Privacy Policy

J9 Systems LLC ("J9 Systems," "we," "us," or "our") builds custom software, websites, integrations, and AI systems for businesses. This Privacy Policy explains how we collect, use, disclose, retain, and protect personal information when you:

• Visit j9systems.com or any other website we operate that links to this policy (the "Site")
• Install, connect, or use any software application, web or mobile app, integration, connector, or API we provide, including apps that connect to QuickBooks Online and other Intuit products (each, an "Application")
• Fill out a form, book a call, take an assessment, or otherwise communicate with us by email, text message, phone, or video call
• Hire us to provide services

Your use of our Applications is also governed by our End User License Agreement. If you have a signed agreement with us that includes data protection terms, those terms control where they conflict with this policy.

• We do not sell personal information for money.
• Data we access from platforms you connect to our Applications (such as QuickBooks) is used only to provide the Application to you. It is never sold, never used for advertising, never shared with data brokers, and never used to train generalized AI models.
• Our Site uses analytics and advertising technologies from Google, Meta, and Microsoft. Some state laws treat this as "sharing" or "targeted advertising," and you can opt out (see Sections 9 and 13).
• You can ask us to access, correct, export, or delete your personal information at any time by emailing contact@j9systems.com.

A. Information you give us

• Contact and inquiry details: name, email address, phone number, company name, job title, industry, website, and the content of your messages.
• Booking details: the meeting time you choose, attendee names and emails, and any notes you provide.
• Assessment, application, and survey answers: information about your business, such as team size, revenue range, tools you use, processes, goals, and challenges.
• Account information: for Applications that require an account, your name, email, role, login details, and preferences.
• Payment information: when you pay us, billing name, address, and payment details are collected and processed by our payment processors. We do not store full card or bank account numbers.
• Communications: emails, text messages, call logs, and, with notice, recordings, transcripts, and notes of calls and video meetings (see Section 10).
• Content you upload: files, documents, and data you provide to us or enter into an Application.

B. Information collected automatically

• Device and connection data: IP address, browser type and version, operating system, device type, screen size, language, and approximate location derived from your IP address (city or region level).
• Usage data: pages viewed, time on page, referring website, search terms that led you to us, links clicked, scrolling and mouse movement, form interactions, and session replays.
• Advertising identifiers: ad click identifiers (such as Google gclid, gbraid, and wbraid and the Meta fbclid) and cookie identifiers set by advertising partners.
• Application logs: when you use an Application, timestamps, actions taken, sync activity, errors, and performance data.

See Section 9 for the specific cookies and tracking technologies we use.

C. Information from platforms you connect ("App Data")

When you connect an Application to a third-party platform, such as QuickBooks Online or another Intuit product, an accounting, payroll, CRM, calendar, email, or payment service (a "Connected Platform"), you authorize us to access data in that account. Depending on the Application and the permissions you approve, App Data may include:

• Company profile information (business name, address, contact details, tax and fiscal settings)
• Customer, vendor, and employee records (names, contact details, addresses, and, where the Application requires it, pay rates or tax identifiers)
• Financial records such as invoices, estimates, bills, payments, purchases, deposits, journal entries, accounts, products and services, classes, locations, time activities, and reports
• Authorization credentials issued by the Connected Platform (OAuth access and refresh tokens) and your account or company identifiers. We never receive or store your password for a Connected Platform.

We request only the permissions an Application needs for the features it provides. Section 5 describes the additional commitments that apply to App Data.

Location data in Applications. Some Applications (for example, field time-tracking apps) capture the precise GPS location of a device at the moment a user takes an action, such as clocking in. These Applications show that location is being captured, do not track location continuously, and use location only for the feature it supports.

