Privacy Policy
Decoded Systems, LLC ("we," "us," "our," or "Company") is committed to protecting your privacy and ensuring you have a positive experience on our website and when using our products and services. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website and interact with our products.
Please read this Privacy Policy carefully. If you do not agree with our policies and practices, please do not use our website or services.
1. Information We Collect
Information You Provide Directly
We collect information that you voluntarily provide to us through our website forms and services, including:
Contact Information: When you fill out contact forms, subscribe to our updates, or reach out to us, we collect your name, email address, phone number, and any message content you provide.
Account Information: If you create an account with any of our products (ClearPath, Proficiency Path, Oryn, CastWave, PostWave, or FlowWave), we collect information necessary to establish and maintain your account, including authentication credentials and profile details.
Professional Data: Our products handle professional and business-related information specific to your use case. The nature and extent of this data varies depending on which product you use and how you configure it.
Media Subscription Information: When you subscribe to our podcasts, publications, or other media content, we collect your name, email address, and subscription preferences.
Information Collected Automatically
When you visit our website, we automatically collect certain information about your device and browsing behavior:
Usage Analytics: We use analytics tools to understand how visitors interact with our website. This includes pages visited, time spent on pages, referral sources, and general navigation patterns. We do not track individual identities through analytics without explicit consent.
Device Information: We collect information about the device you use to access our website, including browser type, operating system, IP address, and device identifiers.
Cookies and Similar Technologies: We use cookies and similar tracking technologies to maintain site functionality, remember your preferences, and understand site performance. This includes both session-based and persistent cookies.
2. How We Use Your Information
We use the information we collect for the following purposes:
Providing Our Services
To deliver, maintain, and improve our products and services, including Ready Path, ClearPath, Proficiency Path, and Oryn. This includes processing your requests, responding to inquiries, and providing customer support.
Communication
To send you service-related announcements, updates, and important notices. We will also use your email address to respond to your inquiries and requests. If you subscribe to our media products, we will send you content updates and subscriber information.
Analytics and Improvement
To analyze how our website and services are used so we can improve functionality, user experience, and identify emerging trends. This helps us make data-driven decisions about feature development and content.
Security and Compliance
To detect, prevent, and address fraud, security issues, and technical problems. We also use information to comply with applicable laws, regulations, and legal processes.
Marketing and Engagement
To send you marketing communications about new features, products, or services that may be of interest to you. You can opt out of these communications at any time by following the unsubscribe instructions in our emails.
3. Product-Specific Data Practices
ClearPath
ClearPath may collect and process professional and business data based on your use of the system. The types and extent of data collected depend on your specific configuration and use case. ClearPath maintains its own data handling practices and security measures appropriate to the sensitive nature of professional data.
Proficiency Path
Proficiency Path collects professional development and performance data to deliver personalized learning experiences. This data is used solely to improve your experience within the product and is handled according to professional data protection standards.
Oryn
Oryn processes professional and operational data specific to your use of the platform. Your data is retained and secured according to the data handling policies outlined in Oryn's product documentation and terms of service.
CastWave
CastWave is our AI-powered podcast production platform. When you use CastWave, we collect and process the following data specific to your use of the service:
Content Inputs: Topic prompts, domain focus areas, audience definitions, and editorial preferences you provide to guide content generation.
AI-Generated Content: Scripts, show notes, and episode metadata generated on your behalf using third-party AI services (see Section 4 below). This content is created for you, stored in your account, and treated as your data.
Voice and Audio Data: If you use voice cloning, we collect voice recordings you provide for the purpose of creating a synthetic voice model. Synthesized audio files (episodes) generated via third-party voice synthesis services are stored in your account. Voice models and audio files are not shared with other users.
Publishing and Distribution Data: RSS feed configurations, distribution platform credentials, and episode performance analytics.
PostWave
PostWave is our AI-powered social media production platform. When you use PostWave, we collect and process the following data specific to your use of the service:
Content Strategy Data: Audience definitions, brand voice settings, content goals, and strategic preferences you configure.
AI-Generated Content: Social media posts, captions, and promotional copy generated on your behalf using third-party AI services (see Section 4 below). This content is stored in your account and treated as your data.
Connected Social Media Accounts: When you connect third-party social media accounts (such as LinkedIn, X/Twitter, Instagram, Facebook, or YouTube) for publishing, we collect and store authentication tokens and basic profile information necessary to post on your behalf. We also collect post performance data and engagement metrics from those platforms to power analytics and content optimization. See Section 4 for more detail on social media platform data.
FlowWave
FlowWave is our AI-powered video production platform. When you use FlowWave, we collect and process the following data specific to your use of the service:
Content Inputs: Video topics, scripts, visual direction preferences, and editorial guidelines you provide to guide content generation.
AI-Generated Content: Video scripts, storyboards, and rendered video files generated on your behalf using third-party AI services (see Section 4 below). This content is created for you, stored in your account, and treated as your data.
Voice and Audio Data: If you use voice synthesis features within FlowWave, the same voice data practices described under CastWave apply. Voice recordings, synthesized audio tracks, and voice models are stored in your account and not shared with other users.
Publishing and Distribution Data: Video platform configurations, distribution credentials, and video performance analytics.
Media Products
Our podcast and publication platforms may collect subscriber information, listening history, and content preferences. This information is used to deliver personalized content recommendations and understand audience engagement. We do not share this information with third parties without explicit consent.
4. AI-Generated Content, Third-Party AI Services, and Connected Platforms
AI-Generated Content
Certain Decoded Systems products — including CastWave, PostWave, and FlowWave (collectively, "WaveSuite") — use artificial intelligence to generate content on your behalf, such as podcast scripts, episode show notes, social media posts, video content, and promotional copy. This AI-generated content is created specifically for your account based on inputs you provide (topics, preferences, domain focus). AI-generated content is stored in your account and treated as your data, subject to the same protections described in this Privacy Policy. You may request deletion of AI-generated content at any time.
Third-Party AI Services
To power content generation and voice synthesis features, we transmit certain data to third-party AI service providers. These providers process data on our behalf and are contractually obligated to use it solely for the purpose of providing services to Decoded Systems. Our current third-party AI providers include:
Anthropic (Claude): We use Anthropic's Claude API to generate text-based content such as scripts, show notes, social media posts, and other written materials. Content inputs you provide (topic prompts, editorial preferences, domain context) are sent to Anthropic for processing. Anthropic does not use data submitted via its API to train its models, and generated outputs are returned to us and stored in your account.
ElevenLabs: We use ElevenLabs for AI voice synthesis, including text-to-speech conversion and voice cloning. When you generate audio content, your scripts are sent to ElevenLabs for voice rendering. If you use voice cloning, your voice recordings are transmitted to ElevenLabs to create a voice model. ElevenLabs processes this data under our data processing agreement and does not use your voice data to train models available to other customers.
We select AI service providers that maintain strong privacy and security practices. If we change or add AI service providers, we will update this Privacy Policy accordingly. We do not transmit your personal contact information (name, email, phone) to AI service providers — only the content inputs necessary for generation.
Connected Social Media Platforms
When you connect third-party social media accounts to PostWave (or other Decoded Systems products) for content publishing, the following applies:
Authentication and Access: We use OAuth or equivalent secure authorization protocols to connect to your social media accounts. We store access tokens necessary to publish content on your behalf. We do not store your social media passwords.
Data We Collect from Connected Platforms: We collect basic profile information (display name, profile URL, account identifiers) and post performance data (impressions, engagement, reach) to power analytics and content optimization features. We access only the permissions necessary for publishing and analytics.
Data We Send to Connected Platforms: When you approve content for publishing, we transmit post text, images, and scheduling metadata to the connected platforms via their APIs.
Disconnecting Accounts: You may disconnect any social media account at any time through your product settings. Upon disconnection, we revoke stored access tokens and cease collecting data from that platform. Previously collected analytics data may be retained in accordance with our data retention practices.
Each connected social media platform has its own privacy policy governing how it handles data. We encourage you to review the privacy policies of any platforms you connect.
5. Data Sharing and Disclosure
We Do Not Sell Your Data
Decoded Systems does not sell, trade, or rent your personal information to third parties. Your privacy is fundamental to our business practices.
Service Providers
We may share your information with trusted service providers who perform services on our behalf, such as hosting providers, analytics services, email delivery services, and AI service providers (as detailed in Section 4). These providers are contractually obligated to use your information only as necessary to provide services to us and are required to maintain the confidentiality and security of your data.
Legal Compliance
We may disclose your information when required by law, in response to lawful requests from government authorities, or to protect our rights, privacy, safety, or property. We will provide you with notice of such disclosure unless we are legally prohibited from doing so.
