Privacy Policy

Maia Consulting, LLC ("Maia Consulting," "we," "us," or "our") is a medical equipment planning firm serving healthcare design, construction, and renovation projects. This Privacy Policy explains how we collect, use, store, and protect information when you visit our website at www.maiaconsulting.com (the "Site").

1. Information We Collect

We collect the following categories of information:

• Contact form submissions — your name, email address, and optionally your phone number, organization, and the content of your message, submitted through our contact form. These are delivered to us by email and are not stored in a separate database.
• Resource download requests — your name, email address, and optionally your organization, submitted when you request a downloadable guide or checklist. This information is stored in our Azure Table Storage database so we can send you the resource and follow up about our services.
• Server logs — standard web server information recorded automatically by our hosting provider, including IP address, browser type, operating system, referring URL, pages requested, and the date and time of each request. These logs are generated by hosting infrastructure and are used for security, troubleshooting, and abuse prevention.
• Website analytics data — pages visited, referral sources, device type, browser, and approximate location. This data is collected only if you opt in through our cookie consent banner; no analytics scripts load before you accept.

2. How We Use Your Information

We use the information we collect to:

• Respond to your inquiries and contact form submissions.
• Deliver the guides, checklists, and other resources you request.
• Provide information about our medical equipment planning services, including follow-up about a resource you requested.
• Operate, maintain, secure, and improve the Site.
• Understand how visitors use the Site, where you have opted in to analytics.
• Comply with legal obligations.

Email we send. The only email we send you is the resource you asked for and any direct reply to an inquiry you started. We do not send newsletters, bulk marketing, or automated campaigns, and we do not add you to a mailing list or share your address with anyone for their own marketing. If we contact you about our services after you download a resource, you can stop that at any time by replying to the message or emailing info@maiaplanning.com; we will honor the request, and we will delete your details entirely if you ask.

3. Data Storage and Security

The Site is hosted on Microsoft Azure infrastructure located in the United States. Data submitted through our forms is transmitted over TLS and, where stored, is encrypted at rest using Azure's built-in encryption.

While we take reasonable technical and organizational measures to protect your information, no method of electronic storage or transmission is completely secure. We cannot guarantee absolute security.

4. Third-Party Services

We use the following third-party services to operate this Site:

• Microsoft Azure (Microsoft Corporation) — website hosting, serverless functions, Table Storage for resource download records, and email delivery via Azure Communication Services.
• Google Analytics (Google LLC) — website traffic analysis, pageview tracking, and audience insights. Loads only after you opt in via our cookie banner.

We do not sell, rent, or share your personal information with third parties for their marketing purposes. Third-party services receive only the data necessary to perform their function and are bound by their own privacy policies. We do not use advertising cookies, tracking pixels, session-recording tools, or heatmap tools anywhere on this Site.

5. Cookies, Consent, and Tracking

This Site uses optional analytics cookies from Google Analytics to understand website usage and improve our content. These are opt-in only: no analytics scripts load unless you click Accept in our cookie consent banner. If you decline, or simply ignore the banner, no analytics data is collected and no analytics cookies are set. You can change your choice at any time using the Your Privacy Choices link in the site footer. If you change your choice from Accept to Decline, we delete the analytics cookies already set in your browser and reload the page so that tracking stops immediately.

Your consent choice itself is stored in your browser's local storage so that we can remember it. We ask again after 12 months. This choice is stored on your device only; it is not transmitted to us or to any third party.

The complete list of cookies and browser storage this Site uses:

Nothing else is stored. This Site sets no third-party cookies, no advertising cookies, no tracking pixels, and no session-recording or heatmap storage of any kind. If you decline, or simply ignore the banner, the two Google Analytics cookies above are never set at all. Cookie durations are set by Google and may change; the durations shown were verified on the effective date of this policy.

We honor the Global Privacy Control (GPC) browser signal. If your browser sends a GPC signal, we automatically apply an opt-out of analytics cookies without requiring any action from you, and we do not display the consent banner. An explicit Accept in the banner will override the signal for this site only. If you previously accepted and later enable GPC, we surface the banner again rather than silently overriding your signal.

We do not respond to browser "Do Not Track" headers other than the GPC signal described above. We do not use any third-party consent-management vendor; the consent banner is served by us, from this Site.

6. Data Retention

We retain contact form correspondence for as long as necessary to respond to your inquiry and maintain our business records. Resource download records stored in Azure Table Storage are retained until you ask us to delete them or until they are no longer useful for the purpose described in Section 2. Server logs are retained on the schedule set by our hosting provider. You may request deletion of your information at any time using the contact details in Section 10, and we will comply except where retention is required by law or for legitimate business purposes such as resolving disputes or enforcing agreements.

7. Your Privacy Rights (Including US State Privacy Laws)

Depending on where you live — including under the California Consumer Privacy Act (CCPA/CPRA) and similar comprehensive privacy laws in Virginia, Colorado, Connecticut, Texas, Oregon, and other US states — you have the right to:

• Know and access the personal information we hold about you, including the categories collected and the purposes for which it is used.
• Correct inaccurate or incomplete information.
• Delete your personal information, subject to legal and contractual obligations.
• Obtain a portable copy of your data in a commonly used, machine-readable format.
• Opt out of the sale or sharing of personal information and of targeted advertising. We do not sell personal information, and we do not share it for cross-context behavioral advertising. Optional analytics cookies load only with your opt-in consent, and we honor the Global Privacy Control signal as an opt-out (see Section 5).
• Non-discrimination — we will not deny services, charge different prices, or provide a different level of service because you exercised any of these rights.

To exercise any of these rights, contact us at info@maiaplanning.com, or use the Your Privacy Choices link in the site footer to manage cookie consent. We will respond to requests within the time required by applicable law, and in any case within 45 days, extendable where the law allows. We may need to verify your identity before fulfilling a request.

Appeals. If we decline your request, you may appeal by replying to our response with the subject line "Privacy Appeal," or by emailing info@maiaplanning.com with that subject line. We will respond to your appeal within the time required by applicable law. If your appeal is denied, you may contact your state attorney general.

You may also designate an authorized agent to make a request on your behalf. We may require proof of the agent's authority and may still ask you to verify your own identity directly.

8. Children's Privacy

Maia Consulting provides business-to-business services, and this Site is not directed to children under 13. We do not knowingly collect personal information from children under 13. If we become aware that we have collected personal information from a child under 13, we will take steps to delete that information.

9. Changes to This Policy

We may update this Privacy Policy from time to time. When we make changes, we will update the effective date at the top of this page. We encourage you to review this policy periodically.

10. Contact Us

If you have questions about this Privacy Policy, our data practices, or wish to exercise any of the rights described in Section 7, please contact us: