Privacy Policy

Aeternum Systems LLC ("we," "our," or "the Company") operates Phronesis Executive Intelligence ("Phronesis" or "the Service"). This Privacy Policy describes how we collect, use, store, and protect your information when you use our Service.

1. Information We Collect

Account Information. When you create an account, we collect your name, email address, and payment information. Payment information is processed and stored by Stripe, Inc. and is not stored on our servers.

User Content. We store documents you upload, conversations with the Phronesis intelligence engine, project data, and other content you create within the Service. This content is stored in encrypted databases and is accessible only to you.

Usage Data. We collect anonymized usage data including feature usage patterns, session duration, and system performance metrics. This data is used exclusively to improve Service performance and reliability.

2. How We Use Your Information

We use your information to provide, maintain, and improve the Service. Specifically:

To process your documents and generate responses through the Phronesis intelligence engine. To maintain persistent memory and project context across your sessions. To process payments and manage your subscription. To communicate with you about your account, Service updates, and support requests. To monitor and improve Service performance, security, and reliability.

3. Intelligence Processing and Data Handling

The Phronesis intelligence engine is powered by a third party processing provider (currently Anthropic). When you submit a query or upload a document for analysis, the relevant content is sent to that provider through a secure connection so that a response can be generated. We configure these connections to limit retention by the provider, and your content is not used to train the models that power the provider. We maintain our own internal logs of Service activity for security, billing, and reliability, as described in this policy.

4. Data Storage and Security

Your data is stored on encrypted infrastructure provided by Supabase (database) and Vercel (application hosting), both of which maintain industry standard security certifications. All data transmission is encrypted using TLS. We implement row level security policies ensuring that each user can only access their own data. We do not sell, rent, or share your personal information or content with third parties for their marketing purposes.

5. Subprocessors and Service Providers

We rely on a limited set of trusted providers to deliver the Service. Each processes information only on our behalf and under contractual obligations to protect it. Our current providers are Stripe (payment processing), Supabase (database, authentication, and storage), Vercel (application hosting), Anthropic (intelligence processing), Voyage AI (document embeddings that make your uploaded files searchable), and Replicate (image generation). We do not authorize these providers to use your information for their own purposes.

6. Data Retention

We retain your account information and content for as long as your account is active. Upon account cancellation, your data will be retained for 30 days to allow for reactivation, after which it will be permanently deleted. You may request immediate deletion of your data at any time by contacting us at phronesisAI@aeternumsystems.com.

7. Your Rights

Depending on your jurisdiction, you have the right to access, correct, or delete your personal information, the right to export your data, and the right to request information about how your data is processed. To exercise any of these rights, contact us at phronesisAI@aeternumsystems.com. We will respond within the time required by applicable law.

8. Cookies and Tracking

We use essential cookies required for authentication and session management. We do not use advertising cookies or third party tracking. We do not serve ads within the Service.

9. International Users

We operate in the United States. If you access the Service from outside the United States, you understand that your information may be transferred to, stored in, and processed in the United States, where data protection laws may differ from those in your country.

10. Children's Privacy

Phronesis is designed for professional use and is not intended for individuals under the age of 18. We do not knowingly collect information from children.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify active subscribers of material changes via email at least 30 days before they take effect.

12. Contact

For questions about this Privacy Policy or your data, contact:

Aeternum Systems LLC
phronesisAI@aeternumsystems.com