Effective Date: June 2, 2026 · Last Updated: June 2, 2026

I. Introduction

Pyramid Systems, Inc. ("Pyramid," "we," "us," "our") operates pyramidsystems.com and its sub-pages (the "Site"). This Privacy Policy explains what information we collect about you, how we use and share it, and the choices and rights you have.

This policy applies to information we collect through the Site. It does not apply to information we collect in our capacity as a federal contractor performing services for U.S. government clients. That information is governed by the relevant contracts, federal regulations (including FAR/DFARS), and any system-specific notices provided to authorized users.

By using the Site, you agree to the terms of this Privacy Policy and our Terms of Use.

II. Information We Collect

1. Information you provide to us

We collect information you provide when you:

• Contact us. Name, email address, phone number, company, role, and the contents of your message.
• Apply for a job. Resume, work history, education, contact information, eligibility-to-work attestations, and (where requested for federal positions) security clearance status. Applications are processed through our iCIMS-hosted applicant tracking system.
• Subscribe to marketing communications. Email address and any preferences you indicate. Our email marketing is operated through ActiveCampaign.
• Request information about AIR-Quire or other offerings. The same contact information above, plus any agency or use-case context you choose to share.

2. Information collected automatically

When you visit the Site, we automatically collect limited technical information needed to deliver pages and protect against abuse:

• Browser type and version, operating system, device type
• IP address (truncated for analytics where consent is given)
• Pages viewed, referring URLs, timestamps, time on page
• Approximate geographic region (country/state-level only, derived from IP)

3. Information stored locally in your browser

The Site uses your browser's local storage to remember your accessibility-widget preferences (font size, contrast, reading mode, etc.) across page loads. This information stays on your device and is not transmitted to us. You can clear it at any time using your browser settings.

4. We do not buy data

We do not purchase consumer data from data brokers, and we do not augment your profile using third-party data enrichment services.

III. Cookies & Other Tracking Technologies

We use a minimum of tracking technologies. Where the law requires (in California, the EU, and other jurisdictions with comprehensive privacy laws), we will not load non-essential trackers unless you affirmatively consent through our cookie banner.

Category	What it does	Consent
Strictly necessary	localStorage for your accessibility-widget preferences and session security tokens. Without these the Site does not work correctly.	Always on
Preferences	Remembers settings you choose so you don't have to set them again (accessibility widget choices like font size and contrast, dismissed notices). Stored on your device only and not transmitted to us.	On by default; opt out anytime via Cookie Preferences
Analytics	Google Analytics 4 and Microsoft Clarity to understand site performance in aggregate, including page views, scroll depth, and anonymized session recordings. We use anonymized IP, masked sensitive form fields, and 14-month data retention. We do not sell or share this data.	On by default; opt out anytime via Cookie Preferences
Marketing	Conversion pixels from advertising platforms (when enabled) to measure campaign effectiveness. We do not currently run retargeting campaigns.	Off by default; opt in via Cookie Preferences

You can change your consent choices at any time using Cookie Preferences. Your choice is remembered for 13 months, after which we will ask again.

Do Not Track. Some browsers send a "Do Not Track" header. There is no industry consensus on how to interpret it, so we do not respond to DNT signals. We do honor the explicit consent choices you make in our Cookie Preferences interface.

Global Privacy Control (GPC). Where required by law (including California), we treat a verified GPC signal as a request to opt out of "sale" and "sharing" of personal information for cross-context behavioral advertising.

IV. How We Use Information

We use the information we collect for the following purposes:

• Respond to inquiries and provide the information or services you request
• Evaluate job applications and communicate with applicants
• Send marketing communications you have opted in to receive
• Operate, maintain, secure, and improve the Site
• Conduct aggregate analytics to understand how visitors use the Site (when you consent)
• Comply with legal obligations, including federal-contractor recordkeeping and reporting requirements
• Detect, investigate, and prevent fraud, abuse, security incidents, and unauthorized access
• Enforce our Terms of Use and other agreements

V. How We Share Information

We do not sell your personal information and we do not "share" it for cross-context behavioral advertising as those terms are defined under California law.

We share personal information only in the following circumstances:

• Service providers. Vendors that operate the Site or services on our behalf (web hosting, email marketing via ActiveCampaign, applicant tracking via iCIMS, analytics, CRM). These vendors are bound by contract to use information only as we direct.
• Legal compliance. When required to comply with applicable law, a subpoena, court order, or other valid legal process.
• Government requests. To respond to requests from public authorities, including for national security or law enforcement purposes.
• Protection of rights. To enforce our Terms of Use, protect against fraud or abuse, or protect the rights, property, or safety of Pyramid, our employees, customers, or others.
• Business transitions. In connection with a merger, acquisition, financing, reorganization, sale of assets, or similar transaction, in which case personal information may be transferred. We will notify you of any such transfer.

VI. Your Privacy Rights

1. California residents (CCPA / CPRA)

If you are a California resident, you have the right to:

• Know what personal information we collect, use, disclose, and share
• Access a copy of the personal information we maintain about you
• Correct inaccurate personal information
• Delete personal information (subject to legal exceptions)
• Opt out of any "sale" or "sharing" of personal information. Note that we do not engage in these activities
• Limit the use and disclosure of sensitive personal information
• Non-discrimination for exercising your privacy rights

To exercise these rights, email [email protected]. We will respond within 45 days (or 90 days if more time is reasonably needed). We may need to verify your identity before fulfilling certain requests. You may also designate an authorized agent to make a request on your behalf.

