Privacy Policy
Effective November 6, 2026
Spartan Systems ("Spartan," "we," "us") operates the website at spartansystems.us and the Spartan procurement intelligence platform at data.spartansystems.us (together, the "Service"). This policy explains what information we collect, how we use and share it, and the choices you have.
1. Information we collect
Information you give us
- Account details: your name, email address, and password, unless you sign in with Google. We do not store passwords. Sign-in is handled by our authentication provider, Amazon Web Services (AWS Cognito), which does not keep passwords in readable form.
- Company details: company name, CAGE code, what your company sells, the catalog item names matched to it, the SBA certifications your company reports holding, and your role in the company.
- Phone number (optional), if you choose to verify it and receive SMS alerts, along with a record of when you gave consent.
- Settings and content: alert criteria (such as NSNs, part numbers, FSCs, CAGE codes, keywords, and set-aside types), reorder watches (NSNs whose DLA stock you want to be told about), notification preferences, feedback you submit, and questions you ask the AI chat.
- Inventory files: if your company imports its inventory, the CSV files you upload and the lines read from them, such as NSNs, part numbers, descriptions, quantities, condition codes, locations, unit costs, and CAGE codes, the column choices you make so the next file with the same headers is read the same way, and the problem reports we produce listing rows that were rejected or questionable. The result of each import, including the file name and any problem found, is sent to the member who ran it as an in-app notification, and by email if the import fails.
- Payment details: subscriptions are processed by Stripe. We do not receive or store your full card number; we keep Stripe's customer and subscription identifiers and your subscription status.
- Messages you send us by email.
Information collected automatically
- Usage information: pages you visit, features you use, searches you run, buttons you click, how long you spend on a page, the site or link that referred you (including campaign tags in the link), your browser and device type, and approximate location derived from your IP address.
- Session recordings: recordings of pages as you use them, including what is shown on screen, scrolling, clicks, and page changes, so we can find and fix problems. Text you type into form fields is masked, except search boxes for NSNs, part numbers, item names, FSCs, CAGE codes, company names and solicitation numbers, where the search terms you enter are recorded. AI chat conversations, alert settings, your inventory, your phone number, API keys and security settings are excluded from recordings.
- Server and API logs: IP addresses, request details, and errors, used to operate and secure the Service, plus usage records for API keys.
Information from other sources
We may collect business contact information about companies that do business with the government (such as a company's name, CAGE code, and published contact details) from public sources, so that we can tell those businesses about the Service. You can opt out of these messages at any time.
If you sign in with Google, Google sends us your name, your email address, whether Google has verified that address, and your Google account ID, which we keep to recognize you the next time. We never see your Google password.
2. How we use information
- Provide the Service: search, NSN and solicitation data, matching your inventory to NSNs, alerts, notifications, AI chat (including answering questions about your own inventory, alerts, and settings), AI search, and API access.
- Create and manage accounts and subscriptions, and process payments.
- Send the email and SMS alerts and digests you turn on, plus service messages such as receipts and security notices.
- Understand how the Service is used so we can improve it, fix problems, and decide what to build.
- Contact you about your account or subscription, including following up if you started but did not finish signing up or subscribing.
- Protect the Service and its users, including preventing fraud and abuse.
- Comply with legal obligations and enforce our terms.
3. How we share information
We do not sell your personal information, and we do not share it with third parties for their own advertising. We share information only as described here:
- Service providers that process information on our behalf, under contracts that limit their use of it:
- Amazon Web Services: sign-in, application hosting, and storage of inventory files you upload
- Stripe: payment processing
- Twilio: text messages and phone number verification
- Email delivery providers: sending alert and account emails
- PostHog: product analytics and session recordings
- Google: sign-in with Google, if you choose it, and measuring which of our ads bring visitors to our marketing website
- Third-party AI providers: generating answers in the AI chat, turning AI searches into search filters, and matching what your company sells to catalog item names (see AI chat, AI search and what you sell)
- Hosting, networking, and font providers: delivering our websites
- Your company: company owners and administrators can see the members of their company account. Members of a company account can see its inventory and import history, including the name of the member who ran each import. The AI chat answers each member from the company's inventory and import history and from that member's own alerts and settings, never another member's.
- Legal reasons: when required by law or legal process, or to protect the rights, property, or safety of Spartan, our users, or others.
- Business transfers: as part of a merger, acquisition, financing, or sale of assets, in which case this policy continues to apply to your information.
- With your consent or at your direction.
4. AI chat, AI search and what you sell
When you use the AI chat, your question and relevant data from our database are sent to third-party AI providers to generate an answer. That data is mostly public procurement data, but it can include some of your own account data, described below.
Your own data
So that you can ask about your own parts and settings, such as which of your parts are in open solicitations, the AI chat can read:
- Inventory: your company's inventory lines (such as part numbers, NSNs, descriptions, quantities, condition codes, locations, and unit costs), how each line was matched to an NSN, open solicitations for the items you stock, and your company's import history.
- Alerts: your alert profiles, your reorder watches, and the alerts and notifications you have received in the Service.
- Profile: your name, your role in your company, your company's name and CAGE code, the CAGE code in your preferences, and which notifications you have turned on.
It reads only your own company's inventory and only your own alerts and settings, never another member's alerts or settings or another company's inventory or account. This limit is enforced by our database for every question, not left to the AI. It never reads the email addresses or phone number on your account, or your payment details.
With each question, the AI provider also receives a short summary of your account, such as your company's name, how many inventory lines you have, and the names of your alert profiles. When a question is about your own data, the records the AI looks up to answer it are sent as well. We send your account data only to AI providers whose terms do not allow them to use it to train their models. Requests made with an API key never include your account data.
Saved conversations
Your conversations, including any of your own data that appears in the answers, are saved with your account so you can return to them. You can delete a conversation at any time. Authorized Spartan Systems staff may review saved conversations to improve answers and fix problems.
AI search
When you describe what you are looking for in plain English on the Search page, the text you type is sent to a third-party AI provider, together with the list of Federal Supply Classes, to turn it into search filters. No account data is sent with it, and the text is not saved with your account. We count how many AI searches you run each day to apply your plan's limit.
What you sell
When a company owner or administrator saves what the company sells in Settings, that text is sent to a third-party AI provider to match it to DLA catalog item names. No other account data is sent with it, and it goes only to AI providers whose terms do not allow them to use it to train their models. The text and the matched item names are saved with your company account and used to recommend solicitations. We count how many times you save it each day to apply a daily limit.
5. Text messages
If you turn on SMS alerts, we send automated text messages to the phone number you verify. Message frequency depends on the alerts you set up. Message and data rates may apply. Reply HELP for help or STOP to unsubscribe at any time, or turn SMS alerts off in your notification settings. The SMS Alerts Terms explain what we send and how to sign up.
We do not share your mobile phone number or your SMS opt-in and consent information with third parties or affiliates for their marketing or promotional purposes. Our SMS provider receives your number only to deliver the messages you asked for.
6. Cookies and similar technologies
- Essential: keep you signed in and remember your settings. The Service doesn't work without these.
- Analytics: PostHog uses cookies and browser storage to measure usage and to link visits from the same browser.
- Payments: Stripe sets cookies during checkout to process payments and prevent fraud.
- Advertising measurement: our marketing website (spartansystems.us) uses Google Ads cookies and reports each page visit to Google so we can tell which visits came from our ads. We have turned off Google's use of this information to personalize ads. These cookies are not set for visitors in the European Economic Area, the United Kingdom, or Switzerland.
You can block or delete cookies in your browser settings. Blocking essential cookies will prevent you from signing in.
7. Public records and company contacts
Much of the Service displays public records published by government sources such as the Defense Logistics Agency, DIBBS, and FLIS. These include company names, CAGE codes, business addresses, and contract award details. That information comes from those public sources rather than from you. If you believe a public record is wrong, it should be corrected at its source; you are welcome to tell us as well, and we will review it.
Company pages also show contact email addresses for some companies. A company that wants its email address removed or corrected can email sales@spartansystems.us with one proof that the sender represents the company, such as a message from the company's own email domain or the company's SAM.gov registration naming the sender. Once we have checked it, we remove or correct the address.
8. Retention
We keep account information for as long as your account is active, and afterwards only as long as needed for the purposes in this policy, such as meeting legal, tax, and accounting obligations, resolving disputes, and enforcing our agreements. Saved AI chat conversations are kept until you delete them or your account is deleted. Analytics data is generally kept for up to one year, and session recordings for a shorter period (currently about 30 days). Logs are kept for a limited time for security and troubleshooting.
Inventory files you upload are deleted once their import finishes or is cancelled, or within about 6 hours if the import is never started. If an import fails unexpectedly, its file may be kept for a limited time so we can diagnose the problem. Problem reports are kept for about 30 days. Inventory lines are kept until your company deletes them in Settings or its account is deleted. Your company's import history (file names, row counts, results, and who ran each import) and saved column choices are kept while your company account is active.
We delete a company account when its owner asks us to (see Your choices and rights), and may delete one that no longer has any members. We then delete its members' accounts, inventory, import history, saved column choices, and API keys, and cancel its subscription at once. We keep a record of the deletion (the company's name, CAGE code, Stripe customer identifier, and when it was deleted) and our billing records. We also keep the company's customer record at Stripe, with its invoices, payments, and billing details, including any saved card; nothing is charged to it after the deletion.
9. Your choices and rights
- Access, correction, and deletion: you can update your profile and company details in Settings. To request a copy of your information or to have it deleted, including your whole account, email sales@spartansystems.us. A company's owner can also ask us to delete the company account. We may need to verify your identity, and we may keep information we are legally required to keep.
- Email: turn alert and digest emails off in your notification settings, or use the unsubscribe link in marketing emails. We may still send essential account messages.
- SMS: reply STOP, or turn SMS alerts off in your notification settings.
Depending on where you live, you may have additional rights under local law. We will respond to requests within a reasonable time and will not discriminate against you for exercising your rights.
10. Security
We use reasonable safeguards to protect information, including encryption in transit (HTTPS), managed authentication for passwords, hashing of API keys, and restricted access to our systems. No method of transmission or storage is completely secure, so we cannot guarantee absolute security.
11. Children, location, and changes
Children: the Service is for businesses and is not directed to anyone under 18. We do not knowingly collect information from children.
Location: we are based in the United States and store information in the United States. Some service providers may process information in other countries.
Changes: we may update this policy. The effective date above shows when it last changed. If we make material changes, we will notify account holders by email or in the Service before the changes take effect.
12. Contact us
Questions or requests about this policy or your information:
Spartan Systems
sales@spartansystems.us