Effective Date: June 1, 2024
Last Updated: November 4, 2026
At SortBiz Solutions, doing business as SortBiz Digital Agency (“SortBiz,” “we,” “us,” or “our”), we respect your privacy and recognize the importance of protecting the personal and confidential business information entrusted to us.
This Privacy Policy explains how we collect, use, process, disclose, store, and protect personal information when you visit our website, contact us, request our services, or engage with our business.
We aim to handle personal information responsibly, maintain professional confidentiality, and apply appropriate safeguards throughout our business operations.
This Privacy Policy applies to https://sortbiz.com and to personal information we process in connection with our business activities, except where a separate agreement or privacy notice applies.
1. Who We Are
SortBiz Solutions, operating under the trading name SortBiz Digital Agency, provides business operations, administrative support, digital marketing, and technology solutions to organizations across various industries.
Our services include:
▪ Business Operations & Executive Support
▪ Tax & Accounting Operations Support
▪ Digital Marketing & Lead Generation
▪ AI Integration & Workflow Automation
▪ Project Management & Administrative Support
▪ Business Systems & Process Optimization
Business Name: SortBiz Solutions
Doing Business As (DBA): SortBiz Digital Agency
Website: https://sortbiz.com
Email: hello@sortbiz.com
For privacy-related questions or requests, contact us at hello@sortbiz.com.
2. Information We Collect
We collect personal information when you interact with our website, communicate with us, request services, or establish a business relationship with SortBiz.
The categories of information we collect depend on the nature of your interaction with us.
2.1 Information You Provide Directly
When you complete a contact form, schedule a consultation, request a proposal, or communicate with us, we may collect:
▪ Full name
▪ Email address
▪ Phone number
▪ Business or organization name
▪ Job title or professional role
▪ Business website
▪ Country or general location
▪ Services you are interested in
▪ Business requirements and operational challenges
▪ Appointment and consultation details
▪ Messages, inquiries, and correspondence
▪ Other information you voluntarily provide
We use this information to respond to inquiries, understand your requirements, and communicate about our services.
2.2 Client and Business Information
When delivering services, we may receive access to information contained in client-authorized business systems.
Depending on the engagement, this information may include:
▪ Customer and client contact information
▪ Business communications and correspondence
▪ Client onboarding documentation
▪ Engagement and service records
▪ Project and workflow information
▪ Customer relationship management records
▪ Administrative billing information
▪ Employee and contractor information
▪ Business processes and internal procedures
▪ Operational reports and records
▪ Information stored in authorized business applications
▪ Other information necessary to perform agreed services
We process this information only for authorized purposes and within the scope of the relevant engagement.
Where we process personal information on behalf of another organization, that organization generally determines the purposes and means of processing.
In those circumstances, SortBiz acts as a data processor or service provider, as applicable, and follows the client’s documented instructions and relevant contractual requirements.
2.3 Information Collected Automatically
When you visit our website, certain technical information may be collected automatically by our website infrastructure and any enabled technologies.
This information may include:
▪ Internet Protocol (IP) address
▪ Browser type and version
▪ Device type
▪ Operating system
▪ Pages visited
▪ Website navigation activity
▪ Referring websites
▪ Approximate geographic location
▪ Date and time of website visits
▪ Technical diagnostic information
▪ Cookies and similar identifiers
We may use this information to maintain website functionality, monitor performance, improve user experience, and protect our website against misuse.
2.4 Information From Third Parties
We may receive personal information from third-party services when you interact with SortBiz through those platforms.
These may include:
▪ Appointment scheduling services
▪ Customer relationship management platforms
▪ Email communication systems
▪ Website contact forms
▪ Marketing platforms
▪ Business directories
▪ Client referrals
▪ Authorized application integrations
We process information received from third parties in accordance with applicable laws and the purposes described in this policy.
3. How We Use Personal Information
We use personal information for legitimate business purposes, including operating our website, providing services, maintaining client relationships, and improving our operations.
