Privacy Policy

The Complaint Registry System ("CRS", "we", "us", or "our") is operated by Colorado Resilience. This Privacy Policy describes how we collect, use, disclose, and protect the information you provide to us when you access or use the platform at systemcomplaints.com. By creating an account or using CRS, you consent to the practices described in this policy.

1. Information We Collect

1.1 Information You Provide

When you submit a complaint, upload a document, or create an account, we may collect:

• Your name and contact information (email address, phone number)
• A description of your complaint and any supporting documentation, files, or images you upload
• Identity verification information required to authenticate your submission
• The names and professional roles of individuals identified in your complaint or in documents you upload
• Information contained within the files you upload, which may include sensitive personal information about you, your family, children, and other individuals
• Communications you send to us

1.2 Automatically Collected Information

When you visit the site, we automatically collect certain technical data:

• IP address and approximate geographic location
• Browser type and operating system
• Pages visited and time spent on the platform
• Referring URLs and session identifiers

1.3 Authentication Information

You may authenticate by creating an account on systemcomplaints.com or by signing in with your existing Google account using Google OAuth. Authentication credentials and OAuth tokens are handled securely and are not stored in plaintext. We use industry-standard authentication practices to protect access to your account.

2. How We Use Your Information

CRS is an independent, nongovernmental platform operated by Colorado Resilience. Our core purpose is to identify patterns of repeated concern across complaints about individuals and systems in family court, child protective services, and related systems — and to support collective legal, civic, or advocacy action based on those patterns. We use the information we collect to:

• Identify patterns of concern, specifically repeated complaints against the same individual or system
• Help you organize, structure, and document your records, events, and complaints
• Process and analyze documents you upload, including through automated text recognition and artificial-intelligence analysis (see Section 5)
• Build aggregated, anonymized data to support collective civil, legal, or advocacy action
• Generate reports for independent oversight organizations, researchers, and advocacy groups
• Authenticate your identity and maintain the security of your account
• Process payments for paid subscription tiers
• Send transactional emails (e.g., account verification, submission confirmation, status updates)
• Improve the functionality and performance of the platform
• Comply with applicable legal obligations
• Detect and prevent fraud, abuse, or unauthorized access

CRS does not review, assess, or act on individual complaints. Submitting a complaint to CRS is not a substitute for filing a formal complaint with the appropriate governing body, agency, or court.

3. Legal Basis for Processing

We process your personal information based on the following legal grounds:

• Your consent, provided when you agree to our terms prior to submission, and which you may withdraw at any time
• Performance of a contract or to take steps at your request before entering a contract
• Compliance with a legal obligation
• Legitimate interests pursued by CRS in advancing systemic accountability, where those interests are not overridden by your rights

4. Information Sharing and Disclosure

We will never sell your personal information to third parties. We will never share your personal identifying information publicly or privately without your explicit written consent. We may share information in the following limited circumstances:

4.1 Service Providers and Subprocessors

We rely on trusted third-party vendors to operate the platform. These providers are bound by contractual confidentiality and data-protection obligations and may only use your data to perform services on our behalf. They include:

• Amazon Web Services (AWS) — cloud hosting, data storage, and document text recognition (see Section 5)
• Anthropic — artificial-intelligence processing of uploaded document contents and text you provide (see Section 5)
• SendGrid — delivery of transactional email
• Stripe — payment processing for paid subscription tiers; payment card details are handled by Stripe and are not stored by CRS
• Google — authentication services when you choose to sign in with Google

4.2 Researchers and Oversight Bodies

Aggregate and anonymized data — from which no individual can reasonably be identified — may be shared with researchers, independent oversight organizations, and advocacy groups to advance systemic accountability. No personally identifying information is included in such disclosures without your explicit written consent.

4.3 Legal Requirements

We may disclose information if required to do so by law, court order, or governmental authority, or if we believe disclosure is necessary to protect the rights, property, or safety of CRS, our users, or others.

