Privacy Policy and Terms of Use

Privacy Policy

Last updated: October 2026

This policy explains what personal data NICHE BOS LLC, a Delaware limited liability company, doing business as Systems Brain™ (8 The Green, STE B, Dover DE 19901) holds when you buy and use The Reel Deal™, who sees it, and what rights you have. “We” and “us” mean that business. “You” means the person or business that buys The Reel Deal™. “Your customers” means the people who follow you, message you or buy from you.

It is written in plain language. Our Terms of Use go with it.

1. Who is responsible

For your personal data (section 3), we are the controller. That means we decide why and how it is used.
For your customers’ personal data inside your base (section 4), you are the controller. We only see it when we set up or support your base, and we act on your behalf.

Contact for privacy questions: support@systemsbrain.com. Postal address: (8 The Green, STE B, Dover DE 19901).

2. The short version

Your Reel Deal™ base lives in your Airtable account. We don’t host your data.
We keep a customer & product record so we can validate your license tier, add-ons, and run updates.
When we set up or fix your base, we can see everything in it, including your customers’ data, which we never export, copy, or use.
We use Airtable, Manychat, checkout tools and AI services to run the product. Section 6 lists them.
We use AI assistants while we work. They read what we read.
You can ask to see, fix, move or delete your data. Section 9 says how.

3. What we hold about you, and why

Information you give us

Your name and email address, and your business name.
Purchase records: what you bought, when, the amount, and the order and customer ids our checkout gives them. Payment card details are handled by our checkout and payment provider. We don’t see or store full card numbers.
Messages you send us for support, and notes we make about them.
Information from onboarding, such as your business name, timezone, channels and the Instagram profile you connect.

Information your base sends us

Every time your Updates automation runs, it tells us your base’s id and name, and, if your access key allows it, the email address and Airtable user id of the person who created the access key. It also sends the name and version of the update that ran. Picking an add-on also sends us your Airtable access key, once, for that task (see “Your Airtable access key” below).

Your Airtable access key

An access key (Airtable calls it a personal access token) lets software act in your Airtable account within the limits you set. You make it, you choose what it can do, and you can delete it at any time. Three things can involve it:

Your Updates automation holds it as a secret in your own base and uses it there to fix bugs. The Updates automation never sends the key to us.
When you pick an add-on, your base sends the key to our system, once. We use it to check your purchase and to switch the add-on on in your base. We don’t save it in our own tables. It only appears in the metadata log of our secure Airtable automation (its run history), which Airtable keeps for its own retention period. We can’t delete it from there. You can delete that key and make a new one afterwards.
If you give us an access key for support work, we keep it only as long as we need it to resolve your issue, in a protected store on our own device.

You can delete your access key in Airtable at any time. That stops updates and add-on activation for your base.

Why we use this, and our legal basis

To provide The Reel Deal™, run your license and add-ons, give you support, and keep your base working. (Contract.)
To match your Airtable account to your purchase, and to protect the license from misuse. (Contract and our legitimate interest in preventing fraud and misuse.)
To send you messages about your account, changes to our terms and security. (Contract and legal duty.)
To keep accounts, tax and legal records. (Legal duty.)
We don’t use your personal data for marketing emails unless you sign up for them separately.

We never sell your personal data.

4. Your customers’ data

Your base holds personal data about your customers. It comes from your checkout (names, emails, addresses, order details, a customer id, and a payment processor id such as a Stripe id), from Manychat (the contact’s Instagram handle and id, comments and the text of direct messages) and from Instagram and Facebook (public comments and likes).

We don’t collect this data. You do. We see it only when we work inside your base:

during white-glove set-up (testing the signals and orders, checking records);
during support (finding out why something didn’t work);
while reading run history (automation logs can contain the data of the order or message that triggered the run); and
when an add-on runs in your base with your access key.

What we do with it:

We use it only to do the job you asked for.
We don’t copy it out of your base, except short pieces we need to explain a problem (for example a screenshot or an excerpt in a support note).
We don’t contact your customers, sell their data or use it for marketing.
We keep any such support notes for as long as reasonably necessary to resolve your case and provide follow-up support, then delete them.

Our own followers and customers. We also run our own Instagram account and shop. When you comment on or message us, or buy from us, we use Manychat (comments and DMs) and our checkout platform. Our shop will also use Manychat’s tracking pixel, which sets a cookie so a purchase can be matched to the Instagram conversation it came from. That is personal data we collect ourselves, and we are the controller. We use it to reply to you, deliver what you bought, and understand which posts lead to sales. We don’t run ads and we don’t use a Meta advertising pixel. To ask for access or deletion, email support@systemsbrain.com.

