Privacy Policy

1. Who We Are

Systematicly is operated by Medio Group Pty Ltd, based in New South Wales, Australia. We are the data controller for your personal information. Contact us at hello@systematicly.com.

2. What Data We Collect

• Account information: name, email address, password (hashed), organisation/affiliation (if provided)
• Research data: datasets, manuscripts, search strategies, screening decisions, and other content you upload or create
• Usage data: pages visited, features used, session duration, IP address (via analytics)
• Payment data:processed by Stripe — we do not store credit card numbers
• AI interaction logs: model used, token counts, cost, latency, and error codes. We do not store the content of your prompts or AI responses in the interaction log.

3. How We Use Your Data

• To provide the Service: running analyses, generating AI outputs, storing your projects
• To process payments and manage subscriptions
• To send transactional emails (password resets, team invitations, notifications)
• To monitor platform health and investigate errors (via Sentry — no personally identifiable information is sent)
• To understand usage patterns and improve the platform (via Google Analytics — only when you consent)

Your data is never used to train AI models.When your data is sent to the Anthropic Claude API for processing, it is not used for model training. Anthropic's data retention and usage policies apply to API calls.

4. Third-Party Processors

We share data with the following services solely to provide the Service:

5. Cookies and Analytics

We use Google Analytics to understand how the platform is used. Analytics cookies are only loaded after you explicitly consent via the cookie consent banner. If you reject analytics cookies, no tracking occurs.

Essential cookies (e.g. session authentication) are used without consent as they are necessary for the Service to function.

6. Data Retention

• Project data: retained until you delete it, or until account deletion
• Account information: retained while your account is active; purged within 30 days of deletion
• AI interaction logs: retained for 12 months for platform monitoring, then deleted
• Anonymised audit logs: retained indefinitely for security and fraud prevention
• Analytics data: subject to Google Analytics retention settings (default 14 months)

7. Your Rights

Depending on your jurisdiction, you may have the right to:

• Access the personal data we hold about you
• Correct inaccurate personal data
• Delete your account and personal data
• Export your data in a portable format
• Object to processing of your data for analytics
• Withdraw consent for analytics cookies at any time

To exercise any of these rights, email hello@systematicly.com. We will respond within 30 days.

8. Data Security

We protect your data using:

• HTTPS encryption for all data in transit
• Encryption at rest via Railway's infrastructure
• Hashed passwords (bcrypt)
• JWT-based authentication with token expiration
• Rate limiting on all API endpoints
• Content Security Policy and security headers

9. International Data Transfers

Your data is hosted on Railway's infrastructure (US-based). AI processing via the Anthropic Claude API occurs on US-based servers. By using the Service, you consent to the transfer of your data to the United States for processing.

10. Children's Privacy

The Service is not intended for users under 18. We do not knowingly collect personal information from children.

11. Changes to This Policy

We may update this policy from time to time. Material changes will be communicated via email or in-app notification.

12. Contact & Complaints

If you have questions or complaints about how we handle your data, contact us at hello@systematicly.com.

If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au.