Privacy Policy

Sysist ("we," "us," or "our") operates an AI-powered intelligent memory assistant service. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our service. By using Sysist, you consent to the practices described in this policy.

1. Information We Collect

We collect several types of information: (a) Personal Information: Name, email address, company name, and profile information when you create an account. (b) Meeting Data: Audio transcripts, meeting recordings, participant information, and any content you upload or input into our service. (c) Usage Information: How you interact with our service, including features used, time spent, and system performance data. (d) Technical Information: IP address, browser type, device information, and cookies for authentication and functionality. (e) Third-Party Integrations: Data from connected services like calendar applications, CRM systems, and video conferencing platforms when you authorize such connections.

2. How We Use Your Information

We use your information to: (a) Provide our AI-powered meeting analysis and memory services. (b) Process and analyze meeting transcripts to generate insights, summaries, and recommendations. (c) Maintain and improve our AI models and algorithms (using anonymized and aggregated data only). (d) Authenticate your account and provide customer support. (e) Send you service-related communications and updates. (f) Comply with legal obligations and enforce our Terms of Service. We do NOT use your meeting content for advertising or marketing to third parties.

3. AI Processing and Data Security

Your meeting data is processed by AI systems to provide summaries, action items, and insights. This processing occurs on secure servers with encryption in transit and at rest. We use industry-standard security measures including SSL/TLS encryption, access controls, and regular security audits. Your meeting transcripts and analysis are never shared with other users or used to train public AI models. All AI processing is performed solely to provide you with the contracted services.

4. Data Sharing and Disclosure

We do not sell, rent, or trade your personal information. We may share your information only in the following circumstances: (a) With your explicit consent. (b) With service providers who assist in operating our service (cloud hosting, AI processing APIs) under strict confidentiality agreements. (c) When required by law, court order, or government request. (d) To protect our rights, property, or safety, or that of our users or the public. (e) In connection with a merger, acquisition, or sale of assets (with notice to affected users).

5. Data Retention and Deletion

We retain your data as long as your account is active or as needed to provide services. Meeting data and analysis are retained according to your account settings. You may request deletion of your data at any time through your account settings or by contacting us. Upon deletion request, we will remove your data within 30 days, except where retention is required by law. Some anonymized, aggregated data may be retained for service improvement purposes.

6. Your Rights and Choices

Depending on your location, you may have the following rights: (a) Access: Request a copy of your personal data. (b) Correction: Update or correct inaccurate information. (c) Deletion: Request deletion of your personal data. (d) Portability: Receive your data in a machine-readable format. (e) Objection: Object to certain processing activities. (f) Restriction: Request limitation of processing. To exercise these rights, contact us at privacy@sysist.app. We will respond within 30 days.

7. International Data Transfers

Our services may involve transferring your data to servers located outside your country of residence. We ensure appropriate safeguards are in place for such transfers, including standard contractual clauses and adequacy decisions where applicable. By using our service, you consent to such transfers subject to the protections described in this policy.

8. Children's Privacy

Our service is not intended for individuals under 16 years of age. We do not knowingly collect personal information from children under 16. If we become aware that we have collected such information, we will delete it promptly.

9. Changes to This Policy

We may update this Privacy Policy periodically. We will notify you of material changes via email or prominent notice in our service at least 30 days before the changes take effect. Your continued use of the service after such changes constitutes acceptance of the updated policy.

10. Contact Information

For questions about this Privacy Policy or to exercise your rights, contact us at: Email: privacy@sysist.app. We are committed to resolving any privacy concerns promptly and transparently.