D. Information from other sources

• Advertising and analytics partners (for example, aggregated campaign performance and conversion reports)
• People who refer you to us, business partners, and event organizers
• Publicly available business information, such as your company website and professional profiles

• To provide our services and Applications: operate, host, sync, support, troubleshoot, and maintain them, and perform our contracts with you.
• To respond and schedule: answer inquiries, book and confirm meetings, and send reminders.
• To prepare personalized deliverables: generate assessments, scorecards, roadmaps, estimates, and proposals based on information you give us, including with the help of AI tools (see Section 6).
• To communicate with you: send service and transactional messages and, where permitted, marketing and follow-up emails and texts (you can opt out; see Section 10).
• To understand and improve our Site: analyze traffic and usage, diagnose usability issues, and develop new content and features.
• To advertise and measure advertising: measure which ads lead to inquiries and show relevant ads. We use Site data for this purpose. We never use App Data for advertising.
• To protect our business and users: secure our systems, prevent fraud, spam, and abuse, and enforce our agreements.
• To comply with law: meet legal, tax, accounting, and regulatory obligations and respond to lawful requests.
• For business transfers: as part of a merger, acquisition, financing, or sale of assets (see Section 7).

We do not make decisions that produce legal or similarly significant effects about you based solely on automated processing.

In addition to everything else in this policy, the following commitments apply to App Data we access from a Connected Platform such as QuickBooks Online:

• Limited use. We use App Data only to provide, maintain, secure, and support the Application features you use, and as required by law.
• No sale, advertising, or data brokers. We never sell, rent, or trade App Data; never use it for advertising, marketing, or ad targeting; and never share it with data brokers or information resellers.
• No AI training. We never use App Data to train, fine-tune, or improve generalized AI or machine learning models, and we use AI providers only under terms that prohibit them from training on it.
• No cross-customer combination. We do not combine your App Data with other customers' data or build aggregated datasets from it. We may keep aggregated, de-identified statistics about how the Application itself is used (for example, feature usage and error rates) that contain no business records.
• Changes only at your direction. An Application writes, changes, or deletes records in your Connected Platform only as part of features you turn on, configure, or trigger.
• Restricted access. Access to App Data is limited to J9 Systems personnel and contractors who need it to operate or support the Application, who are bound by confidentiality obligations. We will not view your App Data for support purposes without your request or permission, except as needed for security, to prevent abuse, or to comply with law.
• Protected credentials. OAuth tokens are stored encrypted, are never exposed in the browser or in logs, and are used only to make the requests the Application needs.
• Platform rules. We handle App Data in accordance with the developer terms of each Connected Platform, including the Intuit developer terms and data requirements for QuickBooks data. The Connected Platform's own privacy policy governs how that platform handles your data; for example, see the Intuit Global Privacy Statement.
• Disconnecting. You can disconnect an Application at any time from within the Application (where available), from the Connected Platform's app or connection settings (in QuickBooks, under the apps you have connected), or by emailing us. Once disconnected, we revoke or discard the access tokens and stop retrieving new data.
• Deletion. We delete App Data within 30 days after you ask us to, or after your account or subscription for the Application ends, except where we must keep it to comply with law or resolve a dispute. Copies in encrypted backups are overwritten on our providers' normal backup cycle, generally within 90 days.

We use AI services, such as models provided by Anthropic, to help generate personalized assessments, roadmaps, and draft communications from information you give us, and to power certain Application features. When we do:

• We send only the information needed for the task, through business API services that do not use your information to train their models.
• AI-generated output may be inaccurate. It is reviewed in the context of our services and is not legal, tax, accounting, or financial advice.
• We do not use AI to make decisions that produce legal or similarly significant effects about you.

We disclose personal information only as described below.

• Service providers that process information on our behalf under contracts that limit their use of it, including: website and application hosting (Vercel); databases and cloud infrastructure (Supabase and other cloud hosts); email delivery (Postmark, Resend); text messaging (OpenPhone); scheduling, email, documents, and video meetings (Google Workspace); AI processing (Anthropic); analytics (Google, Microsoft, Vercel, Ahrefs); payment processing; and customer relationship, project, and accounting tools we use to run our business.
• Advertising partners (Google and Meta) receive Site usage data, cookie identifiers, and ad click identifiers through their tags to measure and deliver our ads. We may also upload ad click identifiers with conversion events (for example, that a booked call occurred) to Google Ads to measure campaign results. We do not provide App Data to advertising partners.
• Connected Platforms, when you direct an Application to send or sync data to them.
• Your organization. If you use an Application through an account provided by your employer or another organization, that organization's administrators can access information associated with your use.
• Professional advisors, such as lawyers, accountants, and insurers, under confidentiality obligations.
• Legal and safety: when we believe in good faith that disclosure is required by law, subpoena, court order, or other legal process, or is needed to protect the rights, property, or safety of J9 Systems, our users, or others.
• Business transfers: to a buyer, successor, or investor in connection with a merger, acquisition, financing, reorganization, bankruptcy, or sale of assets, subject to this policy's protections.
• With your consent or at your direction.

