Privacy Policy

Effective Date: April 15, 2026 | Last Updated: April 15, 2026

Covenant Systems LLC ("Covenant Systems," "we," "us," or "our") is committed to protecting the privacy of our customers and users. This Privacy Policy describes how we collect, use, disclose, and safeguard information when you use our daily intelligence briefing service (the "Service").

1. Information We Collect

1.1 Information You Provide

• Account Information: Name, email address, firm name, practice areas, and business contact information when you register for the Service.
• Profile Information: Practice focus areas, client industry types, and intelligence preferences to tailor briefings to your firm.
• Communications: Information you provide when contacting us for support, feedback, or inquiries.

1.2 Information Automatically Collected

• Usage Data: Email open rates, link clicks within briefings, and engagement metrics to improve Service quality.
• Device Information: IP address, browser type, operating system, and device identifiers when accessing our web properties.
• Log Data: Server logs recording Service access times, features used, and system events.

1.3 Information We Do NOT Collect

Covenant Systems does not collect, access, or require:

• Client financial data or tax records
• Access to your accounting software (QuickBooks, Xero, etc.)
• Client personally identifiable information (PII)
• Proprietary engagement files or work papers

Our Service delivers intelligence to you; we do not require access to your firm's client data to operate.

2. How We Use Your Information

We use collected information to:

• Deliver the Service: Generate and send personalized daily intelligence briefings based on your firm profile and preferences.
• Improve Quality: Analyze engagement patterns to refine intelligence relevance and briefing format.
• Communicate: Send Service updates, security notifications, and respond to your inquiries.
• Security & Compliance: Monitor for unauthorized access, maintain audit logs, and comply with legal obligations.
• Research & Development: Develop new features and intelligence sources (aggregated and anonymized data only).

3. How We Share Your Information

3.1 Service Providers

We share information with third-party vendors who perform services on our behalf:

• Infrastructure Providers: Amazon Web Services (AWS) for hosting and data storage.
• Email Delivery: Email service providers to deliver daily briefings.
• Analytics Tools: Services that help us understand Service usage (anonymized data only).

All service providers are contractually bound to protect your information and may only use it to perform services for us.

3.2 Legal Requirements

We may disclose information if required by law, regulation, legal process, or governmental request, or to:

• Enforce our Terms of Service
• Protect the security or integrity of the Service
• Protect our rights, property, or safety, or that of our users or the public

3.3 Business Transfers

If Covenant Systems is involved in a merger, acquisition, or sale of assets, your information may be transferred. We will notify you via email and/or prominent notice on our website before your information is transferred and becomes subject to a different privacy policy.

3.4 We Do NOT Sell Your Information

Covenant Systems does not sell, rent, or trade your personal information to third parties for marketing purposes.

4. Data Security

We implement industry-standard security measures to protect your information:

• Encryption: Data in transit is encrypted using TLS 1.3; data at rest is encrypted using AES-256.
• Access Controls: Role-based access restrictions limit internal access to customer data to authorized personnel only.
• Infrastructure Security: AWS infrastructure with multi-layered security controls, firewalls, and intrusion detection.
• Incident Response: Documented procedures for detecting, responding to, and reporting security incidents.

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.

5. Data Retention

• Active Accounts: We retain account and profile information for as long as your account is active and you use the Service.
• Briefing Content: Daily briefings are retained for 90 days, after which they are permanently deleted.
• Derived Intelligence Patterns: Aggregated and anonymized intelligence patterns (not tied to individual customers) may be retained for up to 24 months to improve Service quality.
• Log Data: Server logs and security logs are retained for 90 days for security and audit purposes.
• Post-Cancellation: After account cancellation, personal information is deleted within 30 days, except where retention is required by law or for legitimate business purposes (e.g., resolving disputes, enforcing agreements).

6. Your Rights and Choices

6.1 Access and Correction

You may access and update your account information at any time by contacting us at hello@covenantsystems.ai.

6.2 Data Portability

You may request a copy of your personal information in a structured, machine-readable format.

6.3 Deletion

You may request deletion of your account and associated personal information. We will comply within 30 days, subject to legal retention requirements.

6.4 Email Preferences

You may opt out of non-essential communications (marketing, product updates) at any time. Note that you cannot opt out of essential Service communications (security alerts, legal notices) while maintaining an active account.

6.5 Do Not Track

Our Service does not currently respond to "Do Not Track" browser signals.

7. AI-Generated Content Disclosure

Covenant Systems uses artificial intelligence (AI) systems to generate daily intelligence briefings. All content delivered via the Service is produced using AI models trained on publicly available information, regulatory sources, and industry publications.

Transparency Commitment: We disclose the use of AI in generating briefings. Intelligence is provided for informational purposes only and should be independently verified before making business decisions. See our Terms of Service for limitations on reliance.

8. Children's Privacy

The Service is intended for business use by professional accounting firms. We do not knowingly collect information from individuals under the age of 18. If we become aware that we have collected personal information from a child under 18, we will take steps to delete such information.

9. International Data Transfers

Covenant Systems is based in the United States. If you access the Service from outside the United States, your information will be transferred to, stored, and processed in the United States. By using the Service, you consent to this transfer.

10. State-Specific Privacy Rights

10.1 California Residents (CCPA)

If you are a California resident, you have the right to:

• Know what personal information we collect, use, disclose, and sell
• Request deletion of your personal information
• Opt out of the sale of personal information (note: we do not sell personal information)
• Non-discrimination for exercising your privacy rights

To exercise these rights, contact us at hello@covenantsystems.ai.

10.2 Other States

Residents of Virginia, Colorado, Connecticut, and other states with privacy laws may have additional rights. Contact us to exercise applicable rights under your state's law.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. If we make material changes, we will notify you by:

• Email to the address associated with your account
• Prominent notice on our website or within the Service

The "Last Updated" date at the top of this policy indicates when it was last revised. Your continued use of the Service after changes become effective constitutes acceptance of the updated policy.

12. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

Covenant Systems LLC
Email: hello@covenantsystems.ai
Mailing Address: [To be provided upon entity setup]

This Privacy Policy was prepared for Covenant Systems LLC, a North Carolina limited liability company, and is effective as of April 15, 2026.