Cybercave Technologies

Privacy Policy

Last updated: October 20, 2026

Cybercave Technologies, LLC ("Cybercave," "we") is a veteran-owned web design, hosting and IT business in Plainwell, Michigan. This policy explains, in plain language, what information we collect, why, and what we do with it.

The short version: we collect only what we need to answer you and do the work you hire us for. We don't sell or rent your information, we don't use advertising or tracking cookies, and we don't set cookies of our own (Cloudflare may set a short-lived security cookie — see below).

1. Information we collect

When you use our “Book a free consult” form

The form on our website asks for:

Your name
Your email address
The service you're interested in (picked from a list)
Your message (optional)

The form also has a hidden field that real visitors never see. It helps us block spam robots. Submitting the form doesn't sign you up for any mailing list. Form submissions are emailed to support@cybercavetech.com and saved on our secured, locally operated servers and in our encrypted backups.

When you email us or book an appointment

If you email support@cybercavetech.com, we have your email address and whatever you write.
If you book an appointment through our online booking link, the booking is handled by Google Calendar appointment scheduling. Google collects the details you enter (such as your name and email) and shares them with us so we can meet with you. Google's own privacy policy applies to that page.

When you fill out our Client Intake Questionnaire

To understand a new request, we may ask for:

Name, business name, email, and (optional) phone number
Your address or service location
Details about your request, timing and budget
For website projects: your current website and domain, the pages and features you want, and the content you plan to provide
For IT work: number of users and devices, your internet provider and equipment, and what's going wrong

When you become a client

To provide and bill for services, we may keep:

Contact and billing details, signed agreements, quotes, change orders and invoices
Payment records. We send invoices and take payments through PayPal, and also accept Cash App, cash and check. Card and account details you enter in PayPal or Cash App are handled by those companies, not stored by us.
Logins, passwords or access you give us for your domain, website, accounts or devices (see section 4)

When we host your website

If we host your website, we store your site's files, databases and uploads on our servers, along with backups. If your website collects information from your own visitors (for example, through a contact form), we store that information on your behalf and handle it only to run your site. Every website we build includes its own privacy page, which tells your visitors how their information is used. You are responsible for keeping that page accurate for how your business uses visitor information.

When we provide IT support

During remote or on-site support, we may see files, emails or other information on your devices. We look only at what we need to fix the problem, and we don't copy or keep your files unless the job requires it (for example, data recovery or a backup you asked for). For remote support we use AnyDesk, and a session starts only when you allow it.

Automatically, when you visit our website

Cloudflare. Our website runs through Cloudflare, which provides the secure (HTTPS) connection and blocks attacks. To do this, Cloudflare processes standard technical information such as your IP address and browser type. Cloudflare may set a short-lived security cookie if it needs to check for automated attack traffic; it isn't used for tracking or advertising.
Website analytics (on our own server). We use GoatCounter, an open-source analytics program that runs on a server we control, to count visits and understand which pages are useful. It records the page visited, the referring website or campaign (such as a utm_source or utm_campaign link), browser and device type, screen size, language, and approximate country. It does not use cookies, does not follow you to other websites, and is not used for advertising. To count a visit, avoid counting the same visit twice, and work out approximate country, browser and device type, your IP address and browser details are processed briefly in the server's memory (for up to eight hours) and are not written to disk or saved in the analytics database. We do not sell this information or share it for advertising, and it stays on our server except as part of our encrypted backups. When someone submits one of our welcome-page forms, we count that submission as an event so we can tell how many signups a page produced; we do not send your name, email address, or message to the analytics program. We keep analytics data for 12 months, after which it is deleted automatically.
Cloudflare analytics beacon. Alongside GoatCounter, pages may load Cloudflare's Web Analytics beacon (static.cloudflareinsights.com/beacon.min.js), a small script that measures visits in aggregate. It is not used by us for advertising, and we do not use it to identify you. Cloudflare's delivery and security processing described above also applies to this beacon.
Server logs. Our web server keeps standard logs, including IP addresses, for 30 days to keep the site secure and working. After 30 days they're deleted automatically.

We don't use Google Analytics, advertising networks, tracking pixels or social-media tracking on our website.

2. How we use your information

To answer your questions and set up your free consultation
To prepare quotes, agreements and change orders
To provide the services you hire us for (website design, hosting, management, IT support, installs and consulting)
To send invoices, receipts, renewal confirmations and reminders, and service notices (for example, a planned maintenance notice or a price-change notice)
To keep our systems and your website secure and backed up
To meet legal, tax and accounting requirements

We may send marketing emails in the future, but only to people who choose to receive them (opt-in). Every marketing email will include an unsubscribe link and our postal address, and we'll honor unsubscribe requests within 10 business days.