We do not disclose personal information to third parties for their own direct marketing purposes.

When we build or operate software for a business customer and process information about that customer's employees, clients, or users, we act as a service provider (or "processor") on the customer's behalf. In that role we process the information only according to our agreement with the customer, and the customer's own privacy policy governs its use. If you are an end user of such an application, please direct privacy requests to the business that provides it to you; we will assist that business in responding.

Cookies are small files stored by your browser. Similar technologies include pixels, tags, scripts, and local storage. Our Site uses the following:

Your choices. You can block or delete cookies in your browser settings, use the opt-out links above, or use industry tools such as the Digital Advertising Alliance opt-out and the Network Advertising Initiative opt-out. Blocking cookies may affect how parts of the Site work. Opting out of interest-based ads does not stop all ads; it means the ads you see may be less relevant.

Browser signals. Where required by applicable law, we treat a Global Privacy Control signal as a request to opt out of the sale or sharing of personal information and targeted advertising for that browser. Because there is no common industry standard for "Do Not Track" signals, we do not respond to them.

Our Applications use only the cookies and local storage needed to sign you in, keep your session secure, and remember your settings. They do not contain advertising trackers.

Email. We send transactional and service emails (such as booking confirmations and Application notices) and, where permitted, follow-up and marketing emails. Every marketing email includes an unsubscribe link. You will still receive service messages after unsubscribing from marketing.

Text messages. If you provide your mobile number and agree to be contacted, we may send text messages, including messages sent with automated technology, about your inquiry, appointment confirmations and reminders, and follow-ups. Consent is not a condition of purchase. Message frequency varies. Message and data rates may apply. Reply STOP to opt out at any time or HELP for help, or email contact@j9systems.com. We do not sell, rent, or share your mobile number or text messaging consent with third parties or affiliates for their marketing or promotional purposes. Text messaging originator opt-in data and consent are never shared with any third party except the service providers that deliver our messages.

Phone calls. If you provide your phone number and agree to be contacted, we may call you about your inquiry. You can ask us to stop calling at any time.

Call and meeting recordings. We may record and transcribe sales and project calls and video meetings to capture notes, action items, and requirements. We will tell you at the start of a call or meeting when it is being recorded, and you can ask us not to record. Recordings and transcripts are used only to deliver our services and are handled as described in this policy.

We keep personal information only as long as needed for the purposes described in this policy, then delete or de-identify it:

• Inquiries, bookings, and assessments: generally up to 3 years after our last interaction, unless you become a client or ask us to delete them sooner.
• Client records and communications: for the duration of our relationship plus up to 7 years to meet tax, accounting, and legal obligations.
• App Data: while your Application account is active, then deleted as described in Section 5.
• Call recordings and transcripts: for as long as needed to deliver the related project, then deleted or retained with the client record.
• Analytics and advertising data: according to the retention settings of each provider, generally no longer than 26 months.
• Opt-out and suppression records: kept as long as needed to honor your request not to be contacted.

We may keep information longer when required by law, to resolve disputes, or to enforce our agreements.

We use administrative, technical, and physical safeguards designed to protect personal information, including encryption in transit (TLS/HTTPS), encryption at rest provided by our hosting and database providers, encrypted storage of access tokens, role-based access controls, least-privilege access for personnel, and contracts with service providers that require them to protect information.

No method of transmission or storage is completely secure, and we cannot guarantee absolute security. If we learn of a security incident affecting your personal information or App Data, we will notify you, and where required the affected Connected Platform and regulators, as required by law and our agreements, without undue delay. You are responsible for keeping your own account credentials secure.

Rights available to everyone

Regardless of where you live, you can ask us to access, correct, export, or delete the personal information we hold about you, unsubscribe from marketing emails, opt out of text messages, and disconnect any Application. Email contact@j9systems.com.

