In plain words
- We collect only what we need to run your website, portal and billing.
- When you sign in with Google or Microsoft, we get your name, email and profile photo. We do not get your password.
- We never sell your data. We share it only with the service providers that help us run Xorion.
- We keep data only as long as we need it. The retention section gives the exact periods.
- You can ask us to see, fix, export or delete your data. Email contact@xorionsystems.com.
Your account page shows the email address from sign-in. After sign-in, the site header can show Account and Sign out.
What we collect when you sign up
On the create-account form we ask for:
- Your name (required)
- Email (required)
- Business name (required)
- Phone (optional)
- I agree to the Terms and Privacy Policy.
When you finish the business details from your account, we ask for:
- Business name
- Your name
- Website
- Google Business Profile link
- Phone
- Best time to reach you
- Services you offer
- Towns you serve
- Business hours
- Tools you use today
- What you want from your website
1. Who we are
Xorion Systems LLC ("Xorion," "we," "us") is an Ohio limited liability company. We build, host and support websites and a client portal for Ohio local service businesses. This policy covers our own website, our client portal, and the services we provide to clients.
2. What we collect
Account identity. You can sign in with Google, Microsoft or a passkey.
- With Google or Microsoft, we receive your name, email address, profile photo and a provider account ID. We never see your Google or Microsoft password.
- With a passkey, we store a public key and a device label. Your fingerprint, face scan or PIN never leaves your device.
Intake information. When you become a client, you tell us about your business. This includes business name, address, phone, hours, services, service area, brand preferences, and the name and contact details of the people we work with.
Files and content. We keep the files you give us and the content of your site. This includes logos, photos, text, documents, and the site itself, including backups.
Support communications. These are emails, portal messages and notes from calls. We also keep internal discussion about your account in Slack.
Technical logs. Our servers log requests, errors and security events. The logs include IP address and browser details.
3. Why we use it
- To run your account and sign you in securely.
- To design, build, host and support your site.
- To bill you and keep financial records.
- To send service messages by email, such as invoices, security alerts and support replies.
- To measure and improve our sites and your site's performance.
- To prevent fraud and abuse and keep systems secure.
- To meet legal obligations.
We do not use your data to train third-party AI models. We do not sell it. We do not share it for advertising.
6. How long we keep data
| Data | How long |
|---|---|
| Account and intake data | While you are a client, then 90 days after cancellation |
| Site files, content and backups | 30 days after cancellation, then deleted. Backups are purged within 30 days after that. |
| Billing and tax records | 7 years, as required for tax and accounting |
| Support emails and portal messages | 3 years after the last message |
| Raw analytics events | 14 months. Then we keep only aggregated counts with no personal data. |
| Server and security logs | 90 days |
We may keep data longer if the law requires it or we need it to resolve a dispute.
7. Security
We use encryption in transit, passkey and Google/Microsoft sign-in so we hold no passwords, role-based access, and encrypted backups. No system is perfectly secure. If a breach affects your personal information, we will notify you without unreasonable delay and as Ohio law requires.
8. Your rights
You may ask us to:
- tell you what we hold about you
- correct it
- delete it
- give you a copy in a common format
Email contact@xorionsystems.com. We may need to confirm it is you. We will reply within 45 days. We may keep what the law requires us to keep, such as billing records. We will not treat you worse for using these rights.
Ohio does not currently have a general consumer privacy statute. We offer these rights to all users anyway. If you live in a state with its own privacy law, we will honor the rights it gives you.
9. Visitors to our clients' websites
When we host a client's website, the client decides what its site collects. For visitor data on that site, we act as the client's processor. We handle it only on the client's instructions and under our Service Agreement. A visitor who wants access to or deletion of data from a client's site should contact that business. We will help the client respond.
10. Children
Our services are for businesses and adults. They are not directed to children under 13. We do not knowingly collect information from children under 13. If you believe a child gave us information, email us and we will delete it.
11. Ohio and U.S. users
We operate in the United States and store data here. Our services are intended for users in the United States. If you use them from elsewhere, you understand your data will be processed in the U.S.
12. Changes
If we change this policy in a meaningful way, we will email account holders and post the new date at the top. Changes take effect 30 days after notice, unless the law requires something else.
13. Contact
Xorion Systems LLC
Email contact@xorionsystems.com