Ameen Systems
Privacy Policy
We spend our working lives telling clients to be specific about what their sites collect. It would be poor form to be vague about our own, so this names every outside service that can see anything, states the recurring billing terms in the open, and says exactly where AI is used in the work you are paying for.
01
Who you are dealing with
Ameen Systems is a web design and maintenance studio, a trading name of Ferrand Industries LLC. We build, secure, speed up and look after websites, mostly for small businesses and community organisations.
This policy covers ameensystems.com and the intake, support and billing paths that run through it. Where a signed proposal, care plan or non-disclosure agreement says something more specific about a project, that document governs the project and this page governs the website.
This page is a description of our actual practice. It is not legal advice.
02
What we collect
Enquiries and project intake
The site carries a large number of intake forms, one per service. Between them they ask for your name, business name, email address, phone number, what you want built or fixed, your budget and timing, and whatever detail you choose to add. Nothing is gathered quietly alongside what you can see on the form.
Client credentials
To work on your website we often need access to it. One of our forms exists specifically to receive logins, hosting details and administrative access for a client site.
Credentials are used only to do the work you asked for. They are not shared outside the studio, not reused anywhere, and not kept for convenience once a project closes. When work finishes, ask us to remove access and we will, and you should also change the password yourself. That is the correct habit with any contractor, including us.
Support and correspondence
Support requests, the messages in them, and anything you attach. Plus the ordinary email trail of a working relationship.
Billing
What you bought, when, for how much, and the contact details attached to it. We never see or store your card number. That stays with the payment processor.
What the site records by itself
- IP address and approximate region, browser and device type
- pages requested and when, and the site or search that sent you
- failed sign in attempts, kept so repeated attacks can be blocked
- clicks on our own short links, which are counted
There is no analytics platform on this site. No Google Analytics, no Meta pixel, no advertising or attribution tag of any kind.
03
Payments, care plans and renewals
Some of what we sell is a one-off project. Some of it is an ongoing care plan or licence, and those recur until you cancel them. We would rather that sentence appear here than in the small print of an invoice.
It renews on its own cycle, automatically, with no fixed end date, until you tell us to stop. There is no minimum term dressed up as a convenience, and cancelling does not require a phone call or a reason.
Email hello@ameensystems.com and the cancellation takes effect at the end of the period you have already paid for. Work already delivered stays yours.
Card payments are processed by Stripe. Where PayPal is used instead, PayPal processes it. In both cases the card or account details are entered on their systems, not ours, and we receive confirmation of the payment rather than the instrument behind it.
04
What we use it for
- answering an enquiry, scoping a project and preparing a proposal
- doing the work, which is where credentials come in
- supporting and maintaining sites under a care plan
- taking payment and keeping the accounting records the law requires
- sending updates only to people who asked for them
- keeping this site available and defending it against spam and attack
We do not sell, rent or trade your information, and we do not share it with anyone for their marketing.
05
Every service that can see anything
The actual list, rather than the phrase “trusted third parties”. Each is limited by contract to providing its service to us.
| Service | What it does | What it can see |
|---|---|---|
| Namecheap | Hosts this site | Everything stored here, plus server request logs |
| Brevo | Delivers the mail this site sends | Recipient address, subject line and message body |
| Stripe | Processes card payments and recurring plans | Your card details, which we never see, plus billing contact |
| PayPal | Processes payments where PayPal is chosen | Your PayPal account details and the transaction |
| hCaptcha | Tells people apart from bots on forms and sign in. Run by Intuition Machines, Inc. | Your IP address, browser characteristics and interaction with the challenge |
| Fluent Forms | Runs every intake form on the site | What you type, stored on our own server rather than a vendor cloud |
| Fluent Support | Runs the support desk | Your ticket, its history and anything attached |
| FluentCRM | Holds the mailing list and follow up sequences | Name, email, and which messages you opened |
| BetterLinks | Shortens our own links and counts clicks | That a link was followed, and the address it came from |
| Ultimate Member | Runs accounts and profiles | Account details and profile fields |
| Loginizer | Blocks repeated failed sign in attempts | IP addresses attempting to sign in |
| WPVivid | Takes backups | A full copy of this site, kept on our own hosting account and blocked from public download |
No analytics provider, no advertising network, no data broker. Beyond that list we share information only where the law requires it, or where there is a genuine and immediate risk to someone’s safety.
Client work is not a reference until you say so. We do not publish a client’s data, credentials or internal detail, and we do not name a client as a reference without their agreement.
06
Where AI is used in the work
We ask every site we build to disclose its AI use. It would be indefensible not to do the same, particularly when clients are paying for the output.
- We build with AI assisted development tooling. Sites we produce, including this one, are built with substantial AI assistance, reviewed and corrected by a person before anything ships.
- Copy is often AI drafted and human edited. That includes marketing text, and it includes parts of this page.
- Your data does not go into it. Client credentials, support tickets, intake form contents and billing records are not fed into any external AI service and are not used as training material.
- No decision about a person is automated. Quotes, scope, support outcomes and refunds are decided by people.
- This website makes no AI calls. Nothing you type into a form here is passed to a model.
If you would rather your project were built without AI assistance, say so before we start and we will tell you honestly what that changes about cost and timeline.
07
Cookies
Sign in sessions, short lived form state, and the anti bot check on our forms. There is no advertising cookie, no analytics cookie and no cross site tracking, because none of those tools are installed here. That is why the site does not stop you at the door to ask permission. Clear or block cookies whenever you like; nothing is withheld from you if you do.
08
How long we keep things
| Record | Held for |
|---|---|
| Enquiries that did not become work | 24 months from last contact, then deleted |
| Client credentials | Removed at the end of the engagement. Ask sooner and we remove them sooner |
| Project files and correspondence | The engagement plus 3 years, so a site can be picked back up |
| Support tickets | 3 years, because history helps diagnose a recurring fault |
| Invoices and payment records | As long as tax and accounting rules require, generally seven years |
| Mailing list membership | Until you unsubscribe |
| Server and security logs | A short rolling window, then discarded |
| Backups | Rotated, so a deletion takes one backup cycle to become final |
09
What you can require of us
- Access. A copy of what we hold about you.
- Correction. Tell us what is wrong and we fix it.
- Deletion. We delete, unless an accounting or contractual duty requires the record, in which case we name the duty.
- Remove our access. Ask us to give up credentials to your site at any time, including mid project.
- Cancel a recurring plan. No reason, no retention call.
- Unsubscribe. Every message carries a link that works first time.
Write to privacy@ameensystems.com. We reply within thirty days and usually the same week, and there is no charge.
This site is for business customers and is not directed to children. We do not knowingly collect information from anyone under 13.
10
Changes
This page is revised when our practice changes, when a service that can see personal information is added, or when the law requires it. The effective date in the header reflects the current version and the previous version’s date sits beside it. Anything that materially affects clients gets told to clients directly, not left on a quietly edited page.