Privacy Policy

This Privacy Policy describes how DesignCopilot (“DesignCopilot,” “we,” “us,” or “our”) collects, uses, and shares information when you use the website located at systemdesigncopilot.com and the associated services (the “Service”).

DesignCopilot is operated by an individual sole proprietor based in North Carolina, United States.

If you do not agree with this Privacy Policy, do not use the Service.

We collect the following categories of information:

We use information to:

1. Provide, operate, and maintain the Service, including generating architecture proposals, roasts, and related output.
2. Authenticate you and secure your account.
3. Process Your Content through our AI provider (see Section 5) to produce the output you requested.
4. Communicate with you about your account, transactional matters, product updates, and support.
5. Understand how the Service is used so we can improve it, measure feature performance, and fix bugs.
6. Enforce our Terms of Service and prevent fraud, abuse, and security incidents.
7. Comply with legal obligations.

We do not use Your Content to train our own AI models, and our AI provider (Anthropic) is contractually prohibited under its API terms from using API inputs and outputs to train its models.

Where applicable law requires a legal basis for processing personal information, we rely on:

• Performance of a contract — to provide the Service you request.
• Legitimate interests — to operate, secure, and improve the Service, and to communicate with users.
• Consent — where required, for example for certain analytics cookies. You can withdraw consent at any time.
• Legal obligation — to comply with applicable laws.

The Service is built around AI-generated output. When you use the Service:

• Your Content (including intake answers, requirements, uploaded sketches, and follow-up prompts) is sent to Anthropic through its API to generate architecture proposals, tradeoff analyses, and roasts.
• Anthropic processes this content under its API terms and is contractually prohibited from using API inputs and outputs to train its models.
• We retain Your Content and the corresponding AI output in our database so that you can view, share, refine, and export your projects.
• AI output is generated by a large language model and may contain errors, omissions, or claims that are not accurate or appropriate for your specific situation. See our Terms of Service for important disclaimers.

You should not submit information that you are not permitted to share with third-party AI services. In particular, please avoid submitting:

• Protected health information, government identifiers, or financial account numbers;
• Trade secrets or confidential information of third parties that you are not authorized to disclose;
• Personal information about identifiable individuals beyond what is reasonably needed to describe your product or system.

We do not sell personal information. We share information with the following categories of service providers (“sub-processors”), each of which is bound by confidentiality and data-protection obligations and may process information only to provide services to us:

We may also disclose information:

• To comply with applicable law, regulation, legal process, or governmental request;
• To enforce our Terms of Service or protect the rights, property, or safety of DesignCopilot, our users, or others;
• In connection with a merger, acquisition, financing, or sale of assets, in which case we will require the recipient to honor this Privacy Policy or notify you of any material change.

We retain information for as long as needed to provide the Service and for legitimate business or legal purposes:

• Account information is retained while your account is active. If you delete your account, we delete or anonymize your account information within 30 days, except where retention is required by law (e.g., tax records).
• Your Content and generated output is retained while your account is active. You can delete individual projects at any time from your dashboard, which removes them from active databases promptly and from backups within 30 days.
• Server logs are retained for up to 90 days.
• Analytics data (PostHog) is retained for up to 30 days, after which it is automatically deleted.
• Billing records (once paid plans launch) are retained for at least 7 years as required by tax and accounting rules.

Regardless of where you live, you can:

• Access the personal information we hold about you by viewing your account settings.
• Export Your Content and project data at any time using the in-product export function, which produces a downloadable archive of your projects and their generated output.
• Delete individual projects from your dashboard, or delete your entire account from your account settings. Account deletion is permanent and removes your projects and generated output within the retention windows described in Section 7.
• Correct your account profile information directly in your settings.
• Opt out of non-essential email using the unsubscribe link in any non-transactional message. You will continue to receive essential service emails (sign-in links, security notices, billing receipts).

Depending on your location, you may have additional rights under laws such as the EU/UK GDPR, California Consumer Privacy Act (“CCPA”), or similar laws, including:

• The right to receive a copy of your personal information in a portable format;
• The right to object to or restrict certain processing;
• The right to lodge a complaint with a supervisory authority;
• For California residents: the right to know, the right to delete, the right to correct, and the right to non-discrimination for exercising your rights. We do not “sell” or “share” personal information as those terms are defined under California law.

To exercise any of these rights, email us at privacy@systemdesigncopilot.com. We may need to verify your identity before responding.

We use reasonable administrative, technical, and physical safeguards designed to protect information we collect, including encryption in transit (TLS), encryption at rest in our database and storage providers, scoped access controls, and regular dependency updates. No system is perfectly secure, and we cannot guarantee absolute security.

If we become aware of a security incident that affects your personal information, we will notify you and the appropriate authorities as required by law.

We are based in the United States, and our sub-processors operate in the United States and other countries. If you access the Service from outside the United States, your information will be transferred to and processed in the United States and other jurisdictions that may have data-protection laws different from those of your country. Where required, we rely on appropriate transfer mechanisms (such as the Standard Contractual Clauses) for international transfers.

The Service is not directed to children under 16, and we do not knowingly collect personal information from children under 16. If you believe a child has provided us with personal information, please contact us and we will delete it.

We may update this Privacy Policy from time to time. If we make material changes, we will notify you by email or through the Service before the changes take effect. The “Last Updated” date at the top reflects the most recent revision.

Questions about this Privacy Policy or our privacy practices? Email us at:

privacy@systemdesigncopilot.com

DesignCopilot
North Carolina, United States
Postal address available upon written request to the email above.