2. Residents of other U.S. states

We extend the rights above to residents of all U.S. states with comprehensive privacy laws (including Colorado, Connecticut, Delaware, Indiana, Iowa, Maryland, Minnesota, Montana, New Hampshire, New Jersey, Oregon, Tennessee, Texas, Utah, and Virginia), to the extent those laws apply.

3. Residents outside the United States

If you access the Site from outside the United States, your personal information will be transferred to and processed in the United States, where privacy laws may be less protective than the laws of your jurisdiction. By using the Site, you consent to this transfer. To the extent the EU GDPR or UK GDPR applies, our legal basis for processing is your consent, our legitimate interest in operating the Site, or to enter into and perform a contract with you. You have the right to lodge a complaint with your local data protection authority.

VII. Marketing Communications (CAN-SPAM)

We send marketing emails only to recipients who have explicitly opted in by submitting a contact or subscription form, checking a clearly labeled opt-in box, or otherwise affirmatively requesting communications from us.

Every marketing email we send includes:

• A clear identification of Pyramid Systems as the sender
• A valid postal address (2677 Prosperity Ave, Suite 250, Fairfax, VA 22031)
• A one-click unsubscribe link

We honor unsubscribe requests within 10 business days as required by the CAN-SPAM Act. You can also email [email protected] to be removed from all marketing lists.

We do not send commercial text messages or place commercial telephone calls without your express written consent, in compliance with the TCPA.

VIII. Job Applicants

When you apply for a position with Pyramid, we collect application information through our applicant tracking system (currently iCIMS). We use this information only to evaluate your application, communicate with you, conduct background and reference checks (where applicable and after notice), comply with federal-contractor reporting requirements (including EEO-1 and OFCCP), and (if hired) onboard you as an employee.

We retain unsuccessful applicant data for up to two (2) years, consistent with federal recordkeeping requirements for federal contractors. Applicants may request deletion at any time, subject to those legal retention obligations.

IX. Data Retention

We retain personal information only as long as necessary for the purposes described in this policy, plus any additional period required or permitted by law. Specific retention periods:

• Contact and inquiry data: up to 24 months after our last interaction
• Marketing-list subscribers: until you unsubscribe, plus 30 days for suppression-list maintenance
• Job applicants: up to 2 years (unsuccessful) or for the duration of employment plus 7 years (hired)
• Site analytics (when enabled): 14 months
• Security and audit logs: up to 12 months

Where we are required by law, contract, or legal process to retain information longer, we will do so.

X. Children's Privacy (COPPA)

The Site is intended for users aged 18 and older. We do not knowingly collect personal information from anyone under the age of 13 in accordance with the Children's Online Privacy Protection Act (COPPA). If you believe we have inadvertently collected information from a child under 13, please contact [email protected] and we will delete it promptly.

XI. Security

We implement administrative, technical, and physical safeguards designed to protect personal information against unauthorized access, alteration, disclosure, and destruction. Our security program aligns with NIST 800-53 control families, consistent with our work as a federal IT contractor.

However, no method of transmission over the Internet or method of electronic storage is 100% secure. We cannot guarantee absolute security. If you believe your information has been compromised, contact [email protected].

XII. Accessibility Commitment

What we do today:

• Built-in accessibility menu. The icon in the bottom-left of every page opens a settings panel where you can adjust font size, contrast, motion, reading mode, link emphasis, and more. Your choices persist as you browse.
• Semantic HTML with proper heading hierarchy, ARIA landmarks, and skip-to-content links.
• Keyboard navigation throughout the Site, including visible focus indicators.
• Alternative text on informative images; decorative images are marked as such.
• Color contrast that meets or exceeds 4.5:1 for body text and 3:1 for large text and interactive elements.
• Continuous remediation. We test against WCAG 2.1 AA on an ongoing basis and address issues as they are identified.

Feedback and assistance. If you encounter a barrier accessing any part of the Site, have a suggestion for how we can improve, or need information in an alternative format, please contact us:

• Email: [email protected]
• Phone: 703.553.0800

We aim to respond within five (5) business days. We treat accessibility feedback as a priority, and where the issue is within our control we will remediate it promptly. Where the issue lies with a third-party component we cannot modify, we will work to find an accessible alternative.

XIII. Third-Party Links

The Site may contain links to third-party websites, including social media platforms, contract-vehicle portals (e.g., GSA, SAM.gov), and applicant-tracking systems (iCIMS). We are not responsible for the privacy practices, content, or security of those sites. Review their privacy policies before providing personal information.

XIV. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will post the revised version here with an updated effective date. If the changes are material, we will provide additional notice, for example by email (to subscribers we have an address for) or by displaying a prominent banner on the Site for at least thirty (30) days. Your continued use of the Site after the effective date of any update constitutes your acceptance of the updated policy.

XV. Contact Us

If you have questions or requests regarding this Privacy Policy or our privacy practices:

Email [email protected] or call 703.553.0800. Our mailing address is Pyramid Systems, Inc., 2677 Prosperity Ave, Suite 250, Fairfax, VA 22031.

To help us route your message quickly, please use one of these subject lines when relevant:

• [Privacy Request]. CCPA/CPRA or other state privacy rights (access, correction, deletion, opt-out).
• [Accessibility]. Accessibility feedback or to report a barrier accessing the Site.
• [Security]. Security vulnerability reports or compromised-account concerns.

See also: Terms of Use