Privacy Policy

1. Who this policy covers

This policy applies to personal information handled through the Systems Bureau website, digital checkout, customer support, and product fulfillment. Independent payment processors and analytics platforms operating on our behalf may also process data according to their respective privacy standards.

2. Information you provide

When you interact with our store or make a purchase, you may provide:

• Contact information, such as your email address and name;
• Billing details, transaction records, and purchase history;
• Customer support inquiries, correspondence, and technical feedback; and
• Form submissions and order preferences provided during checkout.

We collect only the information necessary to fulfill digital orders, maintain customer records, and provide customer assistance.

3. Information collected automatically & analytics

To operate and protect our digital storefront and analyze user experience, we utilize privacy-conscious measurement and analytics services:

• DropFlow Analytics & Outbox: We maintain a first-party analytics pipeline storing pseudonymized session and visitor identifiers (e.g. df_vid, df_sid) in browser storage to track commerce milestones and reliably queue event receipts.
• Google Analytics 4 (GA4): Sourced via optional, strictly isolated client measurement without third-party advertising or remarketing integrations, capturing sanitized page paths, titles, and standard ecommerce events without transmitting personal identifiers.
• Microsoft Clarity: Provides heatmaps and session recordings on content, product browsing, and checkout pages to help us diagnose usability issues. Customer input values, payment content, and checkout error messages are masked. Stripe's third-party payment frames are not recorded. Checkout visits with private URL context are excluded, as are order confirmation, upsell, and payment success pages.
• Marketing Pixels (Meta Pixel & TikTok Pixel): When enabled for the store, external browser pixels receive standard commerce lifecycle events (such as page views, additions to cart, checkout milestones, and purchases) coordinated through DropFlow’s authoritative server receipts.
• Technical Infrastructure: Hosting providers and CDN edge proxies (such as Cloudflare) record standard HTTP network logs (IP addresses, device user agents, request timestamps) for performance and DDoS protection.

4. Payment information

Payment processing is handled securely by Stripe. Systems Bureau never receives, processes, or stores your raw credit card numbers or sensitive payment credentials. Payment information is entered directly into Stripe’s secure hosted elements, which operate under Stripe’s comprehensive security controls and PCI-DSS compliance.

5. How information is used

We use personal information to:

• Process digital orders, collect payment, and deliver purchased software/files;
• Issue order confirmations, invoices, and delivery receipts;
• Provide post-purchase customer support and troubleshooting;
• Protect against fraud, unauthorized transactions, and system abuse;
• Evaluate website performance, fix technical errors, and optimize UX; and
• Comply with accounting, tax, and legal requirements.

6. Legal bases

Where applicable (such as under the GDPR or UK Data Protection Act), processing is based on:

• Performance of a contract: Delivering digital products and processing purchases you request;
• Legitimate interests: Securing the storefront, preventing fraud, and optimizing site usability;
• Legal compliance: Maintaining accurate financial, tax, and corporate records; and
• Consent: Where specific consent is required by local privacy laws for tracking technologies.

7. Service providers

We share necessary information only with third-party service providers essential to our business operations:

• Payment Gateways: Stripe, for payment processing and fraud detection;
• Commerce Infrastructure: DropFlow, for order management, outbox synchronization, and server-side tracking;
• Web Hosting & CDN: Cloudflare, for edge routing, caching, and security; and
• Analytics & Diagnostics: Google Analytics and Microsoft Clarity, including checkout interaction recordings with sensitive content masked.

All providers are bound by confidentiality and data protection obligations. We do not sell or rent personal information.

8. International transfers

Systems Bureau serves an international audience. Information may be transferred to, stored, and processed in jurisdictions outside your home country, including the United States. Where required, standard contractual clauses or equivalent legal safeguards are maintained.

9. Data retention

We retain transaction, billing, and customer records only as long as necessary to satisfy operational, tax, statutory accounting, and dispute-resolution requirements. Temporary session data in browser storage is cleared automatically or can be deleted manually at any time.

10. Your privacy rights

Depending on your jurisdiction, you may have rights to access, rectify, or erase personal data, restrict or object to processing, or request data portability. To exercise these rights, please contact us at hello@systemsbureau.com.

11. Children

Our website and digital products are directed to professionals and adults. We do not knowingly solicit or collect personal information from individuals under the age of 16.

12. Security

We implement industry-standard encryption, strict Content Security Policies (CSP), tokenized payment interfaces, and secure HTTPS transmission across all pages. While no electronic system is 100% infallible, we regularly monitor and update our defensive controls.

13. Cookies and local storage

For detailed information regarding our use of cookies, session storage, and persistent local storage keys, please consult our Cookie Policy.

14. Changes to this policy

We may update this policy periodically to reflect operational, legal, or regulatory updates. Changes take effect immediately upon publication with an updated revision date.

15. Contact

If you have questions, comments, or requests regarding this Privacy Policy, please contact us at hello@systemsbureau.com.