1. Purpose
This Client Data & File Upload Policy describes how Power System Calcs, PLLC handles project-related files and technical materials submitted by prospective or existing clients. It is intended to supplement the Privacy Policy and Terms of Use. If a signed client agreement includes different or more specific requirements for project information, the signed agreement controls for that project.
2. Types of Materials Covered
This policy applies to materials submitted for quote preparation, scoping, engineering analysis, project execution, review, recordkeeping, or related business purposes, including:
- Electrical drawings, one-line diagrams, riser diagrams, panel schedules, equipment schedules, and specifications.
- Protective device data, transformer data, generator data, utility data, equipment submittals, and field data.
- Existing short circuit, coordination, arc flash, load-flow, or other power system studies.
- SKM, ETAP, spreadsheet, PDF, CAD, image, text, or other electronic files.
- Photographs, screenshots, reports, comments, open-item logs, markups, and project correspondence.
- Cloud links, file-transfer links, shared folders, or other electronic access methods provided by the client.
3. Submission Methods
Client materials may be submitted through approved methods such as email, website request forms, secure file-upload tools, cloud-storage links, file-transfer services, or other methods agreed by the parties. Power System Calcs may request that materials be resubmitted through a different method if the original submission is incomplete, inaccessible, corrupted, insecure, or impractical to use.
4. Responsibility for Submitted Materials
The person or organization submitting materials represents that it has the authority to provide those materials to Power System Calcs and that providing them does not violate any confidentiality obligation, law, regulation, security policy, export-control restriction, project agreement, or third-party right.
Clients are responsible for identifying any special confidentiality, security, export-control, access, retention, deletion, or handling requirements before submitting materials.
5. Avoiding Unnecessary Sensitive Information
Power System Calcs seeks to collect only information reasonably needed for scoping, proposing, performing, documenting, or administering professional services. Clients should avoid submitting unnecessary sensitive information, including passwords, credentials, Social Security numbers, payment-card information, personal health information, unrelated personal information, or security-sensitive facility information not needed for the requested services.
If security-sensitive facility information is necessary for a project, the client should notify Power System Calcs so that appropriate handling expectations can be addressed before submission where practical.
6. Access to Client Materials
Power System Calcs limits access to client materials to persons and service providers with a legitimate business need. Access may be provided to the owner, employees, subcontractors, consultants, professional advisors, insurers, legal counsel, accounting providers, technology providers, or other vendors as reasonably necessary for quote preparation, project execution, business administration, legal compliance, insurance, or dispute resolution.
7. Use of Client Materials
Power System Calcs may use client materials for purposes including:
- Quote preparation, project scoping, conflict checks, and feasibility evaluation.
- Engineering analysis, modeling, calculations, report preparation, review, quality control, and deliverable preparation.
- Client communications, meetings, comments, revisions, and project administration.
- Recordkeeping, accounting, insurance, legal defense, professional practice documentation, and business administration.
Power System Calcs will not use client materials for unrelated marketing or public disclosure without permission, except that Power System Calcs may describe its general services, experience, and non-confidential capabilities in marketing materials.
8. Internal Tools and Processing
Power System Calcs may process client materials using internal tools, templates, spreadsheets, commercial engineering software, software-assisted workflows, automation, and related business systems to support project execution and quality control. These internal resources may help with organization, data extraction, comparison, calculation, formatting, drafting, or review.
Unless a written agreement expressly provides otherwise, internal tools, templates, automation, intermediate files, workpapers, software configurations, and draft workflows are not client deliverables. Client deliverables are limited to the deliverables expressly identified in the applicable written agreement.
9. Third-Party Platforms
Client files may be stored, transmitted, accessed, or processed using third-party platforms selected by Power System Calcs for email, website hosting, form handling, file upload, cloud storage, backup, collaboration, automation, accounting, cybersecurity, or other business operations.
Power System Calcs will use reasonable care in selecting and configuring service providers appropriate for its business needs. However, third-party platforms are governed by their own terms, privacy policies, security practices, and service limitations.
10. Cloud Links and Shared Folders
If a client provides a cloud link, shared folder, or file-transfer link, the client is responsible for maintaining appropriate permissions, access controls, link expiration, and file availability unless otherwise agreed. Power System Calcs is not responsible for monitoring changes to client-controlled folders after initial download or review unless that responsibility is expressly included in the project scope.
11. Retention, Archiving, and Deletion
Power System Calcs may retain client materials for quote preparation, project performance, communications, recordkeeping, accounting, insurance, legal defense, quality assurance, professional practice documentation, and business administration. Retention periods may vary by project and file type.
If no engagement is formed, prospective-client files may be retained, archived, or deleted. If an engagement is formed, project records may be retained after completion in accordance with business, insurance, legal, contractual, and professional practice needs.
Client requests for deletion will be evaluated in light of applicable law, contractual obligations, professional obligations, recordkeeping needs, backup systems, and legitimate business purposes.
12. Security
Power System Calcs uses reasonable administrative, technical, and organizational safeguards appropriate for a single-member or small professional engineering consulting firm. These may include account access controls, password protection, reputable service providers, access-rights review, backups, and reasonable operational controls.
No electronic transmission or storage method can be guaranteed completely secure. Clients should notify Power System Calcs before transmitting materials that require special handling, enhanced security, or contractual data-protection requirements.
13. File Integrity and Completeness
Power System Calcs may rely on the files, data, assumptions, and information provided by the client or project team unless the applicable written agreement states otherwise. Clients are responsible for providing accurate, complete, current, and relevant information needed for the requested services.
Submitting files through the website or intake process does not guarantee that Power System Calcs has accepted the project, reviewed the files for completeness, identified all missing information, or agreed to perform services.
14. Client Ownership and Company Work Product
Clients retain ownership of the materials they provide, subject to any applicable third-party rights. Power System Calcs retains ownership of its internal tools, templates, methodologies, workflows, know-how, draft materials, and work processes, unless a written agreement states otherwise.
Final deliverables, usage rights, reliance rights, and restrictions on distribution are governed by the applicable written agreement.
15. Questions
Questions about file uploads, data handling, or special project requirements may be directed to:
- Power System Calcs, PLLC
- info@powersystemcalcs.com