4.4 Colorado Resilience Staff

Information submitted through CRS may be accessible to authorized Colorado Resilience staff for platform administration and operations, consistent with the purposes described in this policy.

5. Automated Processing and Artificial Intelligence

CRS offers features that use automated text recognition and artificial intelligence to help you organize and analyze the documents and information you provide. When you choose to use these features — for example, by uploading a file and requesting analysis, or by asking CRS to help draft a narrative or complaint — the relevant contents are transmitted to third-party processors for that purpose.

Specifically:

• Document text recognition (OCR): Scanned or image-based files you upload may be sent to Amazon Web Services (AWS Textract) to extract their text and structure.
• AI analysis and drafting: The extracted text, file contents, and information you provide may be sent to Anthropic to generate summaries, identify dates, people, and claims, suggest tags, and assist with drafting narratives and complaints.

These features are optional and run only when you trigger them. The information sent may include sensitive personal information contained in your files, including information about you, your children, your family, and other named individuals. We share only the data necessary to perform the requested analysis.

Our agreements with these providers prohibit them from using your data to train their models or for any purpose other than providing the service to CRS. Automated analysis may contain errors or omissions and is provided to assist you; you should review all automated output before relying on it. CRS does not make any decision about you on the basis of automated processing alone.

6. Third-Party Data — Named Individuals

Complaints and documents submitted through CRS may include the names and professional roles of individuals in their capacity as court personnel, agency employees, or other professionals. This information is collected solely for the purpose of identifying patterns of concern across multiple complaints.

CRS does not publish the names of individuals complained about in any public forum without independent substantiation and legal review. Named individuals are not identifiable to the general public through this platform. If you believe information about you has been submitted in error or in bad faith, please contact us at hello@systemcomplaints.com.

7. Data Retention

We retain your information for as long as necessary to fulfill the purposes described in this policy, resolve disputes, enforce our agreements, and comply with legal obligations. You may request removal of your complaint or account from our registry at any time by contacting us. When information is no longer needed, we will delete or anonymize it in a secure manner. Aggregated and anonymized data, which cannot be linked back to you, may be retained after your individual data is removed.

8. Security

We implement industry-standard technical and organizational safeguards to protect your personal information, including:

• SSL/TLS encryption for data in transit (HTTPS enforced)
• Encryption of stored data and uploaded files
• Secure authentication, including the option to sign in with Google OAuth
• Cloud infrastructure with access controls and monitoring
• Restricted access to personal data on a need-to-know basis

No method of transmission or storage is 100% secure. While we take reasonable steps to protect your information, we cannot guarantee absolute security. By submitting information, you acknowledge this risk.

9. Your Rights and Choices

You have the following rights with respect to your information:

• Request a copy of the information we hold about you
• Request removal of your complaint or account from our registry at any time
• Request correction of inaccurate or incomplete information in your submission
• Withdraw your consent to processing at any time
• Object to or request restriction of certain types of processing, subject to legal limitations

To exercise any of these rights, contact us at hello@systemcomplaints.com.

10. Cookies and Tracking

CRS may use session cookies and similar technologies to maintain your login session and improve your experience. We do not use third-party advertising cookies. You may configure your browser to refuse cookies, though this may affect platform functionality.

11. Children’s Privacy

CRS is not directed to individuals under the age of 18, and only adults may create an account or submit information. We do not knowingly collect personal information directly from minors as users. You may, however, include information about children in the complaints and documents you submit, where that information is relevant to your case; we handle such information with the same protections described in this policy. If you believe a minor has created an account or provided information directly to us, please contact us and we will address it promptly.

12. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will revise the effective date at the top of this document and, where appropriate, notify you by email or via a notice on the platform. Your continued use of CRS after changes are posted constitutes acceptance of the revised policy.

13. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, please contact us:

Complaint Registry System — Colorado Resilience
Email: hello@systemcomplaints.com
Website: systemcomplaints.com