Your duties. As controller you need a privacy notice for your customers that covers your use of this tool and the service providers who can see their data, and you need a legal basis for processing, including consent where the law requires it. If you need a data processing agreement with us, ask. support@systemsbrain.com: we will provide a data processing agreement on request.

5. Our AI assistants

We use AI assistants (including Claude, from Anthropic) while we set up and support your base. When we read your base, your run history or a log, the assistant reads it too. That can include your customers’ data. We use the assistant to help us do the task, and we don’t use it to build anything unrelated to your base.

6. Who else handles data

These companies handle data as part of The Reel Deal™. Some are yours, some are ours.

Airtable. Holds your base and runs the automations. Its AI features read content in your base. It also sends emails from its own automations (system alerts to you). Airtable’s cookie policy applies to the base and the extensions.
Manychat. Handles contacts, comments and DMs on your account. It also stores the memory of the “Ask your Brain” chat. Under your agreement with them.
Your checkout platform (for example SamCart or ThriveCart) and the payment processor behind it, such as Stripe. They hold your customers’ orders. We receive that data through your base.
Our checkout for your purchase (and its payment processor).
Your data fetcher (the tool that pulls Instagram and Facebook content into your base). Under your agreement with them.
Meta (Instagram and Facebook). Source of your content and message data, under your account.
AI providers. Airtable’s built-in AI, and any AI provider you set up with your own key (default: Anthropic). Content you send through those features goes to the provider you chose. For our own assistants, see section 5.
Currency rates. A public rates service is called for exchange rates. It receives no personal data.
Our devices and backups. Our notes and files live on our own computers and in their backups.

We use these providers only to run the service. We may also share data when the law requires it, to protect our rights, or if our business is sold (the buyer would be bound by this policy).

7. Moving data between countries

We work primarily from the United States and Denmark. Airtable, Manychat and the AI providers may process data in the United States and elsewhere. Where the law requires it, we rely on approved safeguards such as standard contractual clauses.

8. How long we keep things

Account and purchase records: as long as you are a customer and for the period tax law requires afterwards.
Base registration records (base id, base name, the email of the person who created the access key): while your license is active and one year afterwards for re-activation or follow-up support.
Support messages and notes: one year.
Your customers’ data we saw while supporting you: not kept beyond the job, except short notes as in section 4.
Access keys you give us: only as long as needed (section 3).

9. Your rights

Depending on where you live, you may have the right to:

access the data we hold about you;
correct data that is wrong;
delete it, or ask us to restrict how we use it;
take it with you in a usable file (portability);
object to uses based on our legitimate interest, or withdraw consent you gave; and
complain to your data protection authority.

How the law is framed differs by place. In short:

EU and UK (GDPR / UK GDPR). All of the rights above apply. You can complain to your local data protection authority.
Canada (PIPEDA). You can ask to see your data and ask us to correct it, and you can complain to the Office of the Privacy Commissioner of Canada.
California (CCPA / CPRA). You can ask what we collect, ask us to delete or correct it, and ask us not to sell or share it. We don’t sell or share personal data for cross-context advertising. We won’t treat you worse for using these rights.

To use any of them, email support@systemsbrain.com. We may ask you to prove who you are first. We’ll answer usually within one month.

Your customers. If one of your customers asks us about their data, we’ll refer them to you, because you are the controller. We’ll help you answer where the law requires it.

10. Security

We limit who can see your data and keep access keys and passwords in protected stores. No system is perfectly secure. If we learn of a breach that affects you, we’ll tell you without undue delay, and tell the authorities where the law requires.

11. Cookies

Your base, the dashboards and the set-up screens are Airtable’s, so Airtable’s cookie policy applies to them. Our shop uses the checkout provider’s cookies and Manychat’s tracking pixel (see section 4). Our website does not use Google Analytics.

12. Children

The Reel Deal™ is for businesses and isn’t for anyone under a minimum adult age, such as 18. We don’t knowingly collect data from children. If you think we have, tell us and we’ll delete it.

13. The Widget Builder browser extension

Widget Builder is a paid add-on. It is a Chrome extension that makes the Manychat comment widget for a new post and records it on that post in your base.