U.S. state privacy rights

Depending on your state of residence (including California, Colorado, Connecticut, Delaware, Iowa, Montana, Nebraska, New Hampshire, New Jersey, Oregon, Texas, Utah, Virginia, and other states with similar laws), you may have the right to:

• Know and access the personal information we have collected about you, including the categories, sources, purposes, and recipients
• Correct inaccurate personal information
• Delete personal information
• Receive a portable copy of your personal information
• Opt out of the "sale" or "sharing" of personal information, targeted advertising, and profiling in furtherance of significant decisions
• Limit the use of sensitive personal information
• Not be discriminated against for exercising these rights
• Appeal our decision on your request

Opting out of targeted advertising. To opt out of the use of our Site cookies for targeted advertising (which some laws call "sharing" or "sale"), email contact@j9systems.com with the subject "Do Not Sell or Share," enable Global Privacy Control in your browser, or use the choices in Section 9.

Making a request. Email contact@j9systems.com and describe your request. We will verify your identity by matching information you provide with information we hold, and may ask for more details. You may use an authorized agent; we may require proof of the agent's authority and ask you to verify your identity directly. We will respond within 45 days (or any shorter period required by law), and may extend that once by 45 days where permitted, with notice.

Appeals. If we decline your request, you can appeal by replying to our decision with the subject "Privacy Appeal." We will respond within the period required by law. If you are not satisfied, you may contact your state attorney general.

In the past 12 months we have collected the following categories of personal information, as defined by the California Consumer Privacy Act (CCPA), from the sources and for the purposes described in Sections 3 and 4:

• Identifiers (name, email, phone, IP address, cookie and ad identifiers, account identifiers)
• Customer records (contact details, and financial information within App Data)
• Commercial information (services purchased or considered)
• Internet or network activity (browsing and interaction data on our Site and Applications)
• Geolocation data (approximate location from IP address; precise location only in Applications with location features)
• Audio and electronic information (call and meeting recordings, with notice)
• Professional or employment information (job title, company, and business details)
• Inferences (for example, which of our services may fit your business)
• Sensitive personal information (account login credentials for Applications and, in some Applications, precise geolocation)

We disclose each category to the service providers described in Section 7 for business purposes. We have not sold personal information for money. We "share" identifiers and internet activity collected on our Site with Google and Meta for cross-context behavioral advertising, and you can opt out as described in Section 13. We do not sell or share App Data. We use sensitive personal information only to provide the services you request and for other purposes permitted by the CCPA, not to infer characteristics about you. We do not knowingly sell or share the personal information of consumers under 16 years of age.

Shine the Light. We do not disclose personal information to third parties for their direct marketing purposes.

We do not sell covered information as defined by Nevada law. You may still submit an opt-out request to contact@j9systems.com.

We are based in the United States, and our Site, services, and Applications are intended for users in the United States. If you access them from elsewhere, your information will be transferred to, stored, and processed in the United States, where data protection laws may differ from those in your country.

If the EU or UK General Data Protection Regulation applies to you, we process personal information on these legal bases: to perform a contract with you or take steps at your request before entering one; our legitimate interests in operating, securing, and promoting our business (balanced against your rights); your consent, such as for non-essential cookies and marketing, which you can withdraw at any time; and compliance with legal obligations. You have the rights of access, rectification, erasure, restriction, portability, and objection, and the right to lodge a complaint with your local supervisory authority. Where we transfer personal information out of the EU or UK, we rely on appropriate safeguards such as the European Commission's Standard Contractual Clauses offered by our service providers.

Our Site, services, and Applications are intended for businesses and are not directed to children. We do not knowingly collect personal information from anyone under 16. If you believe a child has provided us with personal information, contact us and we will delete it.

Our Site and Applications may link to or integrate with third-party websites and services, including Connected Platforms. We are not responsible for their privacy practices, and this policy does not apply to them. Please review their privacy policies.

We may update this policy from time to time. We will post the updated version on this page with a new effective date. If we make material changes, we will provide additional notice, such as by email or in the Application, before the change takes effect. We will not use previously collected App Data in a materially different way without your consent.

For questions, requests, or complaints about this policy or our privacy practices, contact J9 Systems LLC at contact@j9systems.com. We will respond within 30 days, or sooner where the law requires.