Privacy Policy

1.Introduction & Scope

This Privacy Policy describes the policies and procedures of Vanguard Facility Solutions LLC (“Vanguard,” “we,” “us,” or “our”) regarding the collection, storage, use, and disclosure of information when you access our public website (vanguardfacilityli.com), submit quote requests, accept proposals, or use the Vanguard Client Portal and Staff Operations Suite.

We provide commercial cleaning, post-construction turnover, and specialty facility maintenance services throughout Nassau County and Suffolk County, Long Island, New York. By submitting information through our web applications or contracting our services, you consent to the data practices described in this policy.

2.Information We Collect

We collect information that is strictly necessary to evaluate facility requirements, issue binding proposals, execute scheduled cleaning shifts, and maintain verifiable service records:

3.How We Use Your Information

• Operational Delivery: Generating facility scopes of work, dispatching trained local crews, and executing commercial cleaning according to agreed specifications.
• Quality Assurance & Compliance: Storing supervisor verification checklists and photo logs in private vaults to prove contractual performance and resolve disputes.
• Invoicing & Transactional Communications: Delivering invoices, monthly statements, proposal tokens, and automated payment reminders via our transactional email provider (Resend).
• Security & Abuse Prevention: Verifying human traffic with Cloudflare Turnstile, enforcing IP-based rate limiting on sensitive forms, and recording role mutations in append-only security logs.

4.Private Vault Storage & Security Architecture

We employ enterprise-grade security standards to protect all client records:

• Row Level Security (RLS): Multi-tenant isolation is enforced at the database level using PostgreSQL Row Level Security. Authenticated client users can strictly view only their own company’s jobs, invoices, and service requests.
• Private Storage Buckets: Walkthrough photos, vendor agreements, and compliance certificates are stored in non-public Supabase storage buckets protected by file-type verification (JPEG, PNG, WebP, HEIC, PDF) and strict file size caps.
• Immutable Audit Logging: Sensitive actions—such as role modifications, invoice voids, and photo deletions—are captured automatically in append-only security audit logs accessible solely by Vanguard ownership.
• Encryption in Transit & at Rest: All web traffic is strictly encrypted using modern Transport Layer Security (TLS 1.3), Strict-Transport-Security (HSTS), and AES-256 server-side database encryption.

5.Zero Sale of Personal Data

6.Third-Party Infrastructure Processors

We work with select industry-leading infrastructure partners who process data strictly on our behalf under rigorous confidentiality and security terms:

• Cloudflare, Inc.: Global Content Delivery Network (CDN), DDoS mitigation, Cloudflare Workers execution, and Turnstile privacy-preserving bot detection.
• Supabase, Inc.: SOC2 Type II certified managed PostgreSQL database infrastructure, Row Level Security, user authentication, and encrypted file storage.
• Resend Technologies Inc.: Transactional email delivery infrastructure for proposals, invoice notifications, and password resets.

7.Data Retention, Account Rights & Deletion

We retain commercial service records, invoices, and photo documentation for the duration of your service agreement and as required by New York State commercial accounting regulations and tax audit obligations.

Clients may review, correct, or request the deletion of authorized portal accounts or non-statutory facility records at any time by contacting our privacy compliance team at info@vanguardfacilityli.com.