3.1 Responding to Inquiries
We use personal information to:
▪ Respond to questions and service inquiries
▪ Schedule consultations
▪ Understand business requirements
▪ Provide requested information
▪ Prepare proposals and service recommendations
▪ Communicate about potential engagements
3.2 Providing Our Services
We process relevant information to:
▪ Deliver agreed business support services
▪ Coordinate administrative activities
▪ Manage projects and workflows
▪ Support client onboarding
▪ Maintain client communications
▪ Administer authorized business systems
▪ Implement approved workflow automations
▪ Track operational activities
▪ Provide service updates and reports
3.3 Managing Business Relationships
We may use information to:
▪ Maintain client records
▪ Administer service agreements
▪ Coordinate billing and payments
▪ Respond to support requests
▪ Manage service renewals
▪ Maintain business correspondence
▪ Meet contractual obligations
3.4 Improving Our Website and Services
We may use information to:
▪ Improve website functionality and usability
▪ Identify technical issues
▪ Understand website traffic and visitor interests
▪ Evaluate service demand
▪ Improve internal processes
▪ Develop relevant service offerings
3.5 Marketing Communications
Where permitted by applicable law, we may communicate with you about our services, business updates, and relevant opportunities.
Where consent is required, we will obtain it before sending marketing communications.
You may unsubscribe from promotional emails using the unsubscribe instructions provided or by contacting us directly.
3.6 Security and Legal Compliance
We may process information to:
▪ Protect our website and business systems
▪ Detect unauthorized activity
▪ Prevent fraud and misuse
▪ Investigate suspected security incidents
▪ Maintain legally required records
▪ Respond to lawful requests
▪ Establish, exercise, or defend legal claims
4. Legal Bases for Processing Personal Information
Where applicable privacy laws require a legal basis for processing personal information, we rely on an appropriate basis for the relevant activity.
4.1 Consent
We may process information when you provide valid consent, such as when subscribing to certain marketing communications or accepting optional website cookies.
Where applicable, you may withdraw consent at any time.
4.2 Contractual Necessity
We may process information when necessary to enter into or perform a contract with you.
This includes providing requested services, managing engagements, and maintaining contractual communications.
4.3 Legitimate Interests
Where permitted by law, we may process information for legitimate business interests, including:
▪ Responding to business inquiries
▪ Managing professional relationships
▪ Improving our services
▪ Maintaining website security
▪ Preventing fraud
▪ Supporting reasonable business administration
We consider applicable individual rights and interests when relying on this basis.
4.4 Legal Obligations
We may process information when necessary to comply with applicable laws, regulations, or enforceable legal requirements.
4.5 Processing on Behalf of Clients
Where we act as a data processor or service provider, our processing activities are governed by the client’s lawful instructions and applicable agreements.
The client generally remains responsible for identifying the appropriate legal basis for processing activities it directs.
5. Cookies and Tracking Technologies
Our website may use cookies and similar technologies to support functionality, improve performance, and understand visitor activity.
Cookies are small files that websites store on your device.
5.1 Essential Cookies
Essential cookies support necessary website functions, including:
▪ Website security
▪ Basic navigation
▪ Session management
▪ Form functionality
▪ Technical performance
5.2 Analytics Cookies
Where enabled, analytics technologies may help us understand:
▪ Website traffic
▪ Popular pages
▪ Visitor navigation
▪ Website performance
▪ General visitor engagement
5.3 Marketing Cookies
Where enabled, marketing technologies may help us evaluate campaigns, measure advertising effectiveness, or deliver relevant promotional content.
5.4 Managing Cookies
Where required by applicable law, we will request consent before activating non-essential cookies or tracking technologies.
You may also manage or disable cookies through your browser settings.
Disabling certain cookies may affect website functionality.
Where available, you can use our website’s cookie preference controls to manage optional tracking technologies.
6. How We Share Personal Information
We do not sell personal information in exchange for money.
We may share information when necessary to operate our business, deliver services, or meet legal obligations.
6.1 Authorized Service Providers
We may share necessary information with third-party providers that support our operations.
These may include:
▪ Website hosting providers
▪ Email and communication services
▪ Appointment scheduling platforms
▪ Customer relationship management systems
▪ Cloud storage providers
▪ Project management applications
▪ Payment service providers
▪ Website analytics providers
▪ Marketing platforms
▪ Workflow automation services
▪ AI technology providers
We seek to limit disclosures to information reasonably necessary for the intended service.
6.2 Team Members and Contractors
Authorized employees, contractors, and business partners may access information when necessary to perform assigned responsibilities.
Such access is subject to applicable confidentiality, authorization, and security requirements.
