Author: J Ellis

How Do Websites Use My Data? A Cybersecurity Breakdown for Chicago Businesses

Every time you visit a website, data is being collected — often in ways you don’t realize. From browser activity to location and purchasing habits, this information fuels the internet economy. But how it’s gathered, shared, and protected varies widely — and not always in your favor.

At Black Diamond Solutions, we help Chicago businesses and professionals navigate the risks of data sharing while staying compliant with emerging privacy laws. As a value-added reseller (VAR) and trusted cybersecurity partner, our mission is to help you manage data securely — whether you’re protecting your customers, your employees, or yourself.

What Is Data Collection on Websites?

When you browse a website, it’s normal for that site to collect information like your IP address, device type, location, and user behavior. This can happen through:

• Cookies and session tracking
• Form submissions
• Third-party advertising scripts
• Browser fingerprinting and analytics tools

Some of this data is used to improve your experience — like remembering your shopping cart. But much of it is used for advertising, profiling, or reselling to third parties. Transparency is often lacking, which is where businesses can lose trust with their customers.

How Does Data Sharing Work?

Once websites collect your data, they may share it with outside entities via APIs, cloud integrations, or even unsecured file transfers. While data sharing can power useful insights and improve services, it also creates privacy risks when mishandled.

Data Sharing Methods

• APIs (Application Programming Interfaces)
• Cloud storage & file sharing platforms
• Third-party advertising networks

Risks of Improper Sharing

• Exposure to unauthorized parties
• Regulatory non-compliance (GDPR, CCPA, HIPAA, etc.)
• Reputation damage from leaked or misused data

That’s why Black Diamond Solutions offers solutions to help businesses enforce stronger access controls, implement end-to-end encryption, and create audit trails for every data exchange.

How Should Websites Manage User Data?

Effective data management starts with collecting only what you truly need. From there, businesses should encrypt all stored data, restrict access based on role, and maintain detailed records of what was collected and why.

Best Practices for Businesses:

• Be transparent — explain what you collect and how it’s used
• Give users control to opt-out, delete, or edit their data
• Encrypt all sensitive data at rest and in transit
• Audit third-party integrations and vendors regularly

At Black Diamond Solutions, we guide businesses in building compliant privacy frameworks that align with modern laws and ethical data use — with tools tailored for Chicago’s business community.

Why Data Privacy Matters in 2025

Data privacy isn’t just about compliance — it’s about protecting your reputation and your customers’ trust. With state and international privacy laws evolving fast, businesses that don’t take it seriously risk fines, lawsuits, and brand damage.

Ways to Build Data Trust:

• Publish clear privacy policies on your site
• Conduct regular cybersecurity training
• Use access logging and alerting for sensitive systems
• Work with experts to design a compliant data lifecycle

How Users Can Protect Themselves

While businesses have a responsibility to manage data well, individuals can also take steps to protect their privacy online.

Tips for Individuals:

• Use privacy-focused browsers and ad blockers
• Regularly review your social media and app permissions
• Use a VPN when browsing on public networks
• Read website privacy policies — or work with professionals to interpret them

Take Control of Your Data With Black Diamond Solutions

Whether you’re a business looking to implement better data governance or a user concerned about online tracking, Black Diamond Solutions has the tools and expertise to help. From secure cloud solutions to compliance consulting, we partner with you every step of the way.

Contact us today to protect your business and your customers — before your data falls into the wrong hands.

Smart Data Retention for Small Businesses: Stay Compliant, Save Space, and Protect Your Chicago Business

Is your business sitting on more data than you know what to do with? You’re not alone. In today’s digital world, small businesses are overwhelmed with customer records, employee files, emails, backups, and more. Without a clear policy, this digital clutter can lead to costly storage, security risks, and compliance headaches.

At Black Diamond Solutions, we help companies across Chicago build smart, scalable data retention policies that make sense for your business and industry. As a trusted value-added reseller (VAR) and IT partner, we offer solutions that go beyond just organizing files — we help you lower costs, reduce risk, and stay compliant with evolving data laws.

What Is a Data Retention Policy — And Why It Matters

A data retention policy is your company’s playbook for how long to keep certain types of information — and when to delete it. This applies to everything from sales records to payroll data, contracts, emails, and logs.

Without a policy, businesses risk:

• Storing unnecessary or outdated files
• Paying too much for cloud or local storage
• Failing to comply with industry regulations (HIPAA, SOX, GDPR, etc.)
• Increased exposure during audits or litigation

Having a clearly defined data retention policy improves organization, security, and decision-making — all while helping you sleep better at night.

Why Chicago Businesses Need a Smart Data Retention Strategy

Whether you’re a local nonprofit, a healthcare clinic, or a growing law firm in downtown Chicago, you collect data every day. But not all data is equally important. Holding onto everything just in case is no longer sustainable — or safe.

A smart policy helps you:

• Cut costs on unnecessary storage
• Protect customer trust by reducing exposure
• Stay ready for audits and legal holds

Key Steps to Creating a Smart Retention Policy

1. Know the Rules

Different industries have different data requirements. For example, HIPAA requires six years of recordkeeping in healthcare, while SOX mandates seven for public companies. Our team helps you decode these standards and map them to your operations.

