Effective Date:

February 12, 2026

1. INTRODUCTION

Holt Federal (“we,” “us,” or “our”), a trade name and operating division of Holt International Systems LLC, is committed to protecting the privacy and security of your personal and business information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website www.holtfederal.com or register as a teaming partner.

By accessing our Site or submitting your subcontractor profile, you consent to the data practices described in this policy.

2. INFORMATION WE COLLECT

We collect information that is necessary to vet potential partners for state and federal contracting opportunities.

A. Personal & Business Data When you register via our “Partners” portal or contact us, we may collect:

  • Contact Information: Name, email address, phone number, and job title.
  • Business Identifiers: Company legal name, DBA, address, and website URL.
  • Government Data: Unique Entity ID (UEI), CAGE Code, and NAICS codes.
  • Capability Documents: Uploaded Capability Statements (PDFs), certifications (8a, SDVOSB, WOSB), and past performance records.

B. Automatic Data We may automatically collect data about your device and usage, such as your IP address, browser type, and operating system, to ensure site security and optimize performance.

3. HOW WE USE YOUR INFORMATION

We use the collected data for legitimate business purposes related to government contracting:

  • Vetting & Compliance: To verify your entity status in SAM.gov and check against federal exclusion lists.
  • Teaming Decisions: To evaluate your core competencies against upcoming solicitation requirements.
  • Contract Fulfillment: To add your company to specific bids, proposals, or task orders as a named subcontractor.
  • Communication: To contact you regarding Requests for Quotes (RFQs), teaming agreements, or compliance updates.

We do NOT sell, rent, or lease your data to third-party marketing lists.

4. SHARING OF INFORMATION

We may share your information in the following specific scenarios:

  • Government Agencies: We may disclose your business data (UEI, Capabilities) to federal or state procurement officials as part of a formal bid or proposal submission.
  • Legal Requirements: If required to do so by law or in response to valid requests by public authorities (e.g., a court or government agency).
  • Service Providers: With trusted IT and security vendors who assist us in operating our website and conducting business (e.g., Google Workspace for document storage), provided they agree to keep this information confidential.

5. DATA SECURITY

We implement appropriate technical and organizational security measures designed to protect the security of any personal information we process. However, please also remember that we cannot guarantee that the internet itself is 100% secure. Although we will do our best to protect your personal information, transmission of personal information to and from our Site is at your own risk.

6. DATA RETENTION

We retain your subcontractor profile and vetting documents for as long as necessary to fulfill the purposes outlined in this Privacy Policy, or as required by federal record-keeping regulations (typically 3-7 years for contract-related records).

7. YOUR RIGHTS

You have the right to:

  • Access: Request a copy of the data we hold about your business.
  • Correction: Request that we update incorrect or outdated information (e.g., a new point of contact).
  • Deletion: Request removal from our active “Preferred Vendor List.” Note: We may be required to retain certain records for legal compliance if you have performed work on a federal contract.

To exercise these rights, please contact our Compliance Officer at: contracts@holtfederal.com.

8. CONTACT US

If you have questions or comments about this policy, you may contact us at:

Holt Federal (A Division of Holt International Systems LLC) Scottsdale, AZ Email: contracts@holtfederal.com Phone: 928.719.6640