Privacy Policy

1. Who we are and what this covers

sysco.one is an online workspace for agencies and service teams: projects, CRM, time tracking, invoicing, email, phone, social media publishing and client communication. It is operated by [To confirm: company legal name], [To confirm: business address] ("sysco.one", "we", "us").

This policy explains what personal information we collect, how we use and share it, and the choices you have. It applies to:

• our website at www.sysco.one;
• the sysco.one app, including every workspace address (for example yourcompany.sysco.one); and
• the pages workspaces publish with sysco.one (forms, landing pages, booking pages, client portals, invoices and quotes).

Our customers' data. Each workspace belongs to one of our customers (usually a business). The customer decides what information goes into its workspace, such as its own clients' contacts, emails and calls. For that information the customer is responsible for its privacy practices, and we process it on the customer's behalf and under its instructions (as a "service provider" or "processor"). If you are a contact of one of our customers and want to access or delete your information, please contact that business first; we will help them respond.

2. Information we collect

Information you give us

• Account details: your name, email address, password (stored only as a one-way bcrypt hash), company name, time zone, profile picture and notification preferences.
• Billing details: the plan and number of seats, billing contact and invoices. Payments are handled by Stripe: card details go directly to Stripe, and we receive the payment status, not your card number.
• Workspace content: everything you and your team add, such as contacts, companies, deals, projects, tasks, time entries, invoices, files, notes, social posts, images and videos, email templates and messages.
• Support requests: what you tell us when you email us or ask for help.

Information from accounts you connect

• Sign in with Google or Microsoft: your name, email address and profile picture.
• Email and calendar sync (optional): for Gmail, message metadata (sender, recipients, subject, date; not message bodies); for Microsoft 365, basic message details; your calendar events, so meetings appear in the CRM. A help desk mailbox your workspace connects over IMAP is read in full, so support emails become tickets.
• Social media accounts (optional): see Social media platforms below.
• Other integrations your workspace chooses to connect (for example Stripe, QuickBooks, HubSpot or Hootsuite), and data imported from other tools.

Information collected automatically

• Sign-in and security records: the date and time of each sign-in attempt and session, IP address, browser, operating system, device type, and an approximate location (city, region, country) derived from the IP address by our hosting provider. We don't use a separate geolocation service.
• Audit log: who changed what and when in a workspace, with the IP address.
• Technical logs: requests, errors and API usage, kept for troubleshooting and abuse prevention.

Information workspaces collect from their own audiences

When a workspace uses sysco.one to send email or SMS, run forms, landing pages, surveys or a booking page, or to make and receive calls, sysco.one processes information about the people involved for that workspace: what they type into a form, page visits (page, referrer, campaign tags and ad click ids) and an anonymous visitor id, whether an email was delivered, opened or clicked, consent records (the wording shown, time, IP address and browser), and call details, recordings and transcripts. Recording and transcription play a notice to callers first.

We don't run third-party analytics or advertising trackers on www.sysco.one or in the app.

3. How we use information

• to provide the service: create your workspace, sign you in, store and show your content, and do what you ask (send an email, publish a post, place a call);
• to keep accounts secure: detect suspicious sign-ins, warn you about new devices, enforce two-step sign-in, prevent spam and abuse;
• to bill for subscriptions and send receipts;
• to send service emails, such as invitations, password resets, security alerts and notifications you've turned on;
• to provide support and fix problems; and
• to comply with law and enforce our Terms of Service.

We do not sell personal information, we do not share it for cross-context behavioural advertising, and we do not use customer content or connected-account data to train AI models.

4. Social media platforms

A workspace admin can connect social media accounts so the team can plan, publish and analyse posts from sysco.one. You sign in on the network's own page and choose which permissions and accounts to grant. sysco.one uses data from these platforms only to provide the features you use on the accounts you connected: publishing and scheduling your posts, reading and replying to comments, and showing performance. In particular, we:

• never sell platform data or use it for advertising, profiling or building audiences;
• never share it with anyone except the service providers listed in Sharing that we need to run the features, other members of your workspace you give access to, or when the law requires it;
• never post anything without someone in your workspace creating or approving it;
• never use it to train AI models; and
• keep it only as long as needed for those features (see Retention).

Access tokens

When you connect an account, the network gives us access tokens. We encrypt them with AES-256-GCM before storing them, never send them to your browser, and use them only to make the requests the features above need. Tokens are deleted as soon as you disconnect the account in sysco.one.

Removing access

You can disconnect an account at any time in Social → Settings → Social accounts, or remove sysco.one's access on the network itself: Facebook Business Integrations, Instagram apps and websites, LinkedIn permitted services, the apps and services permissions in TikTok's security settings, and Google account permissions. To have data we received from a platform deleted, follow our data deletion instructions.

