Privacy Policy

Relvio Systems ("Relvio," "we," "us," or "our") is committed to protecting the privacy of our clients and their customers. This Privacy Policy describes how we collect, use, disclose, and safeguard personal information in connection with our automation services and website located at relviosystems.com (the "Site").

By using our Site or engaging our services, you agree to the terms of this Privacy Policy. If you do not agree, please discontinue use of our Site and services.

1. Information We Collect

1.1 Information You Provide Directly

We collect information you provide when you contact us, request a consultation, or enter into a service agreement, including:

• Full name and business name
• Phone number and email address
• Business address and service location(s)
• Payment and billing information (processed through Stripe)
• Communications and correspondence you send us

1.2 Information We Collect Through Our Services

In delivering automation services to our clients, we may process information about their end customers on behalf of our clients, including:

• Missed call records and callback text message interactions
• Contact information submitted through web forms or surveys built on GoHighLevel
• Lead and pipeline data stored in our automation platform
• Appointment booking data and job inquiry information

1.3 Information Collected Automatically

When you visit our Site, we may automatically collect certain technical data, including:

• IP address and approximate geographic location
• Browser type, operating system, and device information
• Pages visited, time spent on the Site, and referring URLs
• Cookies and similar tracking technologies (see Section 6)

2. How We Use Your Information

We use the information we collect for the following purposes:

• To provide, operate, and maintain our automation services
• To set up and configure GoHighLevel sub-accounts on your behalf
• To process payments and manage billing through Stripe
• To communicate with you about your service, account, or support requests
• To deliver missed call text-back automations and related workflows
• To send operational notices, service updates, and invoices
• To comply with legal obligations and enforce our agreements
• To improve the quality and performance of our services

We do not use your personal information to train AI models or for automated decision-making that produces legal or similarly significant effects without your explicit consent.

3. Legal Basis for Processing (GDPR)

If you are located in the European Economic Area (EEA) or United Kingdom, we process your personal data under the following legal bases:

• Contract Performance: Processing necessary to deliver the services you have engaged us for.
• Legitimate Interests: Processing necessary for our legitimate business interests, such as fraud prevention and service improvement, where these interests are not overridden by your rights.
• Legal Obligation: Processing required to comply with applicable laws and regulations.
• Consent: Where you have given explicit consent for a specific processing activity.

4. How We Share Your Information

4.1 Third-Party Service Providers

We share personal information with trusted third-party vendors that help us deliver our services. These providers are contractually obligated to protect your data and may only use it for the purposes we specify:

• GoHighLevel (GHