Privacy Policy

Last updated: July 10, 2026

This Privacy Policy explains how SYSTIMZ LLC ("SYSTIMZ," "we," "us," or "our") collects, uses, shares, and protects information when you use AiSystimz, including our website, hosted service, and on-premise offering (together, the "Service"). By using the Service, you agree to the practices described here. This policy should be read together with our Terms of Service.

1. Information We Collect

Account information. You sign in with your Google account. Through Google's sign-in service we receive your name, email address, and profile photo. We never see or store your Google password.

Project content. Documents you or your project team upload (such as contracts, specifications, schedules, and change orders), the questions you ask, the AI-generated responses, and escalation records.

Role and access data. The role assigned to you on a project (client, contractor, or project manager) and access logs, which we use to enforce role-based access control.

Communications. Information you provide when you request a demo or contact us, such as your name, email, company, and message.

Technical data. Standard server logs, including IP address, browser type, and request timestamps, used for security and troubleshooting.

We do not use advertising trackers or third-party analytics scripts on this website.

2. How We Use Information

• To provide the Service: generating answers from your project documents, enforcing role-based access, and routing escalations to your project manager.
• To notify designated project contacts when a question is escalated (for example, legal, safety, or dispute topics).
• To respond to demo requests and support inquiries.
• To secure, maintain, and improve the Service.
• To bill for the Service and communicate about your account.

3. AI Processing and Service Providers

To operate the hosted Service, we share limited data with service providers ("subprocessors") that act on our behalf under confidentiality obligations:

• AI inference. When you ask a question in hosted mode, the question and relevant excerpts from your project documents are sent to our AI inference provider (currently Groq, Inc.) to generate the response. Groq states that it does not use API inputs or outputs to train models. Its current policy allows temporary retention for reliability or abuse monitoring for up to 30 days unless Zero Data Retention is enabled. Provider terms and controls may change.
• Authentication. Google Firebase Authentication processes your Google sign-in.
• Hosting. Your project documents and the answer database are stored on cloud server infrastructure we manage (currently with Hetzner Online GmbH; we may migrate to United States-based infrastructure and will update this policy when we do).
• Content delivery. Static website assets may be served through third-party content delivery networks. Providers may change as the Service evolves.
• Email. Escalation and account notifications are delivered through our email service provider.

We may update this list as the Service evolves. Material changes will be reflected in this policy.

4. On-Premise Mode

The tested on-premise offering uses a local AI model on your own hardware and can operate without internet. During offline operation, project documents, the database, and AI processing stay on the local machine. Account, billing, setup, updates, or support may use separate connected systems when you request those services.

5. How We Share Information

We share information only: (a) with the subprocessors listed above, to provide the Service; (b) with users and project contacts who are authorized in the configuration for your deployment; (c) if required by law, court order, or to protect the rights, safety, or property of SYSTIMZ or others; and (d) in connection with a merger, acquisition, or sale of assets, in which case this policy will continue to apply to your data. The current public demo uses fictional sample data and is not approved for sensitive or production information.

6. Data Retention and Deletion

We retain your account information and project content while your account or project is active. When service ends, your data is deleted within 60 days, unless you request an export first, as described in our Terms of Service. You may request deletion of your account and data at any time by emailing sales@systimz.com; we will complete verified deletion requests within 30 days.

7. Security

We use TLS for hosted traffic and administrative safeguards appropriate to the deployment. Security features must be configured and tested before production use. The current public demo is not approved for sensitive or production information. No method of transmission or storage is completely secure.

8. Your Rights

Depending on where you live, you may have rights to access, correct, export, or delete your personal information, or to object to certain processing. To exercise any of these rights, email sales@systimz.com. We will verify your request and respond within the time required by applicable law. We do not discriminate against you for exercising your privacy rights.

9. Cookies and Local Storage

We use only the cookies and browser storage necessary to keep you signed in and operate the Service (for example, your authentication session). We do not use advertising or cross-site tracking cookies.

10. Children

The Service is intended for users 18 and older. We do not knowingly collect personal information from anyone under 18. If you believe a minor has provided us information, contact us and we will delete it.

11. Changes to This Policy

We may update this policy from time to time. We will notify you of material changes by email or by a notice on the Service, and will update the "Last updated" date above. Continued use of the Service after changes take effect constitutes acceptance.

12. Contact

SYSTIMZ LLC
Email: sales@systimz.com