Task boards, build sheets and release notes are visible only to the people working on the engagement and to the client team that owns them.
Contractors who participate in an engagement sign confidentiality terms that survive the end of their engagement with the company. Any information shared with a third party in the course of delivery is limited to what is necessary for that party to perform its function, and the disclosure is recorded.
The company does not publish client material as a portfolio without written permission. Where a case description is published, identifiers are removed and the description is reviewed with the client before release.
19. Changes to This Policy
The company may update this policy to reflect changes in its practices, in the services it offers, or in the law that applies to it. When an update is made, the effective date at the top of the document is revised and the revised policy is published on this page.
If a change materially affects how personal information is handled, the company will take reasonable steps to inform the people concerned, for example by placing a clear notice on the homepage or by writing to contacts whose information the change affects. Continued use of the website after a change takes effect indicates acceptance of the revised policy.
Previous versions of this policy are retained so that a person can understand the terms that applied when information was provided. A previous version can be requested from logistics@ecpcode.org.
20. How to Contact Us
Questions about this policy, requests to exercise a privacy right and reports of a suspected incident may be sent to the company by email at logistics@ecpcode.org or by telephone at +19284478569. Written correspondence may be posted to EXCELLENCE IN COMPUTER PROGRAMMING, INC., 1609 Palo Verde Dr, Rapid City - 57701-4461, United States (US).
The company aims to acknowledge privacy correspondence within two business days and to resolve it as promptly as the circumstances allow. If you are not satisfied with the response, you may raise the matter with a supervisory authority in your country of residence.
This policy was last reviewed and published for the current year of operation of the practice at the Rapid City office of EXCELLENCE IN COMPUTER PROGRAMMING, INC.
This policy works together with the Terms of Service that govern use of this website. Both documents describe the practices of EXCELLENCE IN COMPUTER PROGRAMMING, INC. and should be read side by side.