Privacy Policy

Practical Systems LLC ("Practical Systems," "we," "us," or "our") respects your privacy and is committed to protecting the personal information you share with us. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, use our services, or interact with us.

By using our website or services, you consent to the practices described in this Privacy Policy. If you do not agree with our practices, please do not access or use our services.

This policy applies to information collected through our website (practicalsystems.io), our AI assistant, and any related services or communications.

Information You Provide Directly

We collect information you voluntarily provide when you:

• Contact us through email, forms, or scheduling tools
• Book a discovery call or consultation
• Complete assessments like our AI Readiness Audit
• Subscribe to our newsletter or download resources
• Interact with our AI assistant
• Engage us for consulting or implementation services

This may include your name, email address, phone number, company name, job title, and any other information you choose to share about your business needs.

Automatically Collected Information

When you visit our website, we automatically collect certain information, including:

• Device information (browser type, operating system, device type)
• IP address and approximate geographic location
• Pages visited, time spent on pages, and navigation patterns
• Referring website or source
• Date and time of visits

Information from Third Parties

We may receive information about you from third parties, including:

• Scheduling platforms (Cal.com) when you book appointments
• Analytics services that help us understand website usage
• Professional networking platforms if you connect with us there

We use the information we collect to:

• Respond to your inquiries and provide requested information
• Deliver consulting and implementation services
• Process payments and fulfill contractual obligations
• Send relevant communications about our services (only with your consent for marketing)
• Improve our website, services, and user experience
• Analyze website usage patterns and optimize performance
• Protect against fraud, abuse, and security threats
• Comply with legal obligations and enforce our terms
• Generate insights about AI readiness and industry trends (in aggregate, anonymized form)

If you are in the European Economic Area (EEA) or United Kingdom, we process your personal data based on the following legal grounds:

• Consent: When you provide explicit consent for marketing communications or optional data collection
• Contract Performance: When processing is necessary to deliver services you have requested or to take steps at your request before entering a contract
• Legitimate Interests: When we have a legitimate business interest that does not override your rights, such as improving our services, preventing fraud, or ensuring security
• Legal Obligation: When processing is necessary to comply with applicable laws and regulations

You may withdraw consent at any time by contacting us or using unsubscribe links in marketing communications.

We do not sell, rent, or trade your personal information. We may share your information in the following circumstances:

Service Providers

We work with trusted third-party service providers who assist us in operating our business. These providers are contractually obligated to protect your information and use it only for the purposes we specify.

Legal Requirements

We may disclose your information if required by law, subpoena, court order, or other legal process, or if we believe disclosure is necessary to protect our rights, your safety, or the safety of others.

Business Transfers

If Practical Systems is involved in a merger, acquisition, 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.

With Your Consent

We may share your information with third parties when you have given us explicit consent to do so.

Our website and services utilize AI technologies and third-party services. Here is how your data may be processed:

Anthropic Claude API

Our AI assistant is powered by Anthropic's Claude API. When you interact with the assistant, your messages are sent to Anthropic for processing. Anthropic does not use these conversations to train their AI models. See Anthropic's privacy policy for more information.

Vercel Analytics

We use Vercel Analytics to understand how visitors use our website. This service collects anonymized usage data to help us improve performance and user experience.

Cal.com

We use Cal.com for scheduling meetings. When you book a call, Cal.com processes your contact information according to their privacy policy.

Stripe

For payments, we use Stripe, which processes payment information according to PCI-DSS standards. We do not store your full payment card details on our servers.

We retain your personal information for as long as necessary to fulfill the purposes described in this policy, unless a longer retention period is required or permitted by law.

Specifically:

• Client data: Retained for the duration of our business relationship plus 7 years for legal and tax compliance
• AI assistant conversations: Retained for up to 30 days for service improvement, then deleted unless you are a client
• Analytics data: Retained in aggregate form; individual data is anonymized within 90 days
• Marketing contacts: Retained until you unsubscribe or request deletion

You may request deletion of your data at any time, subject to legal retention requirements.

Depending on your location, you may have certain rights regarding your personal information:

Access

You can request a copy of the personal information we hold about you.

Correction

You can request that we correct inaccurate or incomplete information.

Deletion

You can request that we delete your personal information, subject to certain exceptions (such as legal retention requirements).

Data Portability

You can request a machine-readable copy of your data to transfer to another service.

Opt-Out

You can opt out of marketing communications at any time using the unsubscribe link in our emails or by contacting us.

California Residents (CCPA)

California residents have additional rights including the right to know what personal information is collected, the right to delete, and the right to opt out of the sale of personal information. We do not sell personal information.

To exercise any of these rights, please contact us at practicalsystems.io@gmail.com.

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 (HTTPS/TLS)
• Encryption of sensitive data at rest
• Regular security assessments and updates
• Access controls and authentication measures
• Employee training on data protection
• Vendor security assessments for third-party services

While we strive to protect your information, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security.

Practical Systems is based in the United States. If you are accessing our services from outside the United States, please be aware that your information may be transferred to, stored, and processed in the United States where our servers are located.

For transfers from the EEA or UK, we rely on appropriate safeguards such as Standard Contractual Clauses approved by the European Commission to ensure your data receives an adequate level of protection.

Our services are intended for business professionals and are not directed at children under the age of 16. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a child, please contact us immediately and we will take steps to delete such information.

We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, or other factors. We will post the updated policy on this page with a revised "Last Updated" date.

For material changes that affect how we process your personal information, we will provide notice via email or prominent website notice. We encourage you to review this policy periodically.

If you have questions about this Privacy Policy, want to exercise your rights, or have concerns about how we handle your information, please contact us:

We will respond to your request within 30 days. For EEA residents, if you are not satisfied with our response, you have the right to lodge a complaint with your local data protection authority.