6.3 Client-Authorized Disclosures
When working on behalf of clients, we may transfer information between approved systems or share information with authorized individuals as instructed.
6.4 Legal Requirements
We may disclose information when required by applicable law, a valid legal process, or an enforceable request from a competent authority.
6.5 Business Transactions
If SortBiz undergoes a merger, acquisition, restructuring, or transfer of business assets, relevant information may be transferred as permitted by law and subject to appropriate safeguards.
7. Client Information and Confidentiality
We recognize that businesses may entrust us with confidential operational, commercial, and personal information.
We aim to handle this information responsibly and use it only for authorized business purposes.
7.1 Authorized Access
We access client information only when necessary to perform agreed responsibilities.
Access to a client’s business systems does not authorize us to use information for unrelated purposes.
7.2 Confidential Business Information
Depending on the engagement, confidential information may include:
▪ Customer records
▪ Internal business communications
▪ Operational procedures
▪ Employee information
▪ Business plans
▪ Financial administration records
▪ Client engagement documentation
▪ Proprietary business information
We expect individuals working on our behalf to respect applicable confidentiality requirements.
7.3 Client-Controlled Information
Clients retain their applicable rights and responsibilities concerning information they provide or authorize us to process.
We do not claim ownership of client information merely because we access or process it while providing services.
7.4 Industry-Specific Information
Some clients operate in industries subject to additional privacy and confidentiality requirements.
These may include tax, accounting, healthcare, legal, and financial services.
Where applicable, we establish appropriate authorization and contractual arrangements before processing information subject to special legal protections.
For US tax return information, access, use, and disclosure may be restricted under Internal Revenue Code Section 7216 and related regulations.
An engagement for administrative support does not, by itself, establish authorization to access or disclose protected taxpayer information.
Additional information about our information protection approach is available in our Data Security & Confidentiality policy.
8. Artificial Intelligence and Automated Processing
SortBiz provides AI integration and workflow automation services.
These services may involve connecting applications, automating administrative activities, or using AI-enabled tools to support authorized business processes.
8.1 Responsible AI Use
We aim to use AI technologies responsibly and in accordance with applicable privacy requirements.
Our approach includes:
▪ Processing information for authorized purposes
▪ Considering information sensitivity
▪ Limiting unnecessary data disclosure
▪ Evaluating relevant third-party privacy terms
▪ Applying appropriate human oversight
▪ Following client instructions
▪ Respecting confidentiality obligations
8.2 Client Information and AI Tools
We do not assume that all AI platforms are suitable for confidential business information.
Before using AI tools to process client information, we consider the nature of the data, relevant contractual restrictions, applicable legal requirements, and available security controls.
Where necessary, we obtain appropriate client authorization.
8.3 Workflow Automation
Automated workflows may transfer information between approved business applications.
These workflows may support:
▪ Client onboarding
▪ Appointment scheduling
▪ Administrative notifications
▪ CRM updates
▪ Project coordination
▪ Document request tracking
▪ Operational reporting
We aim to limit automated processing to information reasonably necessary for the intended purpose.
Where applicable law grants rights concerning automated decisions, we will address those rights in accordance with the relevant requirements.
9. Data Security
We recognize the importance of protecting personal and confidential business information.
We aim to maintain administrative, technical, and organizational safeguards appropriate to the information we process.
These may include:
▪ Access controls and user permissions
▪ Strong authentication practices
▪ Multi-factor authentication where supported
▪ Secure communication and file-sharing methods
▪ Appropriate device security
▪ Confidentiality obligations
▪ Security awareness and training
▪ Restricted access to sensitive information
▪ Responsible management of third-party systems
▪ Security incident reporting procedures
No method of electronic transmission or storage guarantees absolute security.
We therefore cannot guarantee that information will always remain free from unauthorized access, disclosure, or loss.
For additional information about our security principles, please review our Data Security & Confidentiality page.
10. International Data Transfers
SortBiz may provide services to businesses in different countries, including the United States and other international markets.
Personal information may therefore be accessed, stored, or processed in countries other than the country where it was originally collected.
Where applicable, we take steps to address relevant international data protection requirements.
Depending on the circumstances, these may include:
▪ Appropriate contractual safeguards
▪ Data processing agreements
▪ Confidentiality obligations
▪ Access restrictions
▪ Security controls
▪ Legally recognized international transfer mechanisms
Some categories of information may require additional authorization or safeguards before international access or transfer.
