Privacy Policy

This policy describes how Marduk LLC ("we", "us") handles personal information in the course of providing our software service (the "Service").

It applies to people who create an account with us, people whose information is entered into the Service by an account holder (for example a customer or contact record), and visitors to our website.

Where an organisation uses the Service to manage its own customers, that organisation controls the data it enters and we process it on their behalf under our agreement with them. Requests about such data are directed to that organisation.

We collect only what is needed to operate the Service:

• Account information — your name, email address, and (if you choose to provide it) your mobile phone number and profile photo.
• Content you create — records, documents, files, messages, forms, appointments and other material you or your organisation enter into or upload to the Service.
• Communications — email, SMS and in-app messages sent or received through the Service, including delivery status.
• Technical and usage data — IP address, browser and device type, pages viewed, and timestamps, used to keep the Service secure and working.
• Payment information — handled by our payment processor. We receive a record that a payment occurred and limited card metadata; we never receive or store full card numbers.

We use the information above to:

• Provide, maintain and secure the Service and your account.
• Send the notifications you have asked for — appointment and form reminders, invoice and message alerts, and account updates.
• Respond to your support requests.
• Detect, investigate and prevent fraud, abuse and security incidents.
• Meet our legal, tax and accounting obligations.

No mobile information is sold, rented, or shared with third parties or affiliates for marketing or promotional purposes. Phone numbers and SMS consent are used only to deliver the messages you asked for, and are shared only with the telecommunications provider that carries those messages on our behalf.

How you opt in. You opt in through your own authenticated account. After creating an account, you open Account → Settings → Notifications, enter your mobile number and receive a 6-digit verification code by SMS. You must enter that code to confirm the number is yours. Only then can you switch on “Enable SMS notifications”. That setting is off by default and is never enabled on your behalf — there is no opt-in by phone call, by paper form, or from any purchased or third-party list.

What we record. Your consent is stored against your user record together with the verified number and the preferences you selected, so it can be reviewed and evidenced.

• Message types: appointment and form reminders, invoice and message alerts, and account updates you select below.
• Message frequency varies based on your account activity.
• Message and data rates may apply.
• Reply STOP to any message to opt out, or HELP for help. You can also turn this setting off at any time.

You can withdraw SMS consent at any time, in either of these ways, and both take effect immediately:

• Reply STOP (or STOPALL, UNSUBSCRIBE, CANCEL, END, QUIT) to any message you receive from us. We will send one confirmation message and then stop. Reply START to resume.
• Turn off “Enable SMS notifications” in Account → Settings → Notifications, where you can also choose which individual events reach you by SMS, email or in-app.
• Reply HELP to any message for support contact information.
• Email notifications can be turned off on the same screen, or by using the unsubscribe link in any notification email. Contact us at j@chimaro.ai if you need help.

We do not sell personal information, and we do not share it for third-party advertising.

We use a small number of service providers to run the Service. They may process personal information only on our instructions and only to perform their function:

• Telephony provider — to send and receive SMS, voice calls and faxes you initiate through the Service.
• Email provider — to deliver transactional and notification email.
• Payment processor — to take and manage subscription payments.
• Video meeting provider — where you use the Service's meeting features.
• Hosting and storage providers — the servers and object storage on which the Service and your files run.
• We also disclose information where we are legally required to, or where necessary to protect our rights, users, or the security of the Service.

Some parts of the Service use AI — for example search, summarisation and document question-answering.

Search indexing (embeddings) and document question-answering run on our own privately hosted inference infrastructure; that content is not sent to a third-party model provider. Certain other AI features may use a third-party model provider under terms that prohibit using your content to train their models. For customers operating under a HIPAA business associate agreement, AI processing is restricted to our privately hosted infrastructure.

We do not use your content to train our own general-purpose models.

We keep your account information and content for as long as your account is active, and afterwards only as long as needed to meet legal, tax, accounting or dispute-resolution obligations. Records of opt-out requests are retained so we can honour them.

Data is transmitted over encrypted connections and stored on access-controlled infrastructure. Access within our systems is scoped to the organisation the data belongs to, and secrets and credentials are stored encrypted. No system is perfectly secure, but we work to protect your information and to notify affected users of a breach where the law requires it.

Depending on where you live, you may have the right to:

• Request a copy of the personal information we hold about you.
• Ask us to correct information that is inaccurate.
• Ask us to delete your account and associated personal information.
• Object to or restrict certain processing, and withdraw consent you previously gave.
• To exercise any of these, contact j@chimaro.ai. If your information was entered by an organisation using the Service, we will refer your request to that organisation.

The Service is not directed to children under 13, and we do not knowingly collect personal information from them. If you believe a child has provided us information, contact us and we will delete it.

We use cookies that are necessary for the Service to work — principally to keep you signed in and to protect against cross-site request forgery. Where an organisation using the Service has enabled its own analytics or advertising pixel on its public website, that provider's own policy applies to those cookies.

We may update this policy as the Service changes. The date at the top of this page reflects the most recent revision. Material changes affecting how we use your information will be communicated through the Service.

Questions about this policy or about your information can be sent to j@chimaro.ai, or via https://mardukmethod.com.