Privacy policy
Last updated: January 25, 2025
1. Introduction
This Privacy Policy explains how Northwood Systems ("we," "us," or "our") collects, uses, and protects your information when you use our platform ("the Service"). We are committed to protecting your privacy and being transparent about our data practices.
2. Information we collect
When you interact with our platform or request a pilot, we may collect: contact information (name, work email, organization), deployment context (sector, workflow, security posture), and technical information necessary to operate the Service. Your prompts, documents, and knowledge sources processed inside a deployment are governed by your organization's data agreement with Northwood Systems — not this policy.
3. How we use your information
We use the information we collect to: respond to pilot and sales inquiries, operate and improve the Service, authenticate users and maintain security, and comply with legal obligations. We do not use your content to train AI models. We do not sell, rent, or share your personal information with third parties for marketing purposes.
4. Data security
All data is encrypted in transit and at rest. Deployments are single-tenant by architecture — your environment, your keys. Northwood Systems staff do not have ambient access to production deployments. All support sessions are time-boxed, named, and logged.
5. Data retention
Contact and inquiry information is retained for as long as the relationship is active. Upon request, we will delete your contact information within 30 days. Deployment data retention is governed by the customer's MSA and DPA.
6. Your rights
Depending on your location, you may have rights to access, correct, or delete personal information we hold about you. To exercise these rights, contact us at [email protected].
7. Changes to this policy
We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on this page. Your continued use of the Service after such changes constitutes acceptance of the new policy.
8. Contact
Questions about this policy should be directed to: [email protected]