Business Transfers
If Decoded Systems is involved in a merger, acquisition, bankruptcy, dissolution, reorganization, or similar transaction, your information may be transferred as part of that transaction. We will provide notice before your information becomes subject to a different privacy policy.
6. Cookies and Tracking Technologies
We use cookies and similar technologies to enhance your experience on our website:
Session Cookies: These temporary cookies are essential for basic website functionality and security. They are deleted when you close your browser.
Persistent Cookies: We use persistent cookies to remember your preferences and improve your experience on repeat visits.
Analytics Cookies: These allow us to understand site traffic, user behavior, and performance metrics. You can control analytics cookies through your browser settings.
Most web browsers allow you to control cookies through your browser settings. You can delete existing cookies and set your browser to refuse new ones. Please note that disabling cookies may affect the functionality of our website and services.
7. Data Security
We implement industry-standard security measures to protect your personal information from unauthorized access, alteration, disclosure, and destruction. These measures include encryption, secure socket layer (SSL) technology, firewalls, and secure authentication protocols.
However, no method of transmission over the internet or electronic storage is completely secure. While we strive to protect your information, we cannot guarantee absolute security. You are responsible for maintaining the confidentiality of any passwords or authentication credentials associated with your account.
8. Your Rights and Choices
Access and Correction
You have the right to access, review, and correct your personal information. To request access to your data or to make corrections, please contact us at privacy@decodedsystems.com.
Opt-Out of Communications
You can opt out of receiving marketing emails by clicking the unsubscribe link in any marketing message we send, or by contacting us directly. Note that you cannot opt out of service-related communications necessary for account maintenance and legal compliance.
Data Deletion
Subject to applicable laws and our legal obligations, you have the right to request deletion of your personal information. Some data may be retained for legal, financial, or operational reasons. To request data deletion, please contact us at privacy@decodedsystems.com.
Applicable Legal Rights
Depending on your location, you may have additional rights under applicable privacy laws, including the California Consumer Privacy Act (CCPA), General Data Protection Regulation (GDPR), and similar regulations in other jurisdictions. We comply with applicable privacy laws and will honor requests in accordance with those laws.
9. Retention of Information
We retain your personal information for as long as necessary to provide our services, fulfill the purposes outlined in this policy, comply with legal obligations, and resolve disputes. Retention periods vary depending on the context of the processing and our legal obligations.
For example, contact information provided through forms may be retained for two years, while account information is retained for the duration of your account and up to one year after account closure. Product-specific data is retained according to the data retention policies of that product. AI-generated content (scripts, audio files, social media posts) is retained for the duration of your account and deleted upon account closure or upon your request. Voice clone models are deleted upon account closure, disconnection of the voice cloning feature, or upon your request.
10. Children's Privacy
Our website and services are not directed to children under the age of 13. We do not knowingly collect personal information from children under 13. If we become aware that we have collected personal information from a child under 13, we will take steps to promptly delete such information and terminate the child's account.
If you believe we have collected information from a child under 13, please contact us immediately at privacy@decodedsystems.com.
11. Third-Party Links
Our website may contain links to third-party websites and services that are not operated by Decoded Systems. This Privacy Policy applies only to information collected through our website and services. We are not responsible for the privacy practices of third-party websites. We encourage you to review the privacy policies of any third-party sites before providing your personal information.
12. International Data Transfers
Your information may be transferred to, stored in, and processed in countries other than your country of residence. These countries may have data protection laws that differ from your home country. By using our website and services, you consent to the transfer of your information to countries outside your country of residence, including the United States.
We implement appropriate safeguards, such as standard contractual clauses or your explicit consent, to protect your information during international transfers.
13. Policy Changes and Updates
Decoded Systems reserves the right to modify this Privacy Policy at any time. Changes will be effective immediately upon posting the updated policy to our website. The "Last Updated" date at the top of this policy indicates when it was last revised.
For significant changes, we will provide notice by email or through a prominent announcement on our website. Your continued use of our website and services following the posting of changes constitutes your acceptance of the updated Privacy Policy.
14. Contact Us
If you have questions about this Privacy Policy, concerns about our privacy practices, or wish to exercise your rights regarding your personal information, please contact us:
Email: privacy@decodedsystems.com
We will respond to your inquiry within thirty days or as required by applicable law.
Decoded Systems, LLC
Privacy Department
privacy@decodedsystems.com