Privacy Policy

This Privacy Policy explains how COLEUS Systems, Inc. collects, uses, discloses, and protects personal information when you use COLEUS Rooms.

1. Overview and scope

COLEUS Systems, Inc. operates COLEUS Rooms. This Privacy Policy applies to the product website at https://coleussystems.com/rooms, account registration, Solo, client sessions, Dialogue, Sources, Context, Studio, Library, verification, billing, conferencing, connected channels, and related support.

For account administration, security, billing, product operation, and verification, COLEUS Systems, Inc. generally acts as the controller or business responsible for the processing. If an organization uses COLEUS Rooms under a separate agreement and determines the purposes and means of processing its users’ or clients’ content, we may act as a processor or service provider for that content.

This Policy describes current and feature-dependent processing. A technical integration is not necessarily enabled for every user, feature, or data category.

2. Personal information we collect

We may collect the following categories of information, depending on the features you use:

COLEUS Rooms does not currently collect a residential address, platform billing address, proof-of-address document, or legal-notice address as a general account requirement. Payment providers may collect billing information for their own processing. Optional broad practice or organization locations are private unless the expert separately permits a limited public projection.

3. Google Sign-In data

COLEUS Rooms uses Google Sign-In only for authentication and account linking through the scopes openid, email, and profile.

We may receive and store:

• the stable Google account identifier (sub);
• email address and whether Google reports it as verified;
• name;
• profile image URL and locale if returned; and
• token-validation and security metadata.

We use the Google sub value as the stable Google identity reference. We do not receive your Google password and do not request access to Gmail, Google Drive, Google Calendar, or Google Contacts through this flow.

Disconnecting COLEUS Rooms in your Google Account stops future Google authorization but does not automatically delete your COLEUS Rooms account or information already stored in the Service. See Account & Data Deletion.

4. Sources of information

We collect information:

• directly from you;
• from another authorized session participant or organization;
• from Google, Stripe, messaging, conference, email, or other providers when you use the corresponding feature;
• from public authorities and professional registries used for a requested credential check;
• automatically from devices, browsers, servers, and security systems; and
• from public webpages or research services when you ask the Service to retrieve or research information.

If we receive personal information from a public source or another person, we use it only for the relevant feature, verification, security, legal, or platform purpose.

5. How we use personal information

We use personal information to:

• create, authenticate, secure, and administer accounts;
• provide Solo, client sessions, Dialogue, Sources, Context, Studio, Library, conferencing, and connected services;
• record and administer category and service-scope proposals and confirmations;
• process AI-assisted generation, translation, transcription, research, review, and classification requested by the user;
• perform identity and professional credential checks;
• process subscriptions, credits, billing, tax, and fraud prevention;
• provide support, notifications, and service communications;
• protect users, investigate misuse, enforce policies, and maintain auditability;
• comply with law, sanctions, legal process, and professional or contractual obligations;
• maintain, debug, measure, and improve the Service; and
• create aggregated or de-identified information that does not reasonably identify a person.

6. Legal bases for EEA, UK, and similar jurisdictions

Where applicable law requires a legal basis, we rely on one or more of the following:

Where we rely on consent, you may withdraw it for future processing. Withdrawal does not affect processing already carried out lawfully and may make a feature unavailable.

7. Sensitive and regulated information

Messages, Sources, files, transcripts, and Studio work may contain legal, financial, health, mental-health, identity, credential, or other sensitive information. The initial launch does not enable regulated professional-service profiles merely because the Service can technically store or process such content.

Do not provide sensitive or regulated information to a feature unless the feature is enabled for that purpose and you have authority to use the data. COLEUS Rooms may restrict AI processing, sharing, context use, or delivery based on data classification, active service scope, provider policy, or platform rules.

Private identity documents, professional-verification evidence, reviewer notes, and private location evidence are excluded from ordinary AI, Context Builder, Master Report, Studio, and public-profile flows unless a specific authorized process requires otherwise.

8. AI, search, translation, and automated processing

When you invoke an AI, search, translation, transcription, research, or review feature, the Service may send the selected prompt, message, source excerpt, file, transcript, task context, or other necessary input to the provider selected for that feature. The data sent depends on the exact function and may be minimized or excluded based on policy.

COLEUS Systems, Inc. does not intentionally use private user content to train its own general-purpose model for unrelated customers. Third-party provider handling depends on the applicable API or business-service terms, account settings, and feature configuration. Provider-specific contract, retention, training, and residency facts are reviewed before a provider is approved for a particular sensitive or regulated profile.

AI and automated systems may help detect security, policy, service-scope, fraud, or verification risks and may recommend a warning, restriction, review, or classification. COLEUS Rooms does not intend to make a solely automated decision producing legal or similarly significant effects without human review where applicable law requires it.

9. Voice, conferencing, transcription, and recording

COLEUS Rooms may use Daily and speech-to-text or AI providers for audio/video conferencing, transcription, translation, or conference summaries when the corresponding feature is enabled.

Participants will receive feature-specific notice and any required consent controls. Transcription and storage of audio/video are separate operations. We do not represent a full-conference recording or a fixed raw-media retention period as active unless the implemented interface specifically provides and describes that feature.

Conference content may contain highly confidential or sensitive information. COLEUS Rooms may restrict conference processing until the required compliance and provider approvals are in place.

10. Identity and professional verification

Stripe Identity may collect identity documents and biometric or verification information under its own privacy terms. COLEUS Rooms generally receives status, reference, and limited result metadata rather than the full identity document.

