Privacy Policy
Effective date: June 17, 2026
Owner: IThesion, SIA
Contact: privacy@ithesion.com
Website: https://www.ithesion.com/
This Privacy Policy explains how we handle information when you use our custom GPTs, related tools, forms, websites, booking pages, or other services that link to this policy.
Our custom GPTs are designed to help users prepare, review, summarize, structure, or improve business, security, operational, or compliance-related materials. They are informational tools and do not provide legal, audit, certification, or compliance guarantees.
1. Who We Are
This policy applies to custom GPTs and related services operated by IThesion, SIA.
When you interact with one of our custom GPTs inside ChatGPT, your use of ChatGPT is also governed by OpenAI’s own terms, privacy policy, and data controls.
2. Information You Provide
Depending on how you use our GPTs and related services, you may provide:
- Business information, such as company name, website, industry, size, role, and contact details
- Documents, questionnaires, policies, procedures, templates, notes, or other business materials
- Product, security, compliance, operational, or technical context
- Public links, such as websites, documentation, privacy pages, trust pages, or product pages
- Draft answers, summaries, or other text you want help reviewing or improving
- Messages, questions, or instructions you submit during use
- Booking, email, or form information if you choose to contact us or request follow-up
You should not submit passwords, API keys, secrets, credentials, customer records, confidential incidents, vulnerability details, regulated personal data, or any information you are not authorized to share.
3. Information We Can Access
As the GPT builder, we generally do not receive or view your ordinary ChatGPT conversations with the GPT.
We may receive information only when you intentionally provide it to us through a separate mechanism, such as:
- A contact form
- A booking form
- An email
- A payment or checkout page
- A website form
- A GPT action or API integration
- A document or file submission tool controlled by us
- Any other external service we clearly identify
If a GPT uses an external action or integration, the GPT may send relevant parts of your input to that external service to complete the requested task. Where required, the GPT may ask for your approval before taking that action.
4. How We Use Information
We may use information you provide to:
- Deliver the requested service or GPT-enabled workflow
- Generate, review, or improve draft outputs
- Prepare summaries, checklists, reports, or recommendations
- Respond to your questions or requests
- Provide follow-up services you request
- Schedule calls, consultations, or service engagements
- Improve our templates, workflows, prompts, and service quality
- Maintain security, prevent abuse, and troubleshoot issues
- Comply with legal, contractual, or operational obligations
We do not use information you provide to make legal, audit, certification, or compliance determinations unless this is separately agreed in a formal engagement.
5. How We Use Documents and Uploaded Materials
If you provide documents or other materials through ChatGPT, they are handled according to OpenAI’s systems and policies.
If you provide documents directly to us through our own forms, email, storage systems, or integrations, we use them only for the purpose for which you provided them, such as reviewing, summarizing, preparing draft responses, or providing requested services.
We do not knowingly publish, sell, or disclose your submitted business documents except as described in this policy or with your permission.
6. External Services and Processors
We may use third-party services to operate our business and provide related services, such as:
- OpenAI / ChatGPT
- Website hosting providers
- Email providers
- Form tools
- Calendar or booking tools
- Payment processors
- CRM systems
- Analytics tools
- File storage providers
- Automation and API tools
These providers may process information on our behalf according to their own terms and privacy policies.
We are not responsible for the privacy practices of OpenAI, ChatGPT, or other third-party platforms you choose to use.
7. Lead Capture and Follow-Up
If you submit your contact details through a form, booking page, GPT action, email, or other external channel, we may use that information to:
- Respond to your request
- Send the requested material
- Schedule a call
- Provide relevant follow-up
- Discuss services that may be useful based on your request
You can ask us to stop contacting you at any time by emailing us at privacy@ithesion.com.
8. Confidentiality
We treat submitted business materials as confidential unless:
- The information is already public
- You authorize us to share it
- Sharing is necessary to provide the requested service
- We are required to disclose it by law
- Disclosure is necessary to protect rights, security, or prevent abuse
For sensitive projects, a separate confidentiality agreement or services agreement may apply. If there is a conflict between this policy and a signed agreement, the signed agreement will control for that engagement.
9. Data Retention
We keep information only as long as reasonably necessary for the purposes described in this policy, including:
- Providing requested services
- Maintaining business records
- Improving our workflows and services
- Meeting legal, tax, accounting, or contractual obligations
- Resolving disputes
- Preventing abuse
You may request deletion of information you provided directly to us by contacting privacy@ithesion.com. We may need to retain certain records where required by law or legitimate business needs.
We cannot delete information held directly by OpenAI or other third-party platforms. You should use the privacy and data controls provided by those platforms.
10. Security
We use reasonable administrative, technical, and organizational measures to protect information submitted directly to us.
However, no system is completely secure. You should avoid submitting highly sensitive information unless it is necessary and you are authorized to do so.
11. Your Choices
Depending on your location and applicable law, you may have rights to:
- Request access to information we hold about you
- Request correction of inaccurate information
- Request deletion of information you provided directly to us
- Object to or restrict certain processing
- Withdraw consent where processing is based on consent
- Opt out of marketing or follow-up communications
To make a request, contact us at privacy@ithesion.com.
12. Sensitive Information
Our GPTs and related tools are not intended for processing highly sensitive information unless we have specifically agreed to that in writing.
Do not submit:
- Passwords
- API keys
- Authentication tokens
- Payment card numbers
- Government identification numbers
- Health records
- Customer records
- Confidential incident reports
- Vulnerability details
- Trade secrets you are not authorized to share
- Regulated data that requires special handling
13. Children
Our GPTs and related services are intended for business users and are not directed to children. We do not knowingly collect information from children.
14. International Use
If you use our GPTs or related services from outside our country of operation, your information may be processed in countries with different data protection laws from your own.
15. No Professional Guarantee
Outputs from our GPTs are draft, informational, and assistive. They do not constitute legal advice, audit advice, compliance certification, security certification, or a guarantee that any third party will accept your materials.
You are responsible for reviewing and validating all outputs before using them.
16. Changes to This Policy
We may update this Privacy Policy from time to time. The updated version will be posted at the same location with a revised effective date.
17. Contact
For questions or requests about this Privacy Policy, contact:
IThesion, SIA
Email: privacy@ithesion.com
Website: https://www.ithesion.com/