Reality Systems Privacy Statement

Effective date: November 4, 2026

 

1. Who we are and what this statement covers

Reality Marketing LLC, doing business as Reality Systems ("Reality Systems," "we," "us," or "our"), is the controller of the personal information described in this statement. This statement covers visitors to our website; contacts from events, demos, and trade shows; customers, prospects, suppliers, and partners; users of our software, appliances, and Microsoft-connected applications; and job applicants.

Where our products are deployed on hardware controlled by a customer, that customer, not Reality Systems, is typically the controller of the data processed on that appliance; see Section 3 below. This statement does not cover classified information, Controlled Unclassified Information (CUI), or export-controlled technical data, which are handled separately under contract, applicable security requirements, and U.S. law.

 

2. Information we collect and how we use it

We do not sell personal information, and we do not engage in cross-context behavioral advertising.

Category	Examples	Why we use it / Legal basis (EU/UK)
Contact & business details	Name, title, employer, email, phone, mailing address	Performing a contract, our legitimate interests in managing business relationships
Communications	Emails, call notes, meeting notes, support requests	Performing a contract, legitimate interests
Marketing preferences	Subscription status, topics of interest, event attendance	Consent, legitimate interests
Website & device data	IP address, browser/device type, pages viewed, referring URL	Consent (analytics/marketing cookies), legitimate interests (essential cookies)
Account & usage data	Login credentials, product configuration, usage logs	Performing a contract
Supplier & contracting data	Business and banking details needed to pay or be paid	Performing a contract, legal obligation
Compliance data	Export-control screening results, certifications	Legal obligation
Job applicant data	Resume, application details, interview notes	Taking steps prior to entering a contract, legitimate interests

 

3. Our products and your organization's data

RealitySearch appliances: When RealitySearch runs on hardware you control, your data stays on that hardware and is never sent to Reality Systems or to the cloud. You are the controller of that data; we access it only when you ask us to, under our agreement with you.

Hosted / cloud deployments: Where we host a deployment for you, Reality Systems acts as a processor on your behalf.

Microsoft services: Our products can integrate with Microsoft Entra ID and Microsoft 365 for sign-in. We only receive the information Microsoft authorizes, and we do not use it for advertising. See Microsoft's own privacy statement for how Microsoft handles your data.

Product telemetry: Any telemetry we collect is documented and can be disabled by an administrator. Air-gapped deployments send us nothing.

 

4. Sharing, transfers, security and retention

We share personal information with: service providers who support our business, including HubSpot, Inc., which hosts our website, forms, email, and CRM (see HubSpot's own privacy policy); our personnel and contractors; prime contractors, government customers, and partners where required by a contract; government authorities, where required by legal process, export-control law, or sanctions law; our professional advisers; and a successor business in the event of a merger or acquisition.

Where we transfer personal information internationally, we rely on Standard Contractual Clauses, adequacy decisions, or other lawful transfer mechanisms. Our security practices are aligned with NIST SP 800-171.

We retain inquiry and marketing data for approximately three years; customer, supplier, and contract records for the life of the relationship plus any applicable legal or contractual retention period; and job applications for up to two years unless you are hired.

 

5. Your rights and choices

Depending on where you live, you may have the right to access or obtain a copy of your personal information, correct it, delete it, object to or restrict our use of it, receive it in a portable format, and withdraw any consent you've given, without being discriminated against for exercising these rights.

United States: Residents of California and other states with privacy laws have rights under those laws. We do not sell or share personal information for cross-context behavioral advertising, and we honor the Global Privacy Control as an opt-out signal. An authorized agent may submit a request on your behalf.

EEA, UK, and Switzerland: You have rights under the GDPR, the UK GDPR, and Swiss law, including the right to lodge a complaint with your data protection authority.

Canada, Brazil, Australia, and elsewhere: You may have rights under PIPEDA, the LGPD, the Australian Privacy Act, or other applicable law.

To exercise any of these rights, email us at privacy@realitysystems.com. We will verify your identity before responding and will respond within 30–45 days. Our ability to fulfill some requests may be limited by government-contracting or export-control obligations. You can opt out of marketing emails at any time using the unsubscribe link in those emails, or by contacting us.

 

6. Cookies

Our website, forms, and analytics are hosted by HubSpot. We show a consent banner on your first visit; only essential cookies are set before you respond, and analytics and marketing cookies (including HubSpot visitor tracking) are set only after you opt in. We honor the Global Privacy Control as an opt-out signal. If you submit a form on our site, HubSpot records that submission and may link it to earlier visits if you've accepted analytics cookies. See HubSpot's own cookie documentation for more detail.

 

7. Children

Our website and products are directed at businesses and government organizations, not children. We do not knowingly collect personal information from anyone under 16. If we learn that we have, we will delete it.

 

8. Changes to this statement

We may update this statement from time to time. When we do, we'll post the new effective date at the top of this page, and we'll provide additional notice for any significant changes.

 

9. Contact us

Reality Marketing LLC, DBA Reality Systems
30 N Gould St Ste R
Sheridan, WY 82801, USA

Email: privacy@realitysystems.com
Phone: 440-299-7924
Website: www.realitysystems.com