Privacy Policy - Syntropic Systems

Syntropic Systems LLC ("we," "us," or "our") operates the website https://syntropicsystems.co/ (the "Site") and provides the Agent Token Reclaimer local software appliance (the "Software"). We are dedicated to respecting your privacy and protecting any information processed within our ecosystem.

1. Local Architecture & Outbound LLM Routing

The Software is architected as a self-hosted appliance designed to retain data within your local perimeter network (e.g., your local machine or private Docker environment).

Local Storage: All cached solutions, local database records, and sandbox metrics happen strictly within your secure infrastructure.
No Telemetry to Syntropic: The Software does not transmit your source code, local database items, or token metrics back to us.
Outbound LLM Routing (Optional): To optimize duplicate assessment, the Software can route requests directly to third-party Large Language Model (LLM) providers (e.g., Anthropic, OpenAI) using API keys you explicitly configure. This traffic is restricted entirely to your own LLM accounts; we never intermediate or log these payloads. If no LLM configuration is provided, the Software automatically falls back to local keyword-based matching heuristics—leaving your deployment completely air-gapped (but potentially less accurate).

2. Information We Collect on Our Website

When you interact with our Site or contact us, we may collect minimal personal information necessary to manage our business operations:

Account & Billing Data: If you join an early adopter cohort, register for a license, or pay for a seat, we collect your name, email address, corporate domain name, and billing details (processed securely via our third-party payment processor).
Communication Logs: If you email us at info@syntropicsystems.co or billing@syntropicsystems.co, we keep a record of that correspondence to resolve your request.
Manual Diagnostics: If you explicitly choose to use the "Export Diagnostics" button within the Software to generate a log file and manually email or send it to us for support, we will receive those redacted logs to troubleshoot your specific issue.

3. How We Use Your Information

We use the minimal data collected through our Site to:

Issue and validate software license keys.
Process payments and prevent billing fraud.
Respond to your customer support and configuration inquiries.
Send essential software distribution updates or security alerts.

4. Information Sharing and Disclosure

We do not sell, trade, or rent your personal data to third parties. We only share information with trusted third-party service providers (such as web hosting and payment processors) who are legally bound to protect your data and use it strictly to perform services on our behalf.

5. Security of Your Data

While your local database security is your responsibility within your own network infrastructure, we utilize industry-standard security measures on our Site to protect your billing and account registration information.

6. Your Rights and Contact Information

Depending on your jurisdiction (such as the EU under GDPR or California under CCPA), you may have the right to access, correct, or delete the personal registration data we hold about you.

For any privacy-related inquiries or to exercise your data rights, please contact us at:

Email: info@syntropicsystems.co