Privacy Policy
Last updated: August 26, 2026
This policy explains what The Adaptive Capacity Systems LLC ("we") collects when you use the free Adaptive Capacity Snapshot and The Adaptive Capacity Inventory™ at assessments.adaptivecapacitysystems.com, how long we keep it, and the choices you have. In brief: we do not retain Snapshot answers or scores in our application database. We temporarily store Inventory drafts while you complete the assessment, and we retain a completed Inventory result only if you choose to save it. We store your contact information separately from saved results, linked through a random identifier. We never sell personal data and never share it for advertising.
The free Snapshot
Your Snapshot answers and score are processed to show your result and are not written to our application database. You agree to the conditions before every take. Each time you agree, we record an anonymous consent entry (which text version you agreed to and when) with no name, email, answers, or result attached, and place a short-lived cookie in your browser (up to 24 hours) that proves the agreement while you complete that Snapshot.
The paid Inventory
Payments are processed by Stripe. Your card details go directly to Stripe and never touch our systems; we keep a record of the purchase attempt and its payment status. While you work through the Inventory, your in-progress answers are temporarily stored against your private attempt link so you can continue on any device. Keep that link private, because anyone who has it can resume the attempt. We delete the draft from our active application database when you finish. At the end you choose what happens to your results. If you choose save, we retain your answers and scores linked to a random identifier, and your name and email in a separate record. This separation reduces exposure, but it does not make saved results anonymous: we can link the records when needed to provide your account, trend history, or privacy requests. If you choose discard, your results are shown once, no completed result is retained, and the draft is deleted from our active application database.
Sensitive assessment data
Assessment responses and scores may reveal information about stress, coping, wellbeing, or personal functioning. We treat this information as sensitive. We use it only to provide the assessment, maintain saved history when you request it, protect the service, and conduct validation and research as described below. We do not use assessment data to diagnose or treat any health condition, and it must not be used to make hiring, promotion, compensation, or other employment decisions.
Accounts and sign-in
Sign-in works through single-use email links instead of passwords. A standard sign-in link expires after 45 minutes; the sign-in link included in a saved-results email expires after 24 hours. After you sign in, an httpOnly session cookie keeps you signed in for up to 30 days, and signing out ends the session. We retain records of consent events (the wording version and time) as an audit trail; some are linked to your account or mailing-list entry, while the Snapshot consent record is linked to nothing.
We send transactional email (your results link, sign-in links) through our email delivery provider, which retains email data and message content for up to 30 days as part of delivery. Our own records keep delivery details such as the address, subject, time, and status, and we redact message bodies that contain live access links. If you join our mailing list, we store your email address, optional first name, and your consent. Marketing email is only ever sent with your explicit consent and every message includes an unsubscribe link. When you unsubscribe we mark your record unsubscribed immediately, though a message already in the delivery process may still arrive, and we keep the address only as a do-not-email record.
Research and statistics
Saved Inventory results may be analyzed for instrument validation and research in pseudonymized form: researchers see answers, scores, the question-wording version, and these demographic categories: industry, job level, organization size, role tenure, and work arrangement. They never see names or email addresses. These data are pseudonymized, not anonymous. We also keep simple aggregate statistics, such as how many purchases started from each Snapshot zone, with no identity attached.
Cookies and technical information
We use only the cookies the service needs: your session when signed in, and the Snapshot consent cookie described above. We use no advertising cookies and no audience analytics. Stripe may use cookies or similar technologies at checkout for payment processing, fraud prevention, and security, as described in its own privacy notice. Our hosting providers may process technical information such as IP address, browser type, and request time to deliver and protect the service; we do not use this information for advertising or cross-site tracking. We do not change our practices in response to a browser Do Not Track signal because we run no advertising or audience analytics trackers: there is nothing to opt out of.
Who we share data with
We never sell personal data and never share it for advertising. Data is handled only by the service providers that run this product for us: Stripe processes payments (your card details go to Stripe directly), and we use providers for email delivery, database hosting, and website hosting. These providers process information under their agreements to provide, secure, and support their services. Stripe also processes payment and device information for fraud prevention, security, and legal compliance, as described in its own privacy notice. Our primary application database is hosted in a US region; our providers may process, transmit, or back up information in other countries as part of providing their services.
How long we keep data
- Saved Inventory results and accounts: kept while your account is active. After 3 years of inactivity we email a warning and then delete.
- Discarded results and Snapshot answers: never retained.
- Unfinished Inventory drafts: deleted at completion, or after 6 months if abandoned.
- Sign-in links and sessions: purged within 60 days of expiry.
- Email delivery records: 90 days.
- Mailing-list records: kept while subscribed; unsubscribed addresses kept only as a do-not-email record.
- Snapshot consent records: 3 years from the consent event. Account and mailing-list consent records: 3 years after the account is deleted or the subscription ends.
- Purchase records: successful purchases are kept as long as needed for accounting and tax obligations; failed or abandoned purchase attempts are deleted or aggregated within 12 months.
- Card and payment details: held by Stripe under its own financial retention rules.
Your privacy choices
Wherever you live, you can ask us for access to the personal data we can reasonably link to you, correction of inaccurate data, deletion of your account and saved results, or a portable copy of your saved data. You can also unsubscribe from marketing at any time. We may ask for information needed to verify your identity, and we may keep limited information where reasonably necessary for security, fraud prevention, tax or accounting obligations, legal claims, or honoring an unsubscribe request. We may be unable to locate data that is not reasonably linkable to you, such as an anonymous Snapshot consent record. We will respond within 30 days; if we need more time we will explain why, and if we decline any part of a request we will explain the reason. Deleted data also cycles out of backups within 30 days. We offer these choices to everyone as company policy, whether or not a particular privacy law applies to you, and any additional rights under applicable law remain available. We do not sell personal information and have not sold it in the past, and we do not use your data for automated decisions that have legal effects.
Children
Our services are for working professionals and are not directed to anyone under 18. We do not knowingly collect data from children.
Changes
When this policy changes, we will post the updated policy and date here. For a material change that affects saved assessment data, research use, or how data is shared, we will post a prominent notice and email account holders before the change takes effect, and we will ask for new consent where required. Consent wording is version-stamped, so your records always show exactly what you agreed to.
Contact
The Adaptive Capacity Systems LLC
41 W Lee Hwy, Ste 59-818
Warrenton, VA 20186, USA
support@adaptivecapacitysystems.com