Privacy Policy

The short version.

We collect what you give us (name, email, company) and basic business contact details from public sources.
We use it to send what you asked for, run our business, and send occasional business email you can stop any time.
We don't sell your information, and we don't share it for ad targeting.
When we set up workflows for a client, their business data stays in their own accounts.
Questions or requests: email hello@propersystemsco.com.

1. Who we are

Proper Systems Co. LLC (“Proper Systems Co.,” “we,” “us”) is a Tennessee limited liability company that sells templates and sets up AI-assisted back-office workflows for residential builders and remodelers. This policy explains what personal information we collect through propersystemsco.com, our emails and our services, and what we do with it.

Contact: hello@propersystemsco.com · 100 Powell Place #1507, Nashville, TN 37204

2. What we collect

Information you give us

Starter pack sign-up: first name, email address and company name.
Purchases: name, email, billing details and what you bought. Card payments are handled by our payment processor, Stripe. We don't see or store your full card number.
Emails and calls: anything you choose to tell us when you write to us, reply to an email or book a call.
Client work: if you hire us for setup or the managed service, the business details we need to do the work (tools you use, workflow preferences, contact info for the person we work with).

Business contact information from public sources

We reach out to residential building and remodeling companies by email. To do that we collect business contact details such as a person’s name, work email address, job title, company name, company website, and service area, from public sources like company websites and business directories, and from business data providers.

Information collected automatically

Website: our hosting provider keeps standard server logs (IP address, browser type, pages requested, time of visit) for security and to keep the site running. [If analytics are added: name the tool here, say whether it uses cookies, and how to opt out.]
Email: our email tools may record whether a message was delivered, opened, or a link was clicked, and whether you replied or unsubscribed.

3. How we use it

To send the starter pack, kit or anything else you asked for.
To deliver, support and bill for our services.
To send business email about our templates and services, including cold outreach to builders and remodelers. You can opt out any time (see section 6).
To answer your questions and keep records of our conversations.
To keep our site, email and accounts secure and to prevent abuse.
To meet legal, tax and accounting obligations.

We use AI tools to help us research companies and draft replies. A person at Proper Systems Co. sets the rules those tools follow and reviews the work.

We don't sell your personal information, and we don't share it for cross-context behavioral advertising.

We share information only with service providers that help us run the business, and only what they need to do their job. They include:

Type of provider	What they do for us
Website hosting Netlify	Hosts the site and receives form submissions
Email platforms [Email providers, e.g. outreach platform and newsletter/delivery tool]	Sends and tracks our email, manages unsubscribes
Payment processor Stripe	Processes payments and refunds
AI and productivity tools [e.g. Anthropic (Claude), document storage]	Helps us research, draft and organize our work
Professional advisers	Accountants and attorneys, under confidentiality

We may also disclose information if the law requires it, to protect our rights or someone’s safety, or as part of a sale or reorganization of the business (in which case this policy would continue to apply to your information).

5. Client data in your own accounts

When we set up workflows for a client, we work inside the client’s own email, accounting, file and AI accounts, with access the client grants. We don’t copy client jobs, customer lists or financials into our own systems, except for what we need to communicate with you about the work (for example, an email thread or a screenshot in a support request).

The client controls that data and that access, and can remove our access at any time. When an engagement ends, we ask the client to remove our access and we delete any working copies we still hold within [30] days, unless we need to keep something for legal or accounting reasons.

6. Marketing email and how to opt out

Every marketing email we send identifies who it’s from, includes our mailing address, and gives you a simple way to opt out: click the unsubscribe link or reply with “remove” or “unsubscribe.”

We honor opt-out requests promptly and always within 10 business days, as the federal CAN-SPAM Act requires.
Once you opt out, we add your email address to a suppression list so you don’t get more marketing email from us from any of our sending addresses. We keep that suppression list for as long as we send marketing email, so the opt-out sticks.
Opting out of marketing doesn’t stop emails about something you bought or a service you’re using (receipts, delivery, support).

7. How long we keep it

Prospect and subscriber contact details: until you opt out or ask us to delete them, or when they’re no longer useful to us. Your email stays on our suppression list after an opt-out so we can honor it.
Customer and billing records: as long as needed for tax and accounting, generally [7] years.
Correspondence: as long as it’s useful for supporting you, then deleted.
Server logs: kept by our hosting provider on its standard schedule.

8. How we protect it

We use reputable service providers, keep access limited to the people who need it, and use strong passwords and two-step sign-in on our accounts. No system is perfectly secure, so we can’t promise that information will never be accessed without permission. If a breach affecting your personal information happens, we’ll notify you as required by law.

9. Your choices and requests

You can email hello@propersystemsco.com at any time to:

ask what personal information we have about you,
correct it,
ask us to delete it (we’ll keep only your email on our suppression list so we don’t contact you again), or
stop marketing email.

We’ll respond within 30 days. We may need to confirm your identity before acting on a request.

State privacy laws

Several states, including California and Tennessee, have comprehensive privacy laws that apply to businesses above certain size or data-volume thresholds (for example, California’s law currently applies to businesses with more than about $26.6 million in annual revenue or that handle data on 100,000 or more California consumers or households; Tennessee’s applies only to businesses over $25 million in revenue that also meet data-volume tests). Proper Systems Co. is a small business and does not currently meet those thresholds. We still honor the requests above for anyone who asks, wherever they live. If we ever become subject to one of those laws, we’ll update this policy to describe the specific rights it provides.

Do Not Track

Our site doesn’t use tracking for advertising, so we don’t change anything based on browser Do Not Track signals.

10. Children

Our site and services are for businesses. They aren’t directed to children under 16, and we don’t knowingly collect personal information from them. If you think a child has given us information, email us and we’ll delete it.

11. Changes to this policy

If we change this policy, we’ll post the new version here and update the effective date at the top. If a change is significant, we’ll make a reasonable effort to tell customers directly.

12. Contact

Proper Systems Co. LLC
100 Powell Place #1507, Nashville, TN 37204
hello@propersystemsco.com