Professional Verification is a separate COLEUS Rooms process. It may use expert-provided credential claims, public authorities, professional registries, deterministic adapters, and authorized manual review. Evidence and reviewer notes are private and access-controlled.

A professional credential check reports the existence and authority-reported status of a specific record at a particular time. It does not certify competence or determine authorization for a specific service or jurisdiction.

11. How we disclose information

We may disclose personal information:

• to authorized experts, clients, and organization administrators according to the active workspace, session, scope, visibility, and access rules;
• to service providers and third-party services used for hosting, authentication, email, billing, identity verification, AI, search, research, translation, transcription, communication, conferencing, security, and timestamping;
• to public authorities or professional registries when a requested verification or legal process requires it;
• to lawyers, auditors, insurers, investors, lenders, acquirers, or successors under appropriate confidentiality and legal protections;
• to courts, regulators, law enforcement, or other parties when required by law or reasonably necessary to protect rights, safety, security, users, or legal claims; and
• at your direction or with your consent.

Current and feature-dependent providers are listed in Subprocessors & Third-Party Services.

12. International processing and transfers

COLEUS Systems, Inc. is based in the United States. Personal information may be processed in the United States and other countries where COLEUS Rooms or its providers operate.

Where required, we use an approved transfer mechanism, such as an adequacy decision, Standard Contractual Clauses, the UK Addendum or International Data Transfer Agreement, or another lawful safeguard. Provider locations and transfer terms vary by integration and may be limited for particular compliance profiles.

13. Retention

We retain personal information only for as long as reasonably necessary for the purposes described in this Policy, including service delivery, security, auditability, disputes, billing, legal obligations, and professional or document-integrity requirements.

Current baseline retention approach:

These periods are baselines, not guarantees that every record is kept for the maximum period. We may retain less. We may retain longer if law, safety, a legal hold, professional recordkeeping, fraud prevention, or defense of claims requires it.

14. Security

We use administrative, technical, and organizational measures designed to protect personal information, including authentication controls, role-based access, least privilege, encrypted transport, server-side secrets, logging, backups, provider controls, and incident-response procedures.

No system is completely secure. You are responsible for protecting your account, devices, connected channels, and credentials. Notify us promptly if you suspect unauthorized access or disclosure.

15. Cookies and similar technologies

COLEUS Rooms may use strictly necessary and functional cookies or similar technologies for authentication, security, session continuity, language, preferences, and core operation. Google Sign-In, Google Fonts, jsDelivr, and other embedded or connected providers may receive ordinary browser request metadata under their policies.

No dedicated advertising or product-analytics provider has been identified for the current launch baseline. If non-essential analytics, advertising, or similar technologies are introduced, we will update this Policy and use consent controls where required.

16. Your privacy rights

Depending on applicable law and your location, you may have rights to:

• receive information about processing;
• access personal information and obtain a copy;
• correct inaccurate or incomplete information;
• request deletion, subject to lawful exceptions;
• restrict or object to processing;
• receive portable data in a commonly used format;
• withdraw consent;
• object to certain direct marketing or automated decisions;
• appeal a refusal of a privacy request; and
• complain to a data-protection authority or regulator.

Submit requests through available account controls or by emailing privacy@coleussystems.com. We may verify your identity and authority before completing a request. We will not discriminate against you for exercising a privacy right.

If we process data solely on behalf of an expert or organization, we may direct the request to that controller or assist it in responding.

17. California privacy disclosures

If the California Consumer Privacy Act, as amended, applies to COLEUS Systems, Inc. and you are a California resident, you may have rights to know, access, delete, correct, opt out of sale or sharing, limit certain uses of sensitive personal information, and receive equal treatment.

COLEUS Systems, Inc. does not sell personal information for money and does not share personal information for cross-context behavioral advertising. We do not knowingly use sensitive personal information to infer characteristics or for purposes unrelated to providing and protecting the Service.

Where legally required, we will honor valid Global Privacy Control or other recognized preference signals and provide any required request methods or links. Requests may be denied or limited where an exception applies, we cannot verify the request, or disclosure would adversely affect another person’s rights.

18. No sale, targeted advertising, or unrelated model training

We do not sell personal information for money. We do not use personal information for third-party cross-context behavioral advertising. We do not create advertising profiles from professional, health, legal, financial, identity, credential, or session content.

We may use aggregated or de-identified information for analytics, reliability, security, and product improvement, provided it is not reasonably linkable to a person.

19. Age limitation

COLEUS Rooms is intended only for persons who are at least 18 years old. We do not currently offer minor or guardian-managed accounts. If we learn that an underage person created an account, we may suspend the account and delete or restrict the information, subject to legal and safety requirements.

20. Account deletion and Google disconnection

Disconnecting Google does not automatically delete your COLEUS Rooms account. To request deletion or obtain a copy of your data, use available account controls or follow the instructions in Account & Data Deletion.

Deletion may involve erasure, de-identification, restriction, or retention of a minimal record depending on shared-session rights, security, billing, legal holds, professional verification, issued artifacts, and other lawful exceptions.

21. Changes and contact

We may update this Policy as the Service, providers, laws, or processing practices change. We will post the updated version and effective date and provide additional notice or request renewed consent where required.

Privacy requests and questions: privacy@coleussystems.com
General support: info@coleussystems.com
Mail: COLEUS Systems, Inc., 8 The Green, #11545, Dover, Delaware 19901, United States