Privacy Policy

1. Who we are

Pycas Design Innovations, LLC is an Illinois limited liability company located in Glenview, Illinois. We provide custom software development, cloud engineering, AI integration and AI document processing services to businesses and public-sector organizations. You can reach us at info@pycasdesign.com or (847) 656-5756.

2. Information we collect

Information you give us. When you submit our contact form, request an assessment or capability statement, or correspond with us, we collect the details you provide: name, company, email address, phone number, the service you are interested in and the content of your message.

Customer account and billing information. When you become a customer we collect the information needed to set up and bill your account: business name and address, the names and email addresses of authorized users, plan selection, invoices and payment records. Card and bank details are entered directly with our payment processor, Square, Inc. (see Square's privacy notice at squareup.com/legal/privacy), or sent by bank transfer to our bank; we never see or store full card or bank account numbers.

Documents you process with us. Our AI Document Processing service works on documents you or your systems upload (for example invoices, receipts, forms and applications). Those documents and the data extracted from them may contain personal information about your customers, suppliers or employees. We process that information only on your instructions, as a service provider to you, and it remains your data.

Technical information. Our website is served from Amazon Web Services (Amazon CloudFront and S3). AWS access logs record the IP address, browser type, pages requested and timestamp of each visit. We do not use advertising trackers or third-party analytics cookies. The website uses no cookies of its own.

3. How we use information

We use information to respond to your enquiries and provide quotes; to deliver, support and improve the services you purchase; to send invoices, receipts and service notices; to meet legal, tax and accounting obligations; and to protect the security of our systems. If you ask us to, we may send occasional information about new services; every such email includes an unsubscribe link and we stop on request.

We do not sell personal information, and we do not use documents or data you process with our services to train AI models. Where our pipeline uses cloud AI services (Amazon Textract and Amazon Bedrock), those services are configured so that your content is not stored or used by the provider for model improvement.

4. Who we share information with

We share information only with service providers that help us run our business, and only to the extent needed: Amazon Web Services (hosting, storage, email delivery and AI services, United States regions), Square (payment processing and invoicing, through the merchant account of our affiliate PYCAS IMAGING, LLC), our bank (ACH payments), and our accountant. Each is bound by contract to protect the information. We also disclose information when required by law, subpoena or court order, or to protect our rights or the safety of others. If Pycas is merged or acquired, information may transfer to the successor under this policy.

5. Retention

Contact-form submissions and correspondence are kept for as long as we have a business relationship or reasonable prospect of one, and then deleted. Billing records are kept for seven years to satisfy tax requirements. Documents processed through our service are retained for the period set in your service agreement (by default 90 days after processing) and then permanently deleted from our systems, including backups, unless you instruct otherwise or export them earlier.

6. Security

Data is encrypted in transit (TLS) and at rest (AWS-managed encryption). Access to customer data is limited to Pycas engineers who need it to deliver your service, is protected by multi-factor authentication, and is logged. Every extraction, validation and review action in our document processing service is written to an audit trail. No system is perfectly secure; if we learn of a breach affecting your information we will notify you without undue delay.

7. Your rights and choices

You may ask us at any time to access, correct, export or delete personal information we hold about you, or to stop marketing emails. Residents of Illinois, California and other states with privacy laws have the rights those laws provide, including the right not to be discriminated against for exercising them. Email info@pycasdesign.com; we respond within 30 days and may need to verify your identity first. If you are a customer's end user, please direct requests to that customer, whom we assist under our agreement.

Our website and services are intended for businesses and are not directed at children under 16; we do not knowingly collect their information.

8. International visitors

Our services are hosted in the United States. If you access them from outside the U.S., your information is transferred to and processed in the U.S. under this policy.

9. Changes and contact

We will post any changes to this policy here and update the effective date. Material changes affecting customers will also be emailed to the account contact. Questions about this policy or our data practices: info@pycasdesign.com. Our mailing address is provided on request and appears on every invoice and agreement.

See also our Terms of Service.