Privacy Policy

What we collect

We collect only what's necessary to provide our service:

• Account information (email, name, organization and role)
• Documents you upload to your data rooms, and the text we index from them
• Details you enter to invite people: participant and team member names, email addresses and phone numbers
• Activity records: who viewed, downloaded, uploaded or changed what and when, with IP address and browser information, kept in your organization's audit log
• Questions asked to the room AI and its answers, and Q&A between participants and your team
• Usage data (page views, feature usage)
• If you connect an AI assistant: the requests it sends to our tools, and the name and version of its software

How we use it

• To provide and improve our services
• To communicate with you about your account
• To ensure security and prevent fraud

What we never do

• Sell your data to third parties
• Use your documents or AI conversations to train AI models
• Share your information without consent
• Keep your documents once the 30-day recovery period after deletion has passed (tamper-evident audit records of past actions are retained, see below)

Data security

Your documents are encrypted at rest (AES-256) and in transit (TLS 1.3). We maintain strict access controls and hash-chained audit logs. Your documents and our database are stored with Supabase in the AWS Frankfurt region (Germany). Documents are processed on our servers in Helsinki, Finland. Both are in the European Union.

AI assistants and connectors

If you connect an AI assistant such as Claude or ChatGPT to Sifrsys, you approve it on a Sifrsys consent screen for one organization and a listed set of permissions. The assistant then acts as you. It can never do more than your own role allows, and your organization can require an admin's approval for sensitive actions or switch them off.

We receive only what the assistant sends to our tools, for example a room name, a question, or a file you ask it to upload, together with the name and version of the assistant's software. We do not receive or store your conversation with the assistant. What our tools return is sent to the assistant you connected and is handled by its provider under that provider's terms. Depending on what you ask, that can include room and document names, document passages and AI answers, the names, email addresses, phone numbers and roles of participants and team members, engagement and audit records (including IP addresses), and Q&A content.

We store connection tokens only as hashes. Access tokens expire after one hour, and refresh tokens after 30 days without use. You can revoke a connection at any time under Settings → Agents & API, and an organization admin can switch off all agent access at once. Every action an assistant takes is recorded in your organization's audit log under your name.

Service providers

We rely on a small set of infrastructure providers to run the service: Supabase (database & storage), Vercel (hosting), Stripe (payments), Resend (email), Twilio (WhatsApp/SMS invites), Anthropic and Voyage AI (AI processing — contractually barred from training on your data), Hetzner (document processing, EU), and PostHog (product analytics). If you connect Google Drive, Microsoft 365 or Dropbox to import files, we read only the files you choose from that account. Email privacy@sifrsys.com for the full subprocessor list or a data processing agreement.

How long we keep data

• Documents. Kept until you delete them. A deleted document leaves the room at once. We keep it for 30 days so that a mistaken deletion can be undone, then permanently erase it: the file, every version, its page images and its indexed text.
• Rooms. Deleting a room removes it for everyone at once. After 30 days we permanently erase its documents, participants, invitations, Q&A and AI conversations.
• Closing your account. Email privacy@sifrsys.com. Your rooms are deleted at once and permanently erased within 30 days, together with your team records, API keys, settings and audit records. Personal logins are deleted on request.
• Audit records. Who did what and when, including names, email addresses and IP addresses, never document contents. They are tamper-evident and are kept for as long as your organization's account exists. When an account is closed they are permanently erased with the rest of the account, within 30 days. Export them first if you need to keep them: each room's Activity page has an Export button. We keep one record that the account was erased; it names no person.
• Account information. Kept while your account exists.
• Backups and legal holds. Erased data can remain in encrypted database backups until those backups rotate out. Data under a legal hold is not erased until the hold is released.

Your rights

You can:

• Access, correct, or delete your data
• Export your documents at any time
• Close your account and have all data removed

Cookies

We use essential cookies for authentication and security. We also use PostHog, a product analytics service, which stores a first-party cookie and a local storage entry to measure how the site and product are used. We do not use advertising cookies, and we do not sell or share this data for advertising.

Contact

Questions? Email us at privacy@sifrsys.com