Privacy Policy
Last Updated: April 12, 2026
1. Introduction
SysThoughts ("we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal information when you use systhoughts.com and our related services (collectively, the "Service").
By accessing or using the Service, you agree to the collection and use of information in accordance with this policy.
2. Information We Collect
2.1 Personal Information
We collect information that you provide directly to us, including:
- Account Information — name, email address, username, password, and profile details
- Payment Information — billing address and payment method details (processed by secure third-party providers)
- Communication Data — messages, support requests, and feedback you send us
- User Content — knowledge bases, system maps, notes, and collaborative content you create
2.2 Automatically Collected Information
When you use the Service, we automatically collect:
- Device Information — IP address, browser type, operating system, device identifiers
- Usage Data — pages visited, features used, time spent on the platform, click patterns
- Log Data — access times, dates, and activity logs for security and debugging
- Cookies and Similar Technologies — see Section 6 for details
2.3 Information from Third Parties
We may receive information from:
- Authentication providers (Google, GitHub, etc.) when you choose to log in via OAuth
- Payment processors regarding transaction confirmations
- Analytics providers to help us understand Service usage
3. How We Use Your Information
We use the information we collect to:
- Provide, maintain, and improve the Service
- Process transactions and manage your account
- Authenticate users and prevent fraud
- Facilitate collaboration and sharing features you enable
- Send technical notices, security alerts, and support messages
- Respond to your comments and questions
- Analyze usage patterns to enhance user experience
- Comply with legal obligations and enforce our Terms of Service
- Protect the rights, property, and safety of SysThoughts and our users
4. Data Sharing and Disclosure
We do not sell your personal information. We may share your information in the following circumstances:
4.1 Service Providers
We engage trusted third-party companies to perform functions on our behalf — including hosting, data analysis, payment processing, customer support, and email delivery. These providers have access only to information necessary to perform their functions and are contractually obligated to protect your data.
4.2 Collaboration Features
Content you create and designate as shared or public will be visible to collaborators or specified users according to your privacy settings. You control the visibility of your knowledge bases and system maps.
4.3 Legal Requirements
We may disclose your information if required to do so by law or in response to valid requests by public authorities (e.g., court orders, subpoenas). We may also disclose information to protect our rights, investigate potential violations, or prevent harm.
4.4 Business Transfers
In the event of a merger, acquisition, reorganization, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such change in ownership or control of your personal information.
5. Data Retention
We retain your personal information for as long as your account is active or as needed to provide you with the Service. We will retain and use your information as necessary to:
- Comply with legal obligations
- Resolve disputes
- Enforce our agreements
- Maintain backups for disaster recovery
User-generated content remains stored until you delete it or close your account. Even after deletion, residual copies may remain in our backup systems for a limited period.
6. Cookies and Tracking Technologies
We use cookies and similar technologies to:
- Keep you logged in
- Remember your preferences
- Understand how you interact with the Service
- Improve our features and functionality
Types of cookies we use:
- Essential Cookies — Required for basic functionality; cannot be disabled
- Preference Cookies — Remember your settings and choices
- Analytics Cookies — Help us understand how visitors interact with the Service
- Marketing Cookies — Used to deliver relevant advertisements (if applicable)
You can control cookies through your browser settings. Disabling certain cookies may limit your ability to use some features of the Service.
7. Your Rights and Choices
Depending on your location, you may have the following rights regarding your personal information:
7.1 Access and Portability
You have the right to request copies of your personal data in a structured, machine-readable format.
7.2 Correction
You may request that we correct inaccurate or incomplete information about you.
7.3 Deletion
You may request deletion of your personal information, subject to certain exceptions (e.g., legal requirements, active investigations).
7.4 Restriction and Objection
You may request that we restrict processing of your data or object to certain types of processing.
7.5 Withdrawal of Consent
Where processing is based on consent, you may withdraw consent at any time.
To exercise these rights, please contact us at [email protected]. We will respond within 30 days of receiving your request.
8. International Data Transfers
Your information may be transferred to — and maintained on — computers located outside of your state, province, country, or other governmental jurisdiction where data protection laws may differ from those in your jurisdiction.
If you are located outside the United States and choose to provide information to us, please note that we transfer the data — including personal information — to the United States and process it there. Your consent to this Privacy Policy followed by your submission of such information represents your agreement to that transfer.
We take steps to ensure that your data receives an adequate level of protection, including through standard contractual clauses approved by relevant regulatory authorities.
9. Security
We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:
- Encryption of data in transit (TLS 1.3)
- Encryption of data at rest
- Regular security assessments
- Access controls and authentication requirements
- Staff training on data protection practices
However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your personal information, we cannot guarantee its absolute security.
10. Children's Privacy
The Service is not intended for individuals under the age of 16. We do not knowingly collect personal information from children under 16. If we become aware that a child under 16 has provided us with personal information, we will take steps to delete such information.
If you are a parent or guardian and believe your child has provided us with personal information, please contact us immediately at [email protected].
11. Third-Party Links and Services
The Service may contain links to third-party websites, services, or applications that are not operated by us. This Privacy Policy does not apply to those third-party services. We encourage you to review the privacy policies of every third-party site or service that you visit or use.
12. Changes to This Privacy Policy
We may update our Privacy Policy from time to time. We will notify you of any changes by:
- Posting the new Privacy Policy on this page
- Updating the "Last Updated" date at the top of this policy
- Sending an email notice to the address associated with your account (for significant changes)
Your continued use of the Service after any changes constitutes acceptance of the updated Privacy Policy. If you do not agree to the new terms, please stop using the Service and delete your account.
13. Contact Us
If you have any questions about this Privacy Policy, your personal data, or our privacy practices, please contact us:
Email: [email protected]
We will respond to your inquiry within a reasonable timeframe — typically within 30 business days.
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By using SysThoughts, you acknowledge that you have read, understood, and agree to the practices described in this Privacy Policy.