Privacy Policy

1. Information we collect

In short: we collect what you give us, what our systems record when you talk to us, and basic technical data.

Information you provide to us

We collect personal information you voluntarily provide when you fill out a form, book a call, create an account, purchase a plan, complete an onboarding questionnaire, or otherwise contact us. Depending on how you interact with us, this may include:

• names, phone numbers, email addresses, and mailing or billing addresses;
• business name, website, job title, business hours, services offered, and similar details about your business;
• usernames, passwords, and other account or authentication data;
• contact preferences and marketing choices; and
• anything else you choose to tell us in a form, message, call, or chat.

All personal information you provide must be true, complete, and accurate, and you should let us know if it changes.

Payment data

If you make a purchase, your payment is processed by our payment processor, Stripe. Stripe collects your payment card number and security code directly; we do not store full card numbers. We receive limited details such as your name, billing address, card type, last four digits, and transaction history. Stripe's privacy policy is available at stripe.com/privacy.

Calls, texts, and chats

When you call or text one of our phone numbers, leave a voicemail, or use a chat or voice widget on our website, we collect the content of that communication. This includes call recordings, voicemails, transcripts, chat and text message content, the phone number or email address you used, and the date, time, and duration of the interaction.

Information collected automatically

When you visit or use the Services, we automatically collect certain technical information. It does not reveal your name or contact details by itself, and it includes:

• Log and usage data — IP address, browser type and settings, pages viewed, referring URLs, features used, and the dates and times of your activity, along with error reports;
• Device data — device type, operating system, hardware model, device or application identifiers, and mobile carrier or internet service provider; and
• Approximate location — general location (such as city or region) inferred from your IP address. We do not collect precise GPS location.

We also collect information through cookies and similar technologies. See Cookies and similar technologies.

Mobile app data

If you use the companion mobile app, we may ask to send you push notifications about your account or new conversations. Depending on the features you use, the app may also ask for access to your microphone (to place calls) or your camera and photos (to send attachments). You control these permissions in your device settings and can turn them off at any time.

Information from other sources

• Our clients. Businesses that use the Services provide us with information about their own customers and leads so we can deliver the Services to them.
• Accounts you connect. If you connect a third-party account (such as a calendar, social media page, or review profile), we receive the information that account makes available to us.
• Service providers. We receive payment confirmations from our payment processor and, for phone calls and texts, basic carrier information such as caller name, line type, and spam-risk indicators.

Sensitive information

We do not ask for or need sensitive personal information such as Social Security numbers, financial account credentials, health information, or precise location. Please do not share this kind of information in forms, calls, texts, or chats with us or our AI assistants. If you share it anyway, or share it with one of our clients (such as a care provider) through an assistant we run for them, it is handled as described in this policy and in Information we process for our clients.

2. Information we process for our clients

In short: if you contacted a business that uses Systmatik, that business is responsible for your information.

Our clients use the Services to communicate with their own customers and leads — for example, an AI receptionist that answers a company's phone line, a chat assistant on a company's website, or text and email follow-up sent on a company's behalf.

When you interact with one of our clients through the Services, that client decides what information is collected and how it is used, and its privacy policy applies. We process that information as a service provider (or "processor") on the client's behalf — to provide, secure, and support the Services for that client, including setting up and tuning that client's AI assistant. We do not sell it.

If you want to access, correct, or delete information held by one of our clients, please contact that business directly. If you send the request to us at [email protected], we will pass it along to the client and help them respond.

3. How we use your information

In short: to provide and improve the Services, communicate with you, keep things secure, and comply with the law.

We use personal information to:

• Provide and operate the Services — create and manage accounts, set up and run AI assistants, answer and route calls and messages, book appointments, and deliver what you purchase.
• Process payments and manage subscriptions, billing, and usage charges.
• Respond to you — reply to inquiries, provide support, and follow up when you ask us to.
• Send service messages — confirmations, reminders, security alerts, billing notices, and updates about your account or these policies.
• Send marketing — news, offers, and information about our services, in line with your preferences. You can opt out at any time; see Your privacy rights and choices.
• Maintain quality and improve the Services — review conversations and usage to troubleshoot problems, measure performance, and improve how our AI assistants respond.
• Keep the Services safe — detect and prevent fraud, spam, abuse, and security incidents.
• Comply with the law — meet legal, tax, and regulatory obligations, and establish, exercise, or defend legal claims.
• Protect vital interests — act where necessary to prevent harm to a person.

We may also use information for other purposes with your consent. We may use aggregated or de-identified information, which does not identify you, for any lawful purpose.

4. AI assistants and call recording

In short: our AI assistants are automated, and conversations with them are recorded and transcribed.

Many of our phone lines, text lines, and website chat and voice widgets are answered by AI assistants. These are automated systems, not people, and they will tell you so if you ask.

Calls and chats with our AI assistants are recorded and transcribed. We use call recordings, transcripts, and message content to respond to you, complete what you asked for (such as booking an appointment), follow up with you, resolve disputes, and maintain and improve the quality of the Services. If you do not want a conversation to be recorded, please end the call or chat and contact us by email instead.

To provide these features, the audio and text of your conversation are processed by our service providers, including telephony carriers, speech-to-text and text-to-speech providers, and AI model providers. They process this information on our behalf.

We do not sell conversation data, we do not create voiceprints, and we do not use recordings to identify individuals by their voice. AI assistants can make mistakes; please do not rely on them for emergencies or for professional advice.

5. Text messaging (SMS)

In short: we text you only if you opt in, you can stop at any time, and we never share your mobile information for marketing.

If you give us your mobile number and agree to receive text messages, we may text you about your inquiry, appointment confirmations and reminders, and account, billing, and service notifications. We send marketing messages only if you separately agree to them. Consent to receive text messages is not a condition of any purchase.

• Message frequency varies depending on how you interact with us.
• Message and data rates may apply, as determined by your mobile carrier and plan.
• To opt out, reply STOP to any message. You may receive one final message confirming your opt-out.
• For help, reply HELP, email [email protected], or call (844) 311-5177.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. All of the sharing categories described in this policy exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties, excluding aggregators and providers of the text message services.

6. Legal bases for processing

In short: where the law requires a legal basis, we rely on consent, contract, legitimate interests, and legal obligations.

If you are located in the European Economic Area, the United Kingdom, or Switzerland, we rely on the following legal bases to process your personal information:

• Consent — where you have given us permission for a specific purpose. You can withdraw consent at any time.
• Performance of a contract — where processing is needed to provide the Services to you or to take steps you request before entering into a contract.
• Legitimate interests — where processing is reasonably necessary for our legitimate business interests, such as operating, securing, and improving the Services and telling customers about our services, and those interests are not outweighed by your rights.
• Legal obligations — where processing is necessary to comply with the law, cooperate with regulators or law enforcement, or defend our legal rights.
• Vital interests — where processing is necessary to protect someone's safety.

If you are located in Canada, we process your information with your express or implied consent, which you may withdraw at any time, or as otherwise permitted or required by applicable law — for example, for fraud detection and prevention, to comply with a subpoena or court order, or in connection with a business transaction.

7. When and with whom we share information

In short: with the vendors that help us run the Services, with our clients when you contact them, and when the law or a business transfer requires it. We do not sell your information.

We share personal information only in the following situations:

• Service providers. We use vendors to host and operate the Services, including providers of cloud hosting, customer relationship management and marketing software, telephone, text messaging and email delivery, AI models and voice services, payment processing, and analytics. We ask them to use personal information only as needed to provide their services; some, such as payment processors and telephone carriers, also handle it under their own legal obligations and privacy policies.
• Our clients. When you call, text, or chat with a business that uses the Services, we share the conversation and your contact details with that business.
• Business transfers. We may share or transfer information in connection with, or during negotiations of, a merger, sale of company assets, financing, or acquisition of all or part of our business.
• Legal and safety reasons. We may disclose information when we believe it is necessary to comply with the law or legal process, enforce our agreements, or protect the rights, property, or safety of Systmatik, our customers, or others.
• With your direction or consent. We share information when you ask us to, such as when you connect a third-party integration.

We do not sell personal information, and we do not share it with third parties for cross-context behavioral advertising. As described in Text messaging (SMS), text messaging opt-in data and consent are not shared with any third parties, other than the aggregators and providers that deliver the messages.

8. Cookies and similar technologies

In short: we use a small number of cookies and similar tools to run the site, understand usage, and power chat and booking features.

We use cookies, local storage, and similar technologies to:

• Run the Services — keep you signed in, remember your preferences, and protect against abuse;
• Understand usage — measure page views and site performance. Our website analytics are designed to work without advertising cookies;
• Connect your activity to your requests — recognize a returning visitor so that, for example, a form you submit is linked to the pages you viewed; and
• Power embedded features — the chat and voice assistants, booking calendar, and reviews shown on our website are provided through our software vendors, which may set their own cookies or local storage.

Most browsers accept cookies by default. You can set your browser to remove or reject cookies; if you do, some features of the Services may not work properly.

Do Not Track

Most browsers include a Do-Not-Track setting. Because no uniform standard for recognizing these signals has been adopted, we do not currently respond to them. We do not sell personal information or share it for cross-context behavioral advertising, so there is no sale or sharing to opt out of. If that ever changes, we will update this policy and honor opt-out preference signals as the law requires.

9. Third-party websites and services

The Services may link to websites, applications, and services that we do not operate. We are not responsible for the content, privacy, or security practices of those third parties, and this policy does not apply to them. Review their policies before sharing information with them.

10. How long we keep information

In short: as long as we need it for the purposes in this policy, unless the law requires longer.

We keep personal information only for as long as it is needed for the purposes described in this policy — generally for as long as you have an account or an ongoing relationship with us — unless a longer period is required or permitted by law, such as for tax, accounting, or legal reasons.

Call recordings, transcripts, and message history are kept for as long as they are needed to provide the Services, support you, maintain quality, and resolve disputes.

When we no longer have a legitimate business need for your personal information, we delete or anonymize it. If that is not immediately possible (for example, because the information is stored in backup archives), we keep it protected and stop using it until deletion is possible.

11. How we keep information safe

In short: we use reasonable safeguards, but no system is perfectly secure.

We have implemented reasonable technical and organizational measures designed to protect the personal information we process. However, no electronic transmission or storage technology can be guaranteed to be 100% secure, so we cannot promise that unauthorized third parties will never be able to defeat our security and improperly access, steal, or modify your information. You transmit personal information to and from the Services at your own risk, and you should only access the Services from a secure environment.

12. Children's privacy

In short: the Services are for adults, and we do not knowingly collect information from children.

The Services are intended for users who are at least 18 years old. We do not knowingly collect information from, or market to, anyone under 18. If we learn that we have collected personal information from someone under 18, we will deactivate any account and take reasonable steps to promptly delete the information. If you believe we may have collected information from a child, please contact us at [email protected].

13. Your privacy rights and choices

In short: you can ask to see, correct, or delete your information, and you can opt out of marketing at any time.

Your rights

Depending on where you live, you may have the right to:

• know whether we process your personal information and get a copy of it;
• correct information that is inaccurate or out of date;
• delete your personal information;
• receive your information in a portable format;
• restrict or object to certain processing, or withdraw consent you previously gave; and
• not be discriminated against for exercising any of these rights.

We extend these rights to everyone, wherever you live, to the extent we reasonably can. These rights are not absolute. We may decline or limit a request where the law allows — for example, to keep records we are required to keep, to complete a transaction you asked for, or to detect and prevent fraud.

How to make a request

Email [email protected] with the subject line "Privacy request," or use any of the contact details in Contact us. Tell us what you would like us to do and the email address or phone number you have used with us.

To protect your information, we will verify your identity before acting on a request, usually by matching the details you give us with information we already have or by contacting you through an email address or phone number on file. We use information from your request only to verify you. You may use an authorized agent to make a request on your behalf; we may ask for proof that the agent is authorized.

We respond to verified requests within 30 days where the law requires it (for example, in Canada, the European Economic Area, and the United Kingdom) and within 45 days everywhere else. If we need more time, we will tell you why and how much longer, as the law allows.

Appeals

If we decline to act on your request, we will explain why. You can appeal by emailing [email protected] with the subject line "Privacy appeal." We will respond in writing within 45 days with the outcome and our reasons. If your appeal is denied, you may contact your state attorney general or your local data protection authority.

Marketing choices

• Email — click the unsubscribe link in any marketing email.
• Text messages — reply STOP to any message.
• Anything else — contact us at [email protected].

After you opt out of marketing, we may still send you service-related messages that are necessary for your account, such as billing notices and responses to your requests.

Account information

You can review or update your account information by signing in to your account settings or by contacting us. If you ask us to close your account, we will deactivate or delete it and its information from our active systems. We may keep some information to prevent fraud, troubleshoot problems, assist with investigations, enforce our terms, or comply with legal requirements.

14. United States privacy rights

In short: residents of California and other states have specific rights, and we honor them.

Several US states — including California, Colorado, Connecticut, Utah, and Virginia — give their residents specific rights over personal information. The rights and request process in Your privacy rights and choices apply to residents of every US state. This section gives the additional detail those laws ask for.

Categories of personal information we collect

In the past twelve months we have collected the following categories of personal information:

We collect this information from you, from your devices, from clients and integrations, and from our service providers, as described in Information we collect. We use it for the purposes described in How we use your information and keep it for the periods described in How long we keep information.

Disclosure, sale, and sharing

In the past twelve months we have disclosed the categories marked "Yes" above to our service providers for the business purposes described in When and with whom we share information. We have not sold personal information, and we have not shared it for cross-context behavioral advertising. We use account log-in information only to sign you in and secure your account, and we do not knowingly sell or share the personal information of anyone under 18. We do not use personal information for profiling that produces legal or similarly significant effects.

California residents

California's "Shine the Light" law (Civil Code section 1798.83) allows California residents to ask, once a year and free of charge, about personal information disclosed to third parties for their direct marketing purposes. We do not disclose personal information to third parties for their direct marketing purposes.

15. International users

In short: we operate in the United States, and your information is processed here.

The Services are operated from the United States and are intended for customers in the United States and Canada. If you use the Services from another country, your information will be transferred to, stored, and processed in the United States, where data protection laws may differ from those in your country.

If you are located in the European Economic Area, the United Kingdom, Switzerland, Canada, or another region with data protection laws, you may have the rights described in Your privacy rights and choices, including the right to access, correct, erase, restrict, or object to the processing of your personal information, to data portability, and to withdraw consent. Withdrawing consent does not affect the lawfulness of processing before the withdrawal, or processing that relies on a legal basis other than consent.

If you believe we are processing your personal information unlawfully, you also have the right to complain to your local data protection authority.

16. Changes to this policy

We may update this Privacy Policy from time to time. The "Last updated" date at the top shows when it was last revised, and the updated version takes effect when it is posted. If we make material changes, we will let you know by posting a prominent notice on our website or by contacting you directly. We encourage you to review this policy periodically.

17. Contact us

If you have questions or comments about this policy, or want to exercise your privacy rights, contact us at:

Systmatik LLC

• 3349 Somis Rd, Unit 224
• Somis, CA 93066
• Email: [email protected]
• Phone: (844) 311-5177