Privacy Policy
Effective Date: June 15, 2026
Tribe Systems LLC respects your privacy and understands the importance of protecting information relating to your family, household, and trusted personal groups.
This Privacy Policy explains how Tribe Systems LLC collects, uses, stores, shares, and protects personal information when you access or use our website, platform, applications, features, and related services.
In this Privacy Policy, “Tribe Systems,” “we,” “us,” and “our” refer to:
Tribe Systems LLC
Attention: Ralph Wiedenfeld
9620 NE Tanasbourne, Suite 300
Hillsboro, Oregon 97124
United States
Website: mytribesystem.com
Email: ralphw@mytribesystem.com
By accessing or using Tribe Systems, you acknowledge the practices described in this Privacy Policy.
1. About Tribe Systems
Tribe Systems is a private coordination platform for families, households, caregivers, roommates, and other trusted personal groups.
The platform may provide features such as:
Shared calendars
Tasks and responsibilities
Reminders and notifications
An AI group assistant
Shared lists and notes
Expense tracking
Private document storage
Household and group coordination tools
Each private group created through the platform may be referred to as a “tribe.”
2. Information We Collect
The information we collect depends on how you use Tribe Systems and which features you choose to use.
Account Information
When you create or manage an account, we may collect:
Your name
Email address
Telephone number
Password or authentication information
Profile photograph
Account preferences
Subscription and billing status
Information about the tribes you create or join
Information You Add to a Tribe
You and other authorized members may provide information such as:
Family or household member names
Contact information
Calendar events
Appointments
School activities
Pickups and travel plans
Tasks and responsibilities
Reminders
Shared lists
Notes and instructions
Messages and discussions
Emergency contacts
Caregiving information
Household rules
Gift ideas
Packing lists
Other organizational information
Information entered into a tribe may be visible to other authorized members according to the permissions and settings selected for that tribe.
Expense Information
When you use expense tracking features, we may collect:
Descriptions of purchases
Purchase amounts
Dates of transactions
Receipts
Expense categories
Names of members who paid or owe money
Reimbursement information
Notes relating to shared expenses
Unless clearly stated otherwise, Tribe Systems does not process payments or transfer money between tribe members.
Documents and Files
When you use the Document Vault, we may collect and store files you choose to upload, such as:
School forms
Insurance information
Travel documents
Receipts
Emergency information
Medical or care notes
Household records
Identification documents
Other personal records
You control which documents you upload and which authorized tribe members may access them.
Communications
When you contact us, we may collect:
Your name
Email address
The subject of your inquiry
The contents of your message
Any files or information you choose to provide
Records of our response
Payment Information
If you purchase a paid subscription, payment information may be collected and processed by a third party payment processor.
Tribe Systems may receive limited payment related information, such as:
Billing name
Billing address
Payment status
Transaction amount
Subscription plan
Payment method type
The last digits of a payment card
We do not ordinarily receive or store complete payment card numbers.
Device and Usage Information
When you access the website or platform, we may automatically collect:
Internet Protocol address
Browser type
Device type
Operating system
Language preferences
Approximate location derived from an Internet Protocol address
Pages and features accessed
Dates and times of access
Referral information
Error reports
Performance information
Security and authentication activity
Interactions with emails or notifications
Cookies and Similar Technologies
We may use cookies, local storage, software development kits, pixels, and similar technologies to:
Keep you signed in
Remember preferences
Protect accounts
Understand how the Services are used
Identify technical problems
Measure website performance
Improve features and usability
You may be able to manage cookies through your browser or device settings. Disabling certain cookies may affect the operation of the Services.
3. Information About Other People
Tribe Systems allows users to enter information about family members, household members, caregivers, and other trusted individuals.
Before providing information about another person, you are responsible for confirming that you have the appropriate authority or permission to do so.
You should not upload highly sensitive information about another person unless it is reasonably necessary, appropriate, and shared with their knowledge or lawful authorization.
