Pittsburgh Laundry Systems, LLC SMS Privacy Policy

Effective date: [09.08.25]

1. Overview Pittsburgh Laundry Systems, LLC (“we,” “us,” or “our”) provides SMS messaging services to communicate with customers, schedule appointments, and share service updates. This Privacy Policy explains how we collect, use, disclose, and protect personal information obtained through our SMS messaging program and related Microsoft Teams integrations.
2. Information We Collect We may collect personal information related to your use of our SMS services, including:

• Contact information: phone number, name, email address (when provided).
• Interaction data: SMS message content, timestamps, responses, and opt-in/opt-out choices.
• Device and usage data: information about the device and network you use to receive messages, delivery status, and interaction analytics.
• Service context: appointment details, service orders, technician status updates, and customer support messages.

3. How We Use Your Information We may use your information to:

• Send and receive SMS messages for appointment reminders, service updates, confirmations, and support.
• Route inquiries to appropriate team members and provide timely responses.
• Confirm opt-in and manage opt-out preferences.
• Improve service quality, diagnose issues, and maintain system performance.
• Meet legal, regulatory, and contractual obligations.

4. Legal Bases for Processing (where applicable)

• Consent: You opt in to receive SMS messages.
• Legitimate Interests: We process data to provide and improve services, ensure security, and maintain operations.
• Contractual Necessity: Data is processed to fulfill service requests and handle communications related to your account or service.

5. Opt-In, Opt-Out, and Preferences

• Opt-In: By providing your phone number and opting in, you consent to receive SMS messages related to our services.
• Opt-Out: You may opt out at any time by replying STOP to any SMS message or by using the opt-out option provided in communications. We will honor opt-out requests promptly and stop sending non-transactional messages.
• Preferences: You may manage certain notification preferences by contacting us at info@pittsburghlaundrysystems.com or through your account interface if available.

6. Sharing and Disclosure We do not sell your personal information to third parties for their marketing purposes. We may share:

• With service providers and contractors who help us operate SMS services (e.g., SMS gateway providers, hosting providers) under confidentiality obligations.
• As required by law, to comply with a legal process, or to protect our rights, property, or safety.
• With your consent or at your direction.

7. Data Retention and Deletion

• We retain SMS-related data for as long as necessary to provide services, comply with legal obligations, resolve disputes, and enforce agreements.
• If you request deletion of your data, we will honor reasonable requests in accordance with applicable laws and internal policies. Some information may be retained for legitimate business purposes or to fulfill contractual obligations.

8. Security

• We implement reasonable administrative, technical, and physical safeguards to protect SMS data from unauthorized access, disclosure, alteration, or destruction.
• Access to SMS data is restricted to authorized personnel with a need-to-know basis and is managed through role-based access controls and authentication.

9. Data Transfers and Storage

• SMS data may be stored and processed in the United States or other jurisdictions where we or our service providers operate.
• We strive to maintain appropriate safeguards for cross-border data transfers in compliance with applicable laws.

10. Your Rights

• Access: You may request access to the personal information we hold about you.
• Correction: You may request corrections to inaccurate or incomplete data.
• Deletion: You may request deletion of your personal data, subject to legal and business retention requirements.
• Restriction/Objection: You may request restrictions on processing or object to certain processing activities.
• Data Portability: Where applicable, you may request a copy of your data in a common, machine-readable format. To exercise these rights, contact us at info@pittsburghlaundrysystems.com.

11. Children’s Privacy Our SMS services are not directed at children under 16. We do not knowingly collect personal information from children under 16. If we become aware that a child under 16 has provided identifiable information, we will take steps to delete it as soon as possible.
12. Cookies and Tracking in SMS/Teams Context

• Our SMS communications may include links that direct you to our website or systems that use cookies or similar technologies. Our website privacy policy describes these practices. In the SMS context, we rely on standard carrier and gateway capabilities and do not set cookies on devices through SMS.

13. Changes to This Policy We may update this Privacy Policy from time to time. If we make material changes, we will provide notice appropriate to the change (e.g., in-app notification, email, or a prominent notice on our website) and update the effective date.
14. How to Contact Us If you have questions, concerns, or requests regarding this SMS Privacy Policy or our SMS practices, please contact:

• Privacy Officer: Michael Martik
• Email: info@pittsburghlaundrysystems.com
• Mailing address: 7500 Washington Ave, Pittsburgh, PA, 15218

15. Compliance and Regulatory Notes

• This policy is intended to align with applicable privacy and data protection laws (e.g., CCPA/CPRA, GDPR as applicable, CAN-SPAM for communications, HIPAA where medical data is involved, and state/federal telecommunications regulations). Where relevant, additional safeguards or notices may apply to specific use cases.
• For any healthcare-related data (PHI) or highly sensitive information, ensure compatibility with HIPAA/commercially reasonable safeguards and obtain required business associate agreements (BAAs) with involved vendors.

SMS-Opt-In Form: