Privacy policy

This policy covers compliance.nbtsystems.ai, including its questionnaires, and the services you order through it. It is provided by NBT Systems LLC, Boca Raton, Florida (“NBT Systems,” “we,” “us”). Questions: info@nbtsystems.ai.

The short version

• Your questionnaire answers stay in your browser. We don’t receive them unless you save a progress file and send it to us.
• Questionnaire pages have no analytics or tracking tags. Our marketing pages use Google Analytics.
• Payments are handled by Stripe. We never see your full card number.
• We don’t sell your personal information or use it for targeted advertising.
• Please don’t send patient records, contract data, passwords or account numbers. Our services don’t need them.

Information we collect

Questionnaire answers

Answers you enter in our questionnaires are saved in your own browser’s local storage so you can return to them. They are not transmitted to NBT Systems. If you choose “Save progress file,” the file downloads to your device; we receive it only if you send it to us. You can clear your answers at any time with “Start new” or by clearing your browser data.

Information you send us

• Progress files and messages: files you email to us and the details in them, such as your organization’s name, people and roles, systems, vendors and security practices, plus anything you write in emails or notes.
• Orders: when you buy through Stripe, we receive your name, email address, business name if you provide it, what you bought and the amount. Stripe processes your payment details under its own privacy policy.
• Bookings: when you schedule a call through Google Calendar, we receive the name, email address and any details you enter.
• Engagement information: if you hire us for a guided engagement, information you share during sessions and evidence you provide for review.

Information collected automatically

• Analytics (marketing pages only): we use Google Analytics, loaded through Google Tag Manager, on our informational pages. It uses cookies and similar technologies to collect information such as pages viewed, time on site, referring website, device and browser type, and approximate location derived from your IP address. Google may collect information about your activity on our site over time and across other websites. Analytics tags are not loaded on our questionnaire pages or readiness worksheet.
• Hosting and security: our website is hosted by Cloudflare, which processes technical information such as IP addresses and request details to deliver the site and protect it from abuse.

How we use information

• To provide the services you order, including preparing reports and documentation from your files and conducting guided engagements
• To communicate with you about orders, deliverables, scheduling and support
• To process payments and keep business and tax records
• To understand how visitors use our website and improve it
• To protect our website, services and customers, and to comply with legal obligations

AI-assisted preparation. We use AI tools to help draft reports and documents from the information in your files. These tools act as our service providers, and we review how they handle data when choosing them.

How we share information

We share information only as needed to run our business:

• Service providers that work on our behalf, including Stripe (payments), Google (email, calendar and analytics), Cloudflare (hosting and security) and AI service providers (document preparation)
• Partner firms: if you use a questionnaire on a site operated by one of our MSP or MSSP partners, information you send is shared with that partner, who is responsible for its relationship with you
• Legal and safety reasons: when required by law or legal process, or to protect rights, property or safety
• Business transfers: as part of a merger, acquisition or sale of assets, subject to this policy

We do not sell personal information.

Cookies and your choices

• You can block or delete cookies in your browser settings; our site works without them.
• You can opt out of Google Analytics with Google’s browser add-on.
• Do Not Track: our website does not currently respond to browser Do Not Track signals.

How long we keep information

We keep progress files, deliverables and related correspondence while we provide services to you and for up to three years afterward, so we can support annual reviews and renewals, unless you ask us to delete them sooner or the law requires us to keep them longer. Order and billing records are kept as required for tax and accounting purposes.

Security

We use reasonable safeguards, including encrypted connections, access controls and multi-factor authentication on our accounts. No method of transmission or storage is completely secure. Email is not a fully secure channel, so please send only what your order needs.

Health information and sensitive data

Our services do not require patient records, protected health information, contract data, passwords or account numbers. Please do not include them in questionnaires, notes or files. If we receive them unintentionally, we will delete them.

Your rights

You can ask us to access, correct or delete personal information we hold about you by emailing info@nbtsystems.ai. We will respond within a reasonable time and may need to verify your request. Depending on where you live, you may have additional rights under state privacy laws, and we will honor them as required.

Children

This website is intended for businesses and is not directed to children under 13. We do not knowingly collect information from children.

Changes to this policy

We may update this policy from time to time. We will post the updated version on this page with a new effective date, and for significant changes we will provide a more prominent notice.

Contact us

NBT Systems LLC, Boca Raton, Florida
info@nbtsystems.ai