2. Define Business Use

Some data isn’t legally required but still valuable to your team. For instance, HR may want two years of past performance reviews. Balance compliance with operational needs.

3. Sort by Data Type

Not all data is created equal. Segment records like financials, emails, customer PII, contracts, and marketing assets — then assign different retention periods for each.

4. Archive — Don’t Hoard

Move older, infrequently accessed data to low-cost, long-term storage instead of clogging up your live systems. Black Diamond Solutions offers archiving tools that automate this.

5. Automate and Monitor

Manual enforcement rarely works. We recommend leveraging secure IT tools that automatically archive, tag, or delete files based on policy. You’ll also want to schedule regular reviews.

What Happens Without a Policy?

Businesses that ignore data retention often face:

• Rising IT storage bills
• Longer response times during audits
• Increased legal liability from improperly stored records
• Security risks from outdated, forgotten files

Compliance Examples You Should Know

• HIPAA: 6+ years of healthcare records
• SOX: 7 years for financials and communications
• GDPR/CCPA: Transparency on data collection, usage, and removal
• PCI DSS: Secure storage and disposal of payment data

Not sure what applies to your industry? Black Diamond can help audit your current practices and recommend a retention policy that aligns with both regulations and business needs.

Let’s Clean Up Your Digital Clutter

Think of your policy like spring cleaning — but for your entire business. Instead of being reactive, be proactive. Start by asking: what do we need to keep, and what are we ready to let go of?

Whether you’re in need of a simple archiving solution or a full compliance-grade retention strategy, Black Diamond Solutions is ready to help.

Start Building a Smart Data Retention Plan Today

Don’t wait until an audit or data breach forces your hand. Contact us today to schedule a data retention consultation. We’ll help you build a plan that saves money, improves performance, and keeps you compliant.

Don’t Let Outdated Tech Slow You Down — Build a Smarter IT Refresh Strategy with Black Diamond Solutions

If your devices are slowing down your day, it might be time to rethink your IT strategy. At Black Diamond Solutions, we help Chicago businesses refresh and modernize their technology without disrupting productivity or breaking the budget.

Hanging onto outdated tech may seem cost-effective, but it can quietly drain time, security, and profit. That’s why having a smart IT refresh plan is essential for long-term success — and as a trusted value-added reseller (VAR) and managed IT partner in Chicago, we’re here to guide you through it.

Why Planning Your IT Refresh Matters

Small businesses lose over 12 workdays per year due to slow, misfiring tech. That’s not just frustrating — it’s expensive. Relying on outdated laptops, unsupported software, or patched-together workarounds puts your company at risk of downtime, security breaches, and compliance issues.

• 🚫 Unexpected outages disrupt operations
• 🐢 Productivity suffers with sluggish, crashing systems
• 🔓 Security vulnerabilities increase over time
• ⚠️ Compliance risks grow with unpatched devices

Being proactive with your tech lifecycle gives you more control over costs, performance, and security — and helps you stay ahead of curveballs.

4 Practical Strategies for a Smart IT Refresh Plan

1. Replace As You Go

Rather than replacing all equipment at once, stagger your upgrades based on age and performance. We help clients track device lifecycle, warranty status, and software compatibility — so they know when a refresh is really needed.

2. Set Regular Refresh Cycles

For more predictable budgeting and fewer emergencies, consider a 3–4 year refresh schedule. This keeps your systems modern, reduces IT firefighting, and may qualify for bulk upgrade pricing through our reseller partners.

3. Monitor Software Compatibility

New cloud tools, operating systems, or compliance frameworks might not work well with aging devices. As part of our managed services, Black Diamond Solutions runs regular compatibility checks and keeps your business apps running smoothly.

4. Explore Leasing Options

If budget is tight, leasing can be a smart alternative to large upfront purchases. We help businesses in Chicago lease enterprise-grade hardware — often bundled with warranty coverage and upgrade flexibility.

Track Your Inventory with a Hardware Register

A simple spreadsheet can save you thousands. List what devices you own, who uses them, warranty status, and any issues. This “hardware register” helps you:

• 🛠 Plan replacements before something breaks
• 💰 Budget and forecast IT costs accurately
• 🔐 Reduce risks from outdated, forgotten tech

The Real Cost of Waiting Too Long

Trying to squeeze one more year out of aging hardware often leads to:

• More frequent support tickets
• Downtime during peak hours
• Frustrated employees and customers
• Higher costs to replace everything all at once

The smarter (and cheaper) move is to refresh early and strategically.

Where to Start

Ready to take control of your IT? Here’s a basic roadmap:

1. 📋 List all devices and their condition
2. 📈 Set goals based on team growth or tech requirements
3. 🤝 Talk to your IT partner (that’s us!) about timeline and options
4. 🗓 Schedule refreshes — gradual or all-at-once
5. 🔄 Review every 6–12 months to stay ahead

Let Black Diamond Solutions Build Your Refresh Strategy

At Black Diamond Solutions, we specialize in helping small and mid-sized businesses across Chicago plan smarter, spend more efficiently, and refresh technology before it becomes a problem. As a value-added reseller, we pair expert consulting with best-in-class hardware, software, and managed services.

Need help putting together your refresh plan? Contact us today for a consultation.