Privacy Policy

1. Who We Are

Officina Systems is operated by Officina Systems ("we," "us," "our"). This Privacy Policy describes how we collect, use, and protect information about you when you use the Officina Systems platform.

If you have questions about this policy, email us at [email protected].

2. Information We Collect

2.1 Account Information

When you sign up for Officina Systems, we collect:

• Your email address
• Your name (if provided)
• Your password (stored in hashed form — we never store plaintext passwords)

2.2 Payment Information

We collect billing information necessary to process your subscription. We do not store your full credit card number. Payment processing is handled by Stripe, and card data is tokenized and stored on Stripe's secure infrastructure.

We retain billing records including subscription tier, billing dates, and transaction IDs for accounting and support purposes.

2.3 Workspace and Usage Data

When you use Officina Systems, we collect data about how you interact with the platform, including:

• Book titles, ASINs, and catalog data you enter into the system
• Agent task inputs and outputs generated during your sessions
• Research queries, production briefs, and marketing requests you submit
• Feature usage patterns and dashboard interaction data
• Error logs and diagnostic information to maintain platform reliability

2.4 Communications

When you contact support or correspond with us by email, we retain those communications to assist you and improve the service.

2.5 Technical Data

We automatically collect standard server log data including IP addresses, browser type, operating system, and referring URLs. This data is used for security monitoring and infrastructure management.

3. How We Use Your Data

We use the information we collect to:

• Provide, maintain, and improve the Officina Systems platform
• Process your subscription payments and manage your account
• Send transactional emails — subscription confirmations, receipts, onboarding, and service notices
• Send product updates and feature announcements (you may unsubscribe at any time)
• Respond to support requests and troubleshoot platform issues
• Monitor for abuse and enforce our Terms of Service
• Analyze usage patterns to prioritize product development

4. Third-Party Service Providers

We work with a small set of trusted third-party providers who process data on our behalf:

We may also use cloud infrastructure providers (for hosting and storage) and AI model providers to run the agent functionality that powers Officina Systems. These providers process data under contractual data protection obligations and are not permitted to use your data for their own purposes.

We do not integrate with advertising networks, data brokers, or analytics platforms that track you across other websites.

5. Data Retention

We retain your account data for as long as your subscription is active. If you cancel, we retain your data for 90 days to allow for account reactivation, after which it is deleted from active systems.

Billing records may be retained for up to 7 years for legal and accounting compliance. Anonymized, aggregated usage statistics may be retained indefinitely.

6. Your Rights

6.1 Access and Portability

You may request a copy of the personal data we hold about you at any time. Email us at [email protected] and we will respond within 30 days.

6.2 Correction

If any information we hold about you is inaccurate, you may request that we correct it. Most account information can be updated directly from your account settings.

6.3 Deletion

You have the right to request deletion of your personal data. To exercise this right, email [email protected] with "Delete my data" in the subject line. We will process your request within 30 days, subject to any legal retention obligations.

6.4 Opt-Out of Marketing

You may unsubscribe from non-essential marketing communications at any time by clicking the unsubscribe link in any email, or by emailing us. Transactional emails (receipts, account notices) cannot be opted out of while your account is active.

7. Security

We take the security of your data seriously. Officina Systems uses HTTPS for all data transmission, password hashing for stored credentials, and role-based access controls within our infrastructure. We do not store sensitive publishing credentials or third-party API keys in plaintext.

No system is perfectly secure. If you discover a potential security issue, please report it responsibly to [email protected].

8. Cookies

Officina Systems uses essential cookies to maintain your login session and platform preferences. We do not use third-party tracking cookies or advertising cookies. You may disable cookies in your browser settings, though this may affect platform functionality.

9. Children's Privacy

Officina Systems is not directed at children under 16. We do not knowingly collect personal information from anyone under 16. If you believe a minor has created an account, please contact us and we will remove the data promptly.

10. Changes to This Policy

We may update this Privacy Policy as the platform evolves. We will notify you of material changes by email or through a notice in the Officina Systems dashboard, at least 14 days before the change takes effect.

11. Contact Us

For any questions about this Privacy Policy, your data, or your rights, contact us at:

[email protected]
Officina Systems — Officina Systems Privacy

We aim to respond to all privacy requests within 5 business days.