3. Who we share it with

We don't sell, rent or trade your information. We share it only when needed to run the business:

Software and service providers we use to run the business, which process information only to do our work for you. These include Cloudflare (website delivery and security), Google Workspace (email), Google Drive (encrypted backup storage) and Google Calendar (appointment booking), PayPal (invoicing and payments), Cash App (payments) and AnyDesk (remote support). Hosting backups are encrypted and kept on our own equipment at two separate local locations. Encrypted copies are also stored in Google Drive. They are encrypted on our equipment before upload, so Google stores only the encrypted file. Our backup script automatically deletes Drive copies older than 30 days, and Google may keep removed files in its trash for up to 30 more days before deleting them.
Team members who help with client requests (for example, an office assistant handling intake and scheduling), with access limited to what their role needs.
Third-party vendors you ask us to work with, such as a domain registrar or a hardware manufacturer for a warranty claim.
When the law requires it, such as a valid court order, or to protect our rights or someone's safety.

4. Passwords and access you give us

If you give us logins or access to your accounts, devices or website:

We use them only to do the work you asked for.
We store them in an encrypted password manager and don't send them by plain email when we can avoid it.
When our work or agreement ends, we return or delete them as you direct, and we recommend you change any passwords you shared.

5. How long we keep information

Contact form messages and inquiries that don't become projects: 1 year
Client records (agreements, quotes, invoices, payment records): 7 years, for tax and accounting
Hosted website files and backups: while we host your site, plus backup copies as described in your hosting plan (Starter: daily backups kept 14 days plus a weekly offsite copy; Managed: backups kept 30 days plus a daily offsite copy). After hosting ends, you can ask for a copy of your site within 30 days, after which we delete it. Backups age out on their normal schedule. Encrypted copies stored with Google Drive are removed after 30 days (Google may keep removed files in its trash for up to 30 more days).
Logins and credentials: deleted or returned when the work or agreement ends.
Website analytics data: 12 months, then deleted automatically.

6. Security

We take reasonable steps to protect your information, including encrypted (HTTPS) connections, locally hosted servers with generator and battery backup, regular encrypted backups, with offsite copies at a second, separate local location and with Google Drive, client passwords kept in an encrypted password manager, and limiting access to client information. No system is perfectly secure, so we can't promise that information will never be lost or accessed without permission. If we learn of a security breach that affects your personal information, we will notify you without unreasonable delay and as required by Michigan law (including the Michigan Identity Theft Protection Act). If credentials or access you gave us may have been exposed, we'll tell you promptly so you can change them.

7. Your choices

You can ask us to:

Show you the personal information we hold about you
Correct it
Delete it (unless we need to keep it for legal, tax or contract reasons)
Stop sending you non-essential emails

Email support@cybercavetech.com and we'll respond within 5 business days.

8. Adults and businesses only

Our services are for adults 18 and older and for businesses only. We don't knowingly collect personal information from anyone under 18. If you believe someone under 18 has sent us information, contact us and we'll delete it.

9. Automated assistants we set up for clients

When a business hires us to run an automated assistant on its website, email, or text line:

Who controls the data: that business is responsible for the information its customers share. We process it only to run the assistant for them.
What's collected: what a customer types or texts (name, contact details, questions, appointment requests) and basic conversation logs (time and channel).
Vendors: the assistant uses third-party AI/SI model, texting, and calendar providers, which we list for each client in their agreement. They handle messages only to deliver the service. We say a vendor does not train public models on this data only where that vendor's terms say so.
No health information: the assistant isn't meant for medical details. Please don't share them; health questions go to staff.
Log retention: conversation logs are kept for 90 days, then deleted, unless the business exports them.
Deletion: ask the business, or email support@cybercavetech.com, and we'll delete your conversation data on the business's behalf.
Opt-out: reply STOP to any text to stop messages. You can always ask for a person instead.
We never sell it or use it for advertising.

10. Links to other websites

Our website links to other sites, such as our Facebook and Nextdoor pages and Google's booking page. Those sites have their own privacy policies, and we're not responsible for how they handle your information.

11. Changes to this policy

If we change this policy, we'll update the “Last updated” date at the top. For important changes affecting current clients, we'll also let you know by email.

12. Governing law

This policy and any dispute about it are governed by the laws of the State of Michigan.

13. Contact us

Cybercave Technologies, LLC
1179 102nd Ave
Plainwell, MI 49080
Email: support@cybercavetech.com
Phone: (269) 400-1604