This Privacy Policy applies to the website indexsystemsinc.com and all services operated by Index Systems Inc, a Minority Owned Small Business and management consulting firm headquartered in Herndon, Virginia.
Information We Collect
We collect information you voluntarily provide to us and information collected automatically when you visit our website.
Information you provide:
- Name, email address, and phone number submitted via our contact form
- Resume, cover letter, and employment history submitted via our careers portal
- Security clearance level disclosed during the application process
- Communications and correspondence sent to our team
- Identity verification information submitted through our employee verification portal
Information collected automatically:
- IP address and browser type
- Pages visited and time spent on the site
- Referring website and search terms
- Device type and operating system
How We Use Information
Index Systems Inc uses the information we collect solely for legitimate business purposes, including:
- Responding to inquiries submitted through our contact form
- Processing and evaluating employment applications
- Verifying the identity of current employees and contractors
- Communicating about project opportunities and business development
- Complying with federal contracting requirements and security obligations
- Improving our website and services
- Sending transactional communications (e.g., application confirmations)
We do not sell, rent, or trade your personal information to third parties for marketing purposes.
Information Sharing
We may share your information only in the following limited circumstances:
- Federal Agencies & Contracting Officers: As required by our government contracts and task orders
- Prime Contractors: Including Deloitte, CACI, and other teaming partners when required for contract performance
- Service Providers: Payroll (Paychex), benefits providers (Anthem, Unum), and 401k administrators who are bound by confidentiality agreements
- Legal Obligations: When required by law, court order, or federal regulation
- Security Incidents: To appropriate authorities in the event of a security breach or threat
Federal Compliance
As a federal contractor, Index Systems Inc operates in compliance with applicable federal privacy and security regulations, including:
- The Privacy Act of 1974
- Federal Information Security Modernization Act (FISMA)
- NIST SP 800-53 Security and Privacy Controls
- OMB Circular A-130, Managing Information as a Strategic Resource
- DoD 5400.11-R, Department of Defense Privacy Program
- FedRAMP security standards where applicable
Security clearance information and personnel security data are handled in strict accordance with the National Industrial Security Program Operating Manual (NISPOM) and applicable Executive Orders.
Data Security
We implement administrative, technical, and physical safeguards to protect your information against unauthorized access, alteration, disclosure, or destruction. Our security measures include:
- Encryption of data in transit using TLS/SSL protocols
- Access controls limiting data access to authorized personnel only
- Regular security training for all employees and contractors
- Compliance with NIST 800-53 security controls
- Security incident response procedures aligned with FISMA requirements
While we strive to protect your information, no method of transmission over the internet is 100% secure. If you believe your information has been compromised, contact us immediately at privacy@indexsystemsinc.com.
Cookies & Tracking
Our website may use cookies and similar technologies to improve your browsing experience. These include:
- Essential cookies: Required for basic website functionality
- Analytics cookies: Help us understand how visitors use our site (anonymized)
You may disable cookies through your browser settings; however, some features of our website may not function properly as a result. We do not use cookies for targeted advertising.
Your Rights
Depending on your jurisdiction and relationship with Index Systems Inc, you may have the right to:
- Access the personal information we hold about you
- Request correction of inaccurate or incomplete information
- Request deletion of your personal information, subject to legal obligations
- Opt out of non-essential communications
- Request information about how your data is used and shared
To exercise any of these rights, contact us at privacy@indexsystemsinc.com. We will respond within 30 days.
Data Retention
We retain your information only as long as necessary to fulfill the purposes described in this policy or as required by federal law and contract obligations:
- Job applications: Retained for 2 years from date of submission
- Employee records: Retained per FAR and applicable federal record retention schedules
- Contact inquiries: Retained for 1 year
- Contract-related records: Retained as required by federal acquisition regulations
Third-Party Services
Our website and operations utilize the following third-party services, each governed by their own privacy policies:
- Paychex — Payroll and HR processing
- Anthem — Health insurance benefits administration
- EyeMed / Unum — Vision and dental benefits
- MidAtlantic Capital Group — 401(k) plan administration
- FormSubmit — Contact form processing
We are not responsible for the privacy practices of third-party services. We encourage you to review their respective privacy policies.
Contact Us
If you have questions, concerns, or requests regarding this Privacy Policy or the handling of your personal information, please contact our Privacy Officer:
Privacy Officer — Index Systems Inc
We reserve the right to update this Privacy Policy at any time. Changes will be posted on this page with an updated effective date. Continued use of our website constitutes acceptance of the revised policy.