It runs in your browser. It works inside your own signed-in Manychat tab and talks only to Manychat and Airtable. It sends nothing to us or to anyone else.
Connect Airtable. You sign in through Airtable’s own window and choose which bases the extension may use. Airtable gives the extension an access key that lasts an hour, and a key to renew it. Both stay in the extension’s storage in your browser. You can disconnect in the extension’s settings, and remove its access completely in Airtable (Account → Integrations).
What it reads. In your base: each post’s links, ids, nickname, caption, publish time, call to action, keyword and widget fields, its public comment counts, its image (shown as a small thumbnail in the extension’s window, never stored), your keyword list (each keyword, what it merges into, and which channels get a widget), and three of your Settings (the Widget builder mode, how many hours back to look, and your Active add-ons). In Manychat: your Instagram and Facebook posts (including each post’s public comment count) and your comment widgets (their names, ids and the post each one is on).
What it changes. In Manychat, it makes widgets from your own templates, points each one at its post and switches it on. For a new post, it can do this before the post reaches your base, using the keyword the caption asks for and your keyword list. In your base, it writes the widget’s name and status on the post, the post’s cleaned link, and a short note when it skips a post. When a new Instagram post hasn’t reached your base yet, it adds the post’s row (its link, ids, caption, post time and preview image link, the same values your data fetcher writes) and ticks the Fetch Small Batch box on your profile row so your data fetcher fills in the rest.
What it doesn’t touch. It doesn’t read your Manychat contacts, conversations or API key, or your customers’ records in your base.
What it keeps. The base you chose, a list of the notes it has already written, the ids of your newest posts while it waits for them to reach your base, and a summary of its last run, in your browser only. Removing the extension deletes them.

14. Changes

We may update this policy. We’ll tell you about material changes by posting in the Onboarding Hub and emailing the address we have for you.

Terms of Use

Last updated: October 2026

NICHE BOS LLC, a Delaware limited liability company, doing business as Systems Brain™ (8 The Green, STE B, Dover DE 19901) makes The Reel Deal™. In these terms, “we” and “us” mean that business. “You” means the person or business that buys The Reel Deal™ and uses it. “Your customers” means the people who follow you, message you or buy from you.

By using The Reel Deal™ you agree to these terms. If you don’t agree, don’t use it.

1. What The Reel Deal™ is

The Reel Deal™ is four things that work together:

An Airtable base. We build it. You get your own copy (a clone). It holds your content, signals, orders and reports.
Automations and scripts. Some live in your base. Most of the code is kept in one place by us and shared into your base (we call it central code).
Extensions. These are the dashboards and set-up screens you see inside Airtable. Airtable’s Blocks platform delivers them.
Add-ons. Optional extras you can buy to upgrade your system’s features.

It reads data from tools you already use (Instagram and Facebook through a data fetcher, Manychat, your checkout) and turns it into numbers and briefings about your content and sales.

2. Your accounts are your responsibility

The Reel Deal™ only works on top of other companies’ products. You need your own accounts and the right paid plans. At the least that means:

Airtable. A paid workspace plan (Team or Business). A free workspace can’t run the synced code or the scripts.
Manychat (Pro), your checkout platform, your Instagram and Facebook (Meta) accounts, and your data fetcher if you use one.
An AI provider key, only if you switch on a feature that needs one (see section 10).

Each of those companies has its own terms, prices and rules. They are between you and them. If a plan changes, a limit is hit, an account is closed or an API changes, parts of The Reel Deal™ can stop working. We aren’t responsible for that, and we aren’t responsible for fees those companies charge you.

You are responsible for using these tools lawfully. That includes the rules for messaging people (consent, opt-out, anti-spam law) and the platform rules of Meta, Manychat and your checkout.

3. Your license, and what you can’t do

We give you a license to use The Reel Deal™ for your own business. It is personal to you, non-exclusive, limited to the base we set up for you, and can’t be transferred. You get a license, not ownership. We keep ownership of the base design, scripts, prompts, formulas, interfaces, extensions and written materials.

You may not:

resell, share, sublicense or give away the base, the scripts, the prompts, the interfaces or the extensions, or any copy of them;
copy the base to other people or other businesses, or use one license for more than one base;
strip out, copy or tamper with license codes or other protection, or try to make one;
reverse-engineer, scrape or republish our code or prompts, except where the law says you may;
use The Reel Deal™ to break the law or another company’s rules.

You can customize your own base (add your own fields, views and automations). If you change or replace the parts that come from us, we can’t promise those parts will keep working or updating.

4. Access to your base while we set up and support you

To set up and support your base, we sometimes work inside it. Here is exactly what that means.

How. You invite us to your base or workspace as an owner. We work through that invitation, using our own account.
What we can see. Everything you can see in that base. That includes your customers’ names, email addresses, orders, Instagram handles and ids, and the text of their direct messages.
What we do. Set up and check your base, connect the synced tables, install your license and add-ons, fix problems you report, and read automation run history to find out what went wrong. Run history can include your customers’ data.
What we don’t do. We don’t use your customers’ data to contact them, sell it, or build a profile of them for any other purpose. We don’t change anything unrelated to the task.
How long. Until set-up is finished and handed over, and after that only while a support request is open.
Our tools. We use AI assistants while we work. They read what we read on screen or in files while doing the task. The Privacy Policy explains this.
Your consent. By asking us to set up or support your base, you agree to this access. You confirm you’re allowed to give it, and that you’ve told your own customers, as the law requires, that service providers can see their data.

You can end our access at any time. Remove us from your base or workspace. Tell us too, so we can stop. When access ends, we can no longer fix things inside your base. Your base keeps running with what it already has. Separately, if you delete the access key you made for your Updates automation (Airtable calls it a personal access token), updates and add-on activation stop (section 5).

5. Automatic updates

Your base gets changes from us in two ways. Both are automatic. This is part of the product, and you accept it by using it.

Path 1: the central code. Most of the scripts your automations run are not stored in your automation. They live in a synced table that we maintain. When we edit that code, your base receives the change straight away. Your automations then run the new code. You do nothing and you aren’t asked first. There is no switch to turn this off for your base alone. We make these changes to fix bugs, add features and keep up with changes at Meta, Manychat, Airtable and your checkout platform. We test them first, but we can’t promise a change will never cause a problem.

Path 2: the Updates automation. Your base has an automation called Reel Deal™ Updates. When we run it, it uses your own Airtable access key (Airtable calls it a personal access token). It is kept as an encrypted secret in that automation step, named Airtable RD API, and we can’t see it there. The key is used to add things to your base: new fields, new formulas, field descriptions, and your license code. It also reports back to us (section 6).

What automatic updates never do. They never delete your records, fields, tables or automations. They never read your customers’ data out of your base. The only thing sent out is the registration information in section 6.

What else changes without you. Extensions come to you through Airtable’s Blocks platform. We release new versions there, and Airtable delivers them. That can happen even after our access to your base has ended.

How to stop them.

Turn off the Reel Deal™ Updates automation. That stops Path 2.
Path 1 has no per-base switch. The only way to stop it is to turn off the automations that run central code, which means those features stop too.
You can also delete the access key you gave the Updates automation, which stops Path 2 from working.

If you stop updates, you won’t get fixes or new features, and parts of your base may stop working when a platform changes. We aren’t responsible for problems that happen because updates were stopped.

6. What we receive from your base

Every time the Updates automation runs, your base sends us:

your base’s id and name;
the email address and Airtable user id of the person who created the access key, if the key allows it;
the name of the update that ran, and a version note.

We use this to keep one record per base, match your base to your purchase, and see that updates are working. It is also how we check your license.

Add-ons send more. When you pick an add-on, your base sends your base id, base name, the add-on you chose and your Airtable access key to our system, once. We use the key to check your purchase and to switch the add-on on in your base, and only for that. We don’t save it in our own tables. It does appear in the log of our Airtable automation (its run history), which Airtable keeps for its own retention period. We can’t delete it from there. You can delete that key and make a new one afterwards, and then paste the new one into your automation steps. If you add a second purchase email, we send a six-digit code to it to prove it’s yours.

7. Your data and your customers’ data

Your base and your data belong to you. Your records, content, orders and reports stay yours. We don’t claim ownership of them. You give us permission to access and process them only as these terms and our Privacy Policy describe, so we can provide the service.

Your customers’ data. Your base collects information about your customers from your checkout, Manychat and Instagram. You decide why and how that data is used. You’re the “controller” (the one responsible) for it. We act on your behalf, only when we set up or support your base. You must:

have your own privacy notice that covers this;
have the consent or other legal basis you need, including for DMs and checkout data;
respond to your own customers’ requests about their data;
keep your Airtable, Manychat and checkout logins and access keys safe.

What we own. The scripts, prompts, formulas, interfaces and extensions that run your base stay ours. Your data stays yours.

If a regulator or your customer asks us about data in your base, we’ll tell you where the law allows.

8. Estimates, not advice

The Reel Deal™ shows numbers and briefings about your content and sales. Treat them as tools, not facts you can bank on.

Some numbers come straight from the platforms (views, likes). Some come from your own checkout and Manychat (sales, comments). Some are estimates we calculate (such as how many comments an untracked post probably brought in).
Attribution is modelled, not audited. A sale is credited to a post using the clues available. Instagram, Manychat and checkout tools don’t always give those clues, so some sales can be credited to the wrong place or to none.
AI-written briefings can contain mistakes.
Nothing in The Reel Deal™ is financial, tax, legal or business advice.
We don’t promise that using The Reel Deal™ will raise your sales, revenue, followers or reach, or that any number is right.

Check anything important yourself before you act on it.

9. License codes, trials, pauses and add-ons

License code. Each base holds a signed license code, kept in a field description in Settings. The code says if the base is paid, on trial or paused. It works only for the base it was made for. A copy in another base won’t work.

Trials. A trial has a last day. After a short grace period (currently three days), the automations that use central code stop running in that base. A trial doesn’t turn into a paid plan unless you buy.

Pauses. If a subscription lapses or is cancelled, we may pause the base. The automations that use central code stop in that base.

What you see. When a base is stopped, a line appears in Settings telling you why, and your data is untouched. Reinstating a paid code switches the base back on.

What doesn’t stop. Manychat, your data fetcher, your checkout and Airtable itself are not ours, so they keep running. What they send in while a base is stopped isn’t processed by our scripts and isn’t replayed later.

Add-ons. Add-ons are bought separately and are tied to the purchase email of your Airtable account (and any other purchase emails you link). If a purchase is refunded or can’t be found, the add-on may switch off.

Widget Builder. The Widget Builder add-on is a Chrome extension. It works through Manychat’s own web app, inside your signed-in Manychat tab, because Manychat offers no public way to create comment widgets. If Manychat changes its web app, the extension may stop working until we update it. When it can’t be sure which post a widget belongs to, it stops and leaves a note on the post instead of guessing. It acts in your Manychat account and your base on your behalf, so check the widgets it makes as you would ones you made yourself. You can disconnect it at any time. Our Privacy Policy (section 13) says what it reads and keeps.

Nothing deletes your data. A trial ending, a pause or a stopped add-on never deletes your records.

10. AI features

Some features use AI to read and write: content tagging, business briefings and the “Ask your Brain” DM door.

Most use Airtable’s built-in AI, on your Airtable plan, under Airtable’s terms.
The content tagging feature can instead use your own AI provider key (stored as a secret named Ask Your AI). The default provider is Anthropic (Claude). If you use it, your content (such as post images and captions) is sent to that provider, under your agreement with them.
“Ask your Brain” answers questions you send by Instagram DM. The question and a summary of your business figures are put into a prompt for AI, and the answer is sent back through Manychat. It only answers the account owner.
Content, captions and DM text may be processed by AI as part of these features.

AI output can be wrong, incomplete or out of date. You are responsible for checking it before you rely on it or publish it. Don’t put anything into your base that you don’t have the right to process this way.

11. Fees, refunds and price changes

Fees. Price of The Reel Deal™ and each add-on are subject to change.
Refunds. Due to the digital nature of this product, refunds are not allowed unless explicitly communicated. If we refund you, we will revoke access to the product.
Taxes. Taxes are applicable where by law.
Your Airtable, Manychat, checkout and AI provider costs are separate and are paid to those companies.

12. Support

Email support@systemsbrain.com.

We try to help you get set up and fix real problems with The Reel Deal™. We can’t support problems that come from your accounts or from other companies’ products, or from changes you made to the parts that come from us.

13. Ending the relationship

You can stop at any time. Cancel as described in section 11.

We can suspend or end your license if you break these terms (for example by reselling the base), if you don’t pay, or if we have to by law.

What you keep when it ends. Your Airtable base, with all your data. The scripts and automations already in your base keep running as long as they are able to, but see section 9: a base with no valid license code stops running central code. You can export your data at any time.

What stops. Updates, add-on activation, support from us, and the features that need a valid license.

What survives. Sections on ownership, restrictions, liability, governing law and anything meant to last.

14. Our liability

The Reel Deal™ is provided “as is”. We don’t promise it will be error-free, always available, or fit for a particular purpose, to the extent the law allows.

We aren’t liable for lost profit, lost revenue, lost data, lost followers or other indirect losses, or for losses that come from another company’s product, from a platform change, from AI output, or from you stopping updates.

Nothing in these terms limits liability that can’t be limited by law, such as for fraud, or for death or personal injury caused by negligence. If you are a consumer in a place that gives you rights that can’t be waived, those rights stay.

15. Who you are

The Reel Deal™ is for businesses. You say you’re buying it for your business, and you’re at least 18 years old.

16. Law and disputes

These terms are governed by the law of the State of Delaware, United States. Before either side starts formal proceedings, please contact us and try to settle it in good faith.

17. Changes to these terms

We may update these terms. We’ll tell you before a material change takes effect, by posting in the Onboarding Hub and emailing the address we have for you. If you keep using The Reel Deal™ after the date, you accept the update. If you don’t, stop using it and tell us.

18. Contact

Support: support@systemsbrain.com