4. How We Use Information
We may use personal information to:
Create and manage accounts
Create and administer tribes
Allow members to collaborate
Provide calendars, tasks, reminders, lists, notes, expenses, and document storage
Operate the AI Group Assistant
Deliver notifications and service communications
Process subscriptions and payments
Respond to questions and support requests
Personalize account settings
Maintain and improve the Services
Develop new features
Monitor performance and reliability
Detect fraud, abuse, and unauthorized activity
Protect users, accounts, and the platform
Enforce our Terms and Conditions
Comply with legal obligations
Resolve disputes
Maintain business and transaction records
We may also use information in an aggregated or deidentified form that does not reasonably identify an individual.
5. AI Group Assistant
The AI Group Assistant may process information submitted by you or other authorized tribe members to:
Summarize conversations
Create plans
Suggest tasks
Identify action items
Organize information
Generate reminders
Answer organizational questions
Provide other requested assistance
Information processed through the AI Group Assistant may be transmitted to service providers that supply artificial intelligence or technology infrastructure on our behalf.
We use these providers only as necessary to operate the relevant features and subject to contractual, technical, and organizational safeguards where appropriate.
Users should avoid submitting information to the AI Group Assistant that is unnecessary for the requested task.
AI generated results may be inaccurate or incomplete and should be reviewed before being relied upon.
6. How Information Is Shared
We may share information in the circumstances described below.
With Members of Your Tribe
Information you add to a tribe may be available to other authorized members according to the tribe’s settings and permissions.
Tribe administrators may be able to:
Invite members
Remove members
Manage permissions
Assign responsibilities
View shared information
Manage tribe settings
You should only join tribes and share information with people you trust.
With Service Providers
We may share information with companies that help us operate the Services, including providers of:
Website hosting
Cloud storage
Database services
Cybersecurity
Authentication
Email and notifications
Customer support
Payment processing
Analytics
Artificial intelligence services
Software development and maintenance
These providers may access information only as reasonably necessary to perform services for Tribe Systems.
For Legal and Safety Reasons
We may disclose information when we reasonably believe disclosure is necessary to:
Comply with applicable law
Respond to a lawful request, subpoena, court order, or legal process
Protect the rights, safety, and property of Tribe Systems or others
Prevent fraud, abuse, or security incidents
Investigate violations of our Terms and Conditions
Respond to an emergency involving a risk of serious harm
Business Transactions
Information may be transferred as part of a:
Merger
Acquisition
Financing
Corporate restructuring
Sale of company assets
Bankruptcy
Similar business transaction
Any successor would be required to handle personal information consistently with applicable law and any commitments made in this Privacy Policy.
With Your Direction or Consent
We may share information when you instruct us to do so or provide consent.
7. Sale and Targeted Advertising
Tribe Systems does not sell personal information for monetary compensation.
Tribe Systems does not use personal information submitted to private tribes, including family schedules, documents, messages, tasks, or expenses, for targeted advertising.
If our practices change, we will update this Privacy Policy and provide any choices required by applicable law.
8. Children’s Privacy
Tribe Systems is intended for use by adults.
Children under 13 may not independently create accounts or submit personal information directly to Tribe Systems.
A parent or legal guardian may use the Services to organize information concerning a child, including schedules, school activities, care instructions, and household responsibilities.
If we learn that personal information was collected directly from a child under 13 without legally required parental authorization, we will take reasonable steps to delete it.
A parent or guardian who believes a child has independently provided personal information may contact us at ralphw@mytribesystem.com.
9. Sensitive Information
Information stored through Tribe Systems may include sensitive personal information, such as:
Health or care information
Insurance details
Identification documents
Financial information
Precise household schedules
Emergency contact information
Information concerning children
We process such information only as reasonably necessary to provide features selected by users, protect the Services, comply with the law, or carry out other purposes permitted with appropriate authorization.
Tribe Systems is an organizational platform and is not a healthcare provider, financial institution, insurer, legal service, or emergency service.
Unless we expressly state otherwise, Tribe Systems is not a service covered by the Health Insurance Portability and Accountability Act.
Users should maintain separate copies of critical documents and should not rely on Tribe Systems as the sole location for emergency or legally required records.
10. Data Security
We use reasonable administrative, technical, and organizational safeguards designed to protect personal information.
These measures may include:
Access controls
Authentication procedures
Encryption during transmission
Encryption or other protection for stored information where appropriate
Security monitoring
Restricted employee and contractor access
Backups and recovery procedures
Vendor reviews
Incident response procedures
No system can guarantee complete security.
You are responsible for protecting your password, devices, email account, and login credentials. Contact us promptly if you believe your account or tribe has been accessed without authorization.
11. Data Retention
We retain personal information for as long as reasonably necessary to:
Provide the Services
Maintain your account
Fulfill the purposes described in this Privacy Policy
Comply with legal and accounting obligations
Resolve disputes
Prevent fraud
Enforce agreements
Maintain security records
When information is no longer reasonably required, we may delete, anonymize, or securely isolate it.
Information may remain temporarily in backups after it has been deleted from active systems.
Information shared with other tribe members may remain available to those members if they have copied, exported, or separately stored it.
12. Your Choices and Rights
Depending on where you live and subject to applicable exceptions, you may have the right to:
Confirm whether we process your personal information
Access personal information we maintain about you
Correct inaccurate personal information
Delete certain personal information
Obtain a portable copy of certain information
Withdraw consent where processing relies on consent
Object to or restrict certain processing
Opt out of certain sales, targeted advertising, or profiling activities
Appeal the denial of a privacy request
Because Tribe Systems does not sell personal information or use private tribe information for targeted advertising, those opt out rights may not apply to our current practices.
You may also:
Update account information
Manage tribe permissions
Remove content
Leave a tribe
Disable certain notifications
Cancel a subscription
Request account deletion
To submit a privacy request, email ralphw@mytribesystem.com.
We may need to verify your identity before completing a request. Authorized agents may submit requests where permitted by law, but we may require proof of their authority.
We will respond within the period required by applicable law.
If we deny a request, you may appeal by replying to our decision or contacting us at the same email address with the subject “Privacy Appeal.”
13. Oregon Privacy Rights
Oregon residents may have specific rights under Oregon privacy law, subject to whether the law applies to Tribe Systems and whether an exception is available.
These rights may include:
The right to know whether personal information is being processed
The right to access personal information
The right to correct inaccuracies
The right to delete personal information
The right to receive a portable copy
The right to obtain certain information about third parties receiving personal information
The right to opt out of certain sales, targeted advertising, and profiling
The right to appeal the denial of a request
Oregon residents may exercise applicable rights by contacting ralphw@mytribesystem.com.
14. California and Other State Privacy Rights
Residents of California, Colorado, Connecticut, Delaware, Iowa, Montana, Nebraska, New Hampshire, New Jersey, Texas, Utah, Virginia, and other states may have additional privacy rights if the applicable law covers Tribe Systems.
The availability of a right may depend on factors such as:
Your state of residence
The nature of the information
How the information is processed
The size and activities of Tribe Systems
Exceptions provided by law
You may contact us to exercise any applicable privacy right.
We will not unlawfully discriminate against you for exercising a privacy right.
15. International Users
Tribe Systems is operated from the United States.
If you use the Services from another country, your information may be transferred to, processed in, and stored in the United States or other locations where our service providers operate.
Privacy laws in those locations may differ from the laws in your country.
Where required, we will use appropriate safeguards for international transfers.
16. Third Party Websites and Services
The Services may contain links to or integrations with third party websites and services.
Their privacy practices are governed by their own policies.
We are not responsible for the privacy, security, availability, or content of third party services.
You should review the privacy policy of any third party service before providing information to it.
17. Email and Notifications
We may send service related communications, including:
Account notices
Security alerts
Task reminders
Calendar reminders
Invitation notices
Billing notices
Changes to our legal terms
Customer support responses
You may manage optional notifications through your account settings or by using available unsubscribe options.
Some operational, security, and legal communications cannot be disabled while your account remains active.
18. Changes to This Privacy Policy
We may update this Privacy Policy to reflect changes to:
Our Services
Our technology
Our information practices
Applicable law
Security requirements
Business operations
The updated policy will be posted at mytribesystem.com with a revised effective date.
When changes are material, we may provide additional notice through the Services or by email.
19. Contact Us
Questions, concerns, and privacy requests may be directed to:
Tribe Systems LLC
Attention: Ralph Wiedenfeld
9620 NE Tanasbourne, Suite 300
Hillsboro, Oregon 97124
United States
Email: ralphw@mytribesystem.com
Website: mytribesystem.com