AIMS

Last Updated: January 15, 2026

Privacy Policy for AIMS

1. Introduction

Troika Solutions, LLC (“Troika,” “we,” or “us”) is committed to protecting information processed by the Asset Information Management Solutions (AIMS), a cloud-based SaaS platform for inventory management. AIMS is hosted on Amazon Web Services (AWS). This Privacy Policy explains how we collect, use, store, and protect information for authorized users (“Users”) within client organizations, including the U.S. Marine Corps (USMC), U.S. Army, and other authorized clients.

2. Data We Collect

Inventory and Operational Data

  • Inventory Data: Asset and inventory metadata (for example, National Stock Numbers and other item identifiers), inventory actions and results, and related operational records.
  • Audit and System Logs: Records of actions taken within the platform (for example, creation, updates, approvals, assignments, and administrative actions), used for accountability and traceability.
  • AI Processing Inputs (SL-3 Publications): SL-3 publications and related inventory documents uploaded by Users for automated extraction and structuring. These documents are processed to generate structured inventory records and related analytics.

User and Account Data

  • User Data: Email address, role assignments (for example, Basic User, SUC Responsible Individual/Manager, Client Admin), and authentication/access-control records necessary to operate the platform.

Technical and Security Data

To secure AIMS and maintain session integrity, we collect limited technical data, including:

  • IP Address: The IP address used to access AIMS.
  • Device and Browser Attributes: OS type, browser type/version, user agent string, language, timezone, screen dimensions, and related browser/device environment attributes.
  • Device Fingerprint (Pseudonymous Identifier): A pseudonymous device identifier computed in the User's browser using fingerprinting libraries (including libraries based on the open-source FingerprintJS ecosystem). We store the resulting identifier for security and session integrity.
  • Session Data: Session identifiers, login timestamps, last-activity timestamps (“last seen”), and session termination timestamps and reasons.

Data Classification and Intended Use

Per the Department of the Navy letter dated February 25, 2025, from HQMC, LPI Asset Information Management System Sponsor, AIMS operates at Impact Level 2 (IL2). AIMS is designed to process inventory and operational data suitable for an IL2 environment. AIMS is not designed for the storage or processing of classified information or information requiring higher Impact Level controls. AIMS necessarily processes limited user identifiers and technical security data to authenticate Users and protect the service (for example, email address, IP address, device/session identifiers, and activity timestamps). Client organizations and Users are responsible for ensuring that uploaded content aligns with applicable data-handling requirements.

3. How We Use Data

We use the data described above for the following purposes:

  • Service Delivery: Provide inventory tracking, SL-3 publication workflows, Record Jacket management, analytics, and reporting within authorized Subordinate Unit Codes (SUCs).
  • System Security: Monitor access, detect suspicious or unauthorized activity, protect accounts, and maintain platform integrity.
  • Security and Session Management: Maintain session integrity, enforce access policies, prevent fraud and account compromise, and support incident investigation and auditing.
  • Customer Support and Operations: Troubleshoot issues, respond to support requests, and maintain reliability. Access to user activity is limited as follows:
    (a) Troika may access user activity to provide support and ensure platform functionality.
    (b) Client Admins may access activity for Users within their organization to manage operations and accountability.
    (c) Individual Users may access their own activity where available for transparency and account management.
  • Improvement: Improve platform functionality and performance, using aggregated or de-identified data where feasible.
  • Marketing (If Applicable): Send product updates or communications only as permitted by the applicable Terms of Use and client/user controls.

4. Data Sharing

We do not sell User data and do not share data with third parties for their independent marketing purposes.

  • Within Client Organizations: Data is accessible only to authorized Users within the client organization's scope, as configured by Client Admins and role-based access controls.
  • Service Providers: We use vendors to operate and secure the platform. These providers process limited data on our behalf and under our instructions solely to deliver services to Troika, including:
    • Amazon Web Services (AWS): Hosting and infrastructure services.
    • OpenAI (Document Processing): We use OpenAI models to extract and structure information from SL-3 publications and similar documents uploaded to AIMS for processing. We do not send user account/profile data (such as email address, roles, device fingerprint identifiers, or session logs) to OpenAI for this purpose, except to the extent such data is embedded in the uploaded document content.
    • IP/Geolocation Lookup Provider(s): We may use an external IP-based lookup service to derive coarse location attributes (e.g., country/region/timezone) to support security monitoring and fraud/anomaly detection.
  • Legal and Safety: We may disclose information when required by law, regulation, or lawful government request, or when necessary to protect Troika's rights, Users, clients, or the security of the platform.

5. Data Security

AIMS employs reasonable administrative, technical, and organizational safeguards designed to protect data, including access controls and security monitoring aligned with the platform's intended operating environment. Users are responsible for safeguarding their credentials and promptly reporting suspicious activity to legal@troikasol.com.

6. Data Retention

  • Subscription Term: Data is retained for the duration of the client's subscription, subject to contractual requirements.
  • Security Logs and Session Data: Session and security telemetry (including IP address, device/session identifiers, and last-activity timestamps) are retained for security, auditing, and operational troubleshooting for a period consistent with client requirements and applicable legal obligations, after which they may be deleted or de-identified.
  • Post-Termination: Upon contract termination, clients have one (1) year to export their data. During this period, Users may be permitted to log in to view data but may not be able to create, read, update, or delete (CRUD) content, subject to client configuration and contract terms. Troika may retain data after contract expiration for potential re-engagement and operational continuity, and reserves the right to delete data after the contract expires.

7. User Rights

  • Access Requests: Users may request access to their account-related data by contacting their Client Admin or Troika at legal@troikasol.com, subject to client policy and contractual constraints.
  • Marketing Opt-Out: Users may opt out of marketing communications by emailing legal@troikasol.com, where applicable.
  • Scope: AIMS does not create individual consumer profiles for advertising or behavioral marketing purposes.

8. Third-Party Services

AIMS uses the following categories of third-party services:

  • Amazon Web Services (AWS): Hosting and infrastructure services.
  • Optional IP/Geolocation Lookup Provider(s): External services that resolve coarse location attributes from IP addresses if enabled in the platform configuration.
  • OpenAI: AI-powered document parsing used to extract structured data from SL-3 publications and other uploaded inventory documents. We do not provide OpenAI with user account/profile data for this processing, except to the extent such data is embedded in the uploaded document content.

AIMS does not use third-party advertising networks or behavioral marketing trackers within the platform.

9. Contact Us

For privacy concerns or inquiries:

Email: legal@troikasol.com
Address: 10300 Spotsylvania Ave., Suite 116, Fredericksburg, VA 22408, United States

10. Updates

Troika may update this Privacy Policy with 30 days' notice via email or platform notification. Continued use of AIMS constitutes acceptance of the updated Policy.