Privacy Policy

1. Scope of This Policy

This Privacy Policy applies to:

• visitors to the pairsys.ai website,
• business contacts and prospective customers,
• authorized users of our Services, and
• personal information processed in connection with operating our business.

Customer Content processed through the Services is governed primarily by our Terms of Use and, where applicable, a separate Data Processing Agreement (DPA).

2. Our Role

For purposes of applicable data protection laws:

• Customer Content: PAIR Systems acts as a data processor / service provider when processing Customer Content on behalf of customers. Customers remain the data controllers for such data.
• Website & Business Data: PAIR Systems acts as a data controller for personal information related to website visitors, business contacts, and internal operations.

3. Information We Collect

A. Website & Business Information

We may collect:

• contact information (such as name, email address, company, role),
• communications (such as inquiries, emails, and support requests),
• website usage data (such as IP address, browser type, pages visited, timestamps), and
• account and billing metadata, where applicable.

This information is collected directly from you or automatically through standard web technologies (including cookies and similar technologies).

B. Customer Content Processed Through the Services

Customer Content may include data submitted by customers or their authorized users for processing by the Services.

PAIR Systems processes such content solely at the direction of the customer and only for the purpose of providing the Services.

C. Health Information

Protected Health Information (PHI) may be processed only pursuant to a valid, executed Business Associate Agreement (BAA). Absent a BAA, submission of PHI to the Services is prohibited.

4. How We Use Information

We use personal information to:

• operate, maintain, and secure our website and Services,
• authenticate users and provide support,
• communicate service-related notices and updates,
• comply with legal, regulatory, and audit obligations,
• prevent fraud, abuse, and security incidents, and
• improve reliability, performance, and security.

We do not sell personal information and do not use Customer Content to train or fine-tune generalized or shared AI models.

5. Data Processing & Retention

PAIR Systems is designed to minimize data retention.

Customer Content: We do not intentionally persist Customer Content beyond what is operationally necessary to provide the Services. Limited metadata, security logs, billing records, or audit artifacts may be retained where required for security, compliance, or legal obligations.

Website & Business Data: Business and operational data is retained only for as long as reasonably necessary for the purposes described above or as required by law.

When data is no longer needed, it is deleted, anonymized, or de-identified in accordance with our retention policies.

6. Data Security

We maintain administrative, technical, and organizational safeguards designed to protect personal information, including measures aligned with recognized industry standards such as SOC 2-aligned controls.

Security measures include, as appropriate:

• encryption in transit,
• access controls and least-privilege principles,
• monitoring and logging for security and reliability,
• incident response procedures, and
• employee security and privacy training.

No system can be guaranteed to be completely secure, but we take reasonable steps to protect information entrusted to us.

7. Subprocessors

We may use trusted third-party service providers (such as cloud infrastructure providers) to support delivery of the Services and our business operations. Such providers are bound by contractual confidentiality and data protection obligations appropriate to their role.

Additional details may be provided in a DPA upon request.

8. Your Rights

Depending on your location, you may have rights under applicable data protection laws, including the right to:

• access personal information we hold about you,
• request correction or deletion,
• object to or restrict certain processing, and
• withdraw consent where processing is based on consent.

Requests may be submitted to privacy@pairsys.ai. We may need to verify your identity before responding.

If we process personal information on behalf of a customer, requests relating to that data should be directed to the customer as the data controller.

California Residents (CCPA)

PAIR Systems does not sell or share personal information as defined by the California Consumer Privacy Act (CCPA). When processing Customer Content, we act as a service provider to our customers.

9. International Transfers

Personal information may be processed in the United States or other jurisdictions where we or our service providers operate. Where required, we rely on appropriate safeguards, such as Standard Contractual Clauses, to support international transfers.

10. Children's Privacy

Our website and Services are intended for business use and are not directed to children under 13. We do not knowingly collect personal information from children. If you believe we have inadvertently collected such information, please contact us for deletion.

11. Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated "Last Updated" date.

12. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact: