Privacy Policy

We collect account and identity information such as names, email addresses, company details, roles, authentication records, account settings, and consent records.

We collect business and project information such as contacts, properties, addresses, site information, proposals, signatures, forms, invoices, payment status, service calls, work orders, appointments, notes, photos, files, and client-portal activity.

When communication or AI features are used, we may process email, calendar, phone-call metadata, call recordings and transcripts, messages, prompts, uploaded knowledge, generated output, and feedback. We also collect device, usage, error, security, and log information such as IP addresses, browser details, timestamps, and authentication events.

Information may come directly from you, from Elwin personnel, from an organization or property contact, from connected services that an authorized user enables, or automatically from use of Sytmap and its infrastructure.

We use information to provide and secure Sytmap; manage accounts, projects, proposals, signatures, forms, invoices, payments, service work, documents, and communications; provide support; troubleshoot; prevent misuse; maintain business records; and meet legal, accounting, and security obligations.

We may use information to improve Sytmap and its workflows. Client-portal information is not used for unrelated targeted advertising.

We disclose information to service providers that help us host, authenticate, secure, monitor, communicate, process payments, store files, provide support, or operate enabled AI and integration features. These include providers in categories such as cloud infrastructure, Microsoft services, Stripe, Twilio, analytics and error monitoring, email delivery, and AI services.

We may also disclose information when directed by an authorized account user, when reasonably necessary to protect rights or safety, in connection with a business transaction, or when required by law. We do not sell personal information for money.

Sytmap uses necessary cookies and similar technologies for authentication, security, invitations, routing, return paths, preferences, and connected-service workflows.

Product analytics are currently limited to employee-facing dashboard use. The public website and client portal are not intended to use PostHog analytics. Error-monitoring providers may receive diagnostic information when a problem occurs.

Telephone calls may be recorded and transcribed. The calling workflow may provide a recording notice, and participants can ask whether a call is being recorded. Recordings, transcripts, and related metadata may be associated with business and project records for service, training, quality, documentation, and follow-up purposes.

We retain information for as long as reasonably needed to provide services, maintain project and transaction records, resolve disputes, protect the service, and meet legal, tax, accounting, and contractual obligations. Retention periods vary by record and connected provider.

Sytmap does not currently provide self-service account deletion. You may contact Elwin to request access, correction, or deletion. Some information may be retained when reasonably required for project, payment, signature, security, legal, or accounting records.

We use administrative, technical, and organizational safeguards designed to protect information. No system can guarantee absolute security, so users should protect their credentials and promptly report suspected unauthorized access.

You may contact sales@elwinsecurity.com to ask about access, correction, deletion, or other privacy questions. We may need to verify your identity and authority before completing a request.

Depending on where you live and applicable law, you may have additional privacy rights. We will respond to verified requests as required by applicable law.

Sytmap is a business and client-service application and is not directed to children under 13. We do not knowingly collect personal information from children under 13 through account registration.

We will post updates to this Privacy Policy with a revised effective date. If a change materially affects how client information is handled or requires a new acknowledgment, Sytmap will provide a prominent notice or request renewed acknowledgment before continued client-portal use, as appropriate.

Privacy questions may be sent to sales@elwinsecurity.com, (408) 463-8325, or 3500 Thomas Rd, Suite E, Santa Clara, CA 95054.