5. Google user data (Limited Use)

sysco.one's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. Specifically, data we receive from Google (Gmail metadata, Calendar, YouTube, Business Profile and Google sign-in):

• is used only to provide or improve the user-facing features described in this policy that you use;
• is transferred to others only when needed to provide those features, to comply with law, or as part of a merger or acquisition with your notice;
• is never used or transferred for advertising, including retargeting or personalised ads, and never sold;
• is never used to train generalised AI or machine learning models; and
• is read by people only with your permission for specific messages or items, when needed for security (such as investigating abuse), to comply with law, or after it is aggregated and anonymised for internal operations.

By connecting YouTube you also agree to the YouTube Terms of Service, and Google's handling of your data is described in the Google Privacy Policy. You can revoke sysco.one's access at any time on the Google security settings page.

6. AI features

Some features, such as the Social Assistant (caption ideas, rewrites, hashtag suggestions) and voice-overs, use AI providers. They work only after a workspace admin connects the workspace's own Anthropic (Claude) or ElevenLabs API key, and only when someone uses them. We then send the provider the text you ask it to work on, plus brief workspace context (such as your brand voice settings, connected account names and upcoming post captions) under the workspace's own account with that provider. We don't use any of it to train models.

7. Sharing and service providers

We share personal information only:

• with the service providers below, who process it for us under contract and only to provide their service;
• within your workspace, according to the access your admins set;
• with the networks and services you connect, when you ask us to (for example publishing a post);
• when required by law, or to protect the rights, safety and security of our users or the public; and
• with a successor if our business is sold or merged, subject to this policy.

International transfers. We are based in Canada and our providers store and process data in the United States and other countries. That information may be accessible to courts and authorities in those countries. Where the law requires it (for example for people in the European Economic Area or the UK) we rely on appropriate safeguards such as Standard Contractual Clauses.

8. Retention

We keep information for as long as the workspace is active and it's needed for the purposes above, then delete it. Some records are cleared automatically:

• sign-in history: after 400 days;
• ended or revoked sessions: 30 days after they end;
• workspace audit log: after 365 days, or the period the workspace sets;
• items in a workspace's recycle bin: after 90 days;
• API request logs and delivered webhook records: after 30 days;
• activity event records: after 395 days;
• social access tokens: as soon as the account is disconnected.

Other workspace content (contacts, emails, call recordings and transcripts, social posts and analytics) stays until the workspace deletes it or asks us to close the workspace. When a workspace is closed we delete its data within [To confirm: closure deletion period, e.g. 30 days], except what we must keep by law (such as billing records) and encrypted database backups, which expire on their own schedule.

9. Security

Data is encrypted in transit (HTTPS). Integration secrets and social access tokens are additionally encrypted at rest with AES-256-GCM, and passwords are stored as bcrypt hashes. Every request is checked against the person's workspace membership and access profile. People can turn on two-step sign-in, review their login history, sign out other devices, and review the audit log. See Security for more. No system is perfectly secure; if we learn of a breach affecting your personal information we will notify you and the authorities as the law requires.

10. Your choices and rights

Depending on where you live, you may have the right to ask for access to your personal information, a copy of it, correction, deletion, or to withdraw consent. You can update most account details yourself in the app; workspace admins can export and erase a contact's data, and anyone can unsubscribe from marketing emails using the link in each email. To make any other request, email support@sysco.one. We will respond within 30 days and may need to verify your identity first.

• Canada (PIPEDA and Alberta's Personal Information Protection Act): you may access and ask us to correct your information, and withdraw consent subject to legal or contractual limits. Our privacy officer is [To confirm: privacy officer name or title], reachable at support@sysco.one. If you are not satisfied, you can complain to the Office of the Privacy Commissioner of Canada or the Office of the Information and Privacy Commissioner of Alberta.
• European Economic Area and UK (GDPR): we rely on performing our contract with you, our legitimate interests in running and securing the service, your consent (which you can withdraw), and legal obligations. You may also object to or restrict processing, ask for portability, and complain to your local data protection authority.
• California (CCPA/CPRA): you may ask to know, delete and correct personal information, and you won't be treated differently for doing so. We don't sell or share personal information as those laws define it, and we don't use sensitive personal information beyond what's needed to provide the service.

11. Cookies and similar technologies

We use only cookies needed to run and secure the service and to remember your preferences. We don't use advertising cookies.

Workspaces that use the tracking script, forms or landing pages on their own websites are responsible for telling their visitors and getting consent where required; sysco.one records the consent choice when the workspace asks for it. You can block or delete cookies in your browser, but you won't be able to sign in without the session cookie.

12. Children

sysco.one is a business tool and is not intended for children. You must be at least 18 (or the age of majority where you live) to create an account, and we don't knowingly collect personal information from children under 16. If you believe a child has given us information, contact us and we will delete it.

13. Changes to this policy

We will update this policy when our practices change and change the effective date above. If a change is significant we will tell workspace admins by email or in the app before it takes effect.

14. Contact us

Questions or requests about privacy: support@sysco.one, or write to [To confirm: company legal name], [To confirm: business address].