We assess these requirements according to the information involved, applicable law, and the relevant engagement.
11. Data Retention
We retain personal information only for as long as reasonably necessary to fulfill the purposes for which it was collected, unless a longer retention period is required or permitted by law.
Retention periods depend on factors such as:
▪ The nature of the information
▪ The purpose of processing
▪ Contractual obligations
▪ Applicable legal requirements
▪ Client instructions
▪ Security and fraud prevention needs
▪ Legitimate business recordkeeping requirements
When information is no longer required, we aim to delete, anonymize, or securely dispose of it, subject to applicable obligations.
Information contained in backups may remain temporarily until the relevant backup retention period expires.
Where we process information on behalf of a client, retention and deletion may be governed by the client’s instructions and our contractual arrangements.
12. Your Privacy Rights
Depending on your location and applicable privacy laws, you may have certain rights regarding your personal information.
12.1 Right to Access
You may request confirmation of whether we process your personal information and, where applicable, access to that information.
12.2 Right to Correction
You may request correction of inaccurate or incomplete personal information.
12.3 Right to Deletion
You may request deletion of personal information, subject to applicable legal exceptions.
12.4 Right to Withdraw Consent
Where processing relies on consent, you may withdraw that consent.
Withdrawal does not affect processing that was lawful before consent was withdrawn.
12.5 Right to Object
Where applicable, you may object to certain processing activities.
12.6 Right to Restrict Processing
You may request restrictions on certain uses of your information where applicable law provides that right.
12.7 Right to Data Portability
Where applicable, you may request certain personal information in a structured, commonly used, machine-readable format.
12.8 Marketing Preferences
You may opt out of marketing communications at any time.
12.9 Right to Complain
Where applicable, you may lodge a complaint with the relevant data protection authority if you believe your information has been handled unlawfully.
12.10 Exercising Your Rights
To submit a privacy-related request, contact:
Email: hello@sortbiz.com
Suggested Subject: Privacy Rights Request
We may request reasonable information to verify your identity before responding.
We will review and respond to requests within the timeframes required by applicable law.
Where we process information on behalf of another organization, we may direct your request to that organization or assist it in responding.
13. Information Security Incidents
We take suspected information security incidents seriously.
If we identify an incident involving information under our responsibility, we aim to:
▪ Investigate the circumstances
▪ Take appropriate containment measures
▪ Assess potentially affected information
▪ Address identified vulnerabilities
▪ Notify relevant parties where legally or contractually required
▪ Cooperate with applicable regulatory obligations
▪ Review relevant procedures
Notification requirements depend on the nature of the incident, the information involved, and applicable law.
14. Children’s Privacy
Our website and services are intended primarily for businesses and professional users.
We do not knowingly collect personal information directly from children for service registration or marketing purposes without an appropriate legal basis.
If we become aware that we have collected a child’s personal information unlawfully, we will take appropriate steps to address it.
Parents or guardians may contact us at hello@sortbiz.com with relevant concerns.
15. Third-Party Websites
Our website may contain links to external websites, applications, or services.
We do not control the privacy practices of third-party websites.
Their privacy policies and terms may apply when you interact with them.
We encourage you to review their privacy information before providing personal data.
16. Changes to This Privacy Policy
We may update this Privacy Policy to reflect changes in:
▪ Our business operations
▪ Services and technology
▪ Information processing practices
▪ Third-party integrations
▪ Applicable legal requirements
▪ Privacy and security procedures
When we make changes, we will update the Last Updated date at the beginning of this policy.
Where applicable law requires additional notification or consent, we will take the necessary steps.
We encourage visitors and clients to review this policy periodically.
17. Contact Us
If you have questions about this Privacy Policy, our information processing practices, or your privacy rights, please contact us.
SortBiz Solutions
Doing Business As SortBiz Digital Agency
Website: https://sortbiz.com
Email: hello@sortbiz.com
Subject: Privacy & Data Protection Inquiry
We welcome privacy-related inquiries and will review them in accordance with applicable legal requirements.
Our Commitment to Your Privacy
At SortBiz, we believe responsible information handling is essential to building lasting business relationships.
We aim to respect your privacy, protect confidential information, and use technology responsibly while delivering dependable business support.
Your information deserves responsible handling, appropriate protection, and professional confidentiality.