Last revised: September 15, 2026 · Effective: September 15, 2026
This policy is issued by the operator of SysDesks, who is the data controller for the information described below. For any question about it, or to exercise a right under it, write to privacy@sysdesks.com. We answer within one month, or tell you why we need longer.
When you create an account, SysDesks processes your email address, chosen username, profile image selection, account identifiers, and session information needed to keep you signed in. If you use a connected sign-in method, that service may provide your name, email address, and account identifier according to the permissions shown during sign-in.
In guest mode, simulation progress is stored in the browser. We also process a one-way usage identifier and basic request information to enforce free-tier limits, prevent repeated resets, protect the service, and investigate abuse. Payment details are collected and retained by the payment processor, not by SysDesks. Purchase, cancellation, and SysDesks' strict no-refund policy are contractual terms, described in the Terms of Service; they do not change your privacy rights.
We use analytics and advertising-measurement services to understand site visits and whether an authenticated account reaches the profile area after sign-in. These services may receive browser and device information, page URL, referrer, campaign identifiers, IP-derived location, and a conversion event. SysDesks does not include your email address, username, account identifier, ticket content, or training activity in that conversion event.
Microphone. Simulated phone calls and the Interview Room can record short audio clips when you choose to speak rather than type. Those clips are sent to a contracted speech-to-text provider, converted to text, and the text is what the simulation uses. SysDesks does not use your voice to create a voiceprint or any other biometric identifier, does not use it to identify you, and does not use it to train speech models. You can use every feature by typing instead.
Camera. The Interview Room can show your own webcam preview so you can practise on camera. That video stays in your browser: it is displayed back to you and is never recorded, transmitted to SysDesks, or sent to any third party. Turning the camera off, or declining the browser permission, does not limit any other part of the product.
Activity within the simulation, including ticket outcomes, commands, configuration changes, work notes, course progress, call recordings submitted for transcription, and communication transcripts, is processed to operate scenarios, provide responses, calculate scores, and generate coaching feedback.
Leaderboards display only the public username, selected avatar, membership badge, level, resolved-ticket count, and verified score. Email addresses and private ticket content are not displayed on public leaderboards.
Team Mode lets an organisation create a private workspace, invite technicians, assign training work, and view progress. We process the Team name, member display name, role, invitation and approval status, and the training activity needed to operate that workspace. The organisation that creates a Team is responsible for deciding who it enrols, for giving its members any required notice, and for its own lawful use of Team records.
In a Team, its owner and authorised leads can see a technician's display name, assigned work, ticket submissions and dates, completion and score records, quiz attempts, interview feedback, and course progress. They cannot see passwords, payment details, private account settings, activity in another Team, or a live microphone or camera stream. A lead can approve, decline, deactivate, or remove access in accordance with the Team rules. SysDesks does not use Team activity for advertising.
SysDesks uses contracted service providers for hosting, authentication, payment processing, speech processing, generation of simulated roleplay or coaching responses, analytics, and advertising measurement. They receive data needed to perform those functions and process it under their own contractual and privacy obligations. SysDesks does not sell personal information. Analytics and advertising providers may use cookies or similar technologies for measurement and attribution, which may be treated as sharing under some privacy laws.
We may disclose information when required by law, to protect users or the service, or as part of a business transaction subject to appropriate safeguards. A current subprocessor list is available by contacting privacy@sysdesks.com.
Account and training data is retained while your account is active and only as long afterward as needed for security, billing, dispute resolution, legal compliance, and reliable backups. You may use Resign and Delete Account from your profile to remove your technician profile, progress, scores, and simulation history. Billing cancellation must be completed separately before deletion.
When a Team Owner shuts down a Team or a lead removes a technician, SysDesks removes the applicable Team access and Team-only training records as part of the requested workflow, subject to limited retention for security, billing, legal obligations, disputes, and backup rotation. Closing a Team does not erase transaction records we must keep and does not override a processor's retention rules.
Fraud-prevention and free-tier usage records may be retained in pseudonymous form after deletion so deleting or recreating an account cannot reset service limits. Payment and transaction records may be retained where legally required.
SysDesks uses access controls, encrypted transport, signed billing notifications, server-side entitlement checks, request limits, and restricted administrative credentials. No online system can guarantee absolute security. Use a unique password and report suspected account misuse promptly.
Depending on your location, you may request access, correction, deletion, or a copy of personal information, or object to certain processing. Browser privacy controls and advertising-provider opt-out tools may also limit advertising measurement. Contact privacy@sysdesks.com. SysDesks is not intended for children under 13. For contractual rules governing use of the service, review the Terms of Service.
Where the UK GDPR, EU GDPR, or a similar law applies, we rely on these bases: performance of a contract to create and run your account, operate scenarios, and provide the membership you paid for; legitimate interests to keep the service secure, prevent abuse and fraud, enforce free-tier limits, and improve the product; consent for microphone use, camera use, and non-essential analytics and advertising measurement, which you can withdraw at any time through your browser or device settings; and legal obligation for tax, accounting, and records we are required to keep.
SysDesks and its service providers operate in the United States and other countries, so your information may be processed outside the country you live in. Where transfers are restricted, we rely on the recognised safeguards available to us, including the European Commission's Standard Contractual Clauses and the UK International Data Transfer Addendum, together with our providers' own transfer frameworks. A copy of the safeguards used for a specific transfer is available from privacy@sysdesks.com.
SysDesks is not directed to children. You must be at least 13 years old to create an account, and at least 16 in any country where that is the minimum age for consent to online services. We do not knowingly collect personal information from anyone below that age; if we learn that we have, we delete the account and its data. A parent or guardian who believes a child has created an account can write to privacy@sysdesks.com and we will remove it.
Where a school or training provider enrols learners through an instructor group, that organisation is responsible for obtaining any parental consent its own law requires before adding a learner under 18, and for its own obligations under student-privacy laws.