This Privacy Policy explains how Systaflow, the automation business operated by Vanessa Rafols ("Systaflow", "we", "us", or "our"), collects, uses, and protects your information when you visit systaflow.com, fill out a form, chat with our AI assistant, receive a call from our AI voice assistant, or book a call with us.

1. Information We Collect

Information you give us

Contact details: your name, email address, and phone number when you fill out a form, book a call, or use our live chat.
Business information: details you share about your business, such as your industry, team size, tools you use, lead volume, and the processes you want to automate.
Booking details: the date, time, and time zone of any call you schedule.
Messages: anything you type into our live chat or send us by email.

Information from AI calls and chats

If you request a call, our AI voice assistant ("Ava") will call the number you provided. Calls are recorded and transcribed, and an automated summary of the conversation is saved to your contact record.
Our live chat is also powered by AI. Chat messages are stored so we can respond and follow up.

Information collected automatically

Basic technical data such as your browser type, device, IP address, pages visited, and referring website.
Cookies and similar technologies, including analytics and advertising pixels (such as the Meta Pixel), used to understand site usage and measure advertising.
Bot-protection checks (such as Cloudflare) on our forms to prevent spam.

2. How We Use Your Information

To respond to your inquiry, including calling you with our AI voice assistant when you request it.
To understand your business needs so we can prepare for your discovery call.
To schedule, confirm, and remind you about appointments.
To send you follow-up emails related to your inquiry, such as booking links.
To improve our website, automations, and AI assistants.
To keep our systems secure and prevent spam or abuse.
To comply with legal obligations.

We do not sell your personal information.

3. AI Assistants and Automated Communications

Our live chat and voice assistant use artificial intelligence to hold conversations, answer common questions, collect information, and book appointments. You will always be told when you are speaking with an AI. Conversation content is processed by our AI service providers solely to operate these features.

Our AI voice assistant only calls people who have requested a call through our website form. You can stop calls at any time by saying "don't call me again" during a call, or by emailing us. Once you opt out, we will not call you again.

4. Text Messaging (SMS)

If you opt in to receive text messages from Systaflow, message frequency varies and message and data rates may apply. Reply STOP to opt out at any time or HELP for help.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging opt-in data and consent are excluded from any information sharing described in this policy and will not be shared with any third parties.

5. How We Share Information

We only share your information with trusted service providers that help us run our business, and only as needed to provide our services. These include:

HighLevel / LeadConnector: our CRM, forms, calendar, phone, email, and AI assistant platform.
AI providers (such as OpenAI): to power our chat and voice assistants.
Automation tools (such as n8n): to connect our systems.
Website, security, and analytics services (such as Cloudflare, Google, and Meta).

We may also disclose information if required by law, to protect our rights, or in connection with a business transfer.

6. Data Retention

We keep your information for as long as needed to respond to your inquiry, provide our services, and meet legal or business record-keeping requirements. You can ask us to delete your information at any time (see Section 8).

7. Data Security

We use reasonable technical and organizational measures to protect your information, including access controls and reputable service providers. No method of transmission or storage is 100% secure, so we cannot guarantee absolute security.

8. Your Rights and Choices

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

Access the personal information we hold about you.
Correct inaccurate information.
Request deletion of your information.
Object to or limit certain processing.
Opt out of calls, emails, and text messages at any time.

To make a request, email us at [email protected]. You can also unsubscribe from emails using the link in any email we send.

Systaflow is based in the Philippines and handles personal information in line with the Philippine Data Privacy Act of 2012 (Republic Act No. 10173). Your information may be processed and stored in the United States and other countries where our service providers operate.

9. Children's Privacy

Our services are intended for businesses and adults. We do not knowingly collect information from anyone under 18.

10. Third-Party Links

Our website may link to other websites. We are not responsible for the privacy practices of those websites.

11. Changes to This Policy

We may update this Privacy Policy from time to time. The latest version will always be posted on this page with its effective date.

12. Contact Us

If you have any questions about this Privacy Policy or your information, contact:

Systaflow (operated by Vanessa Rafols)
Email: [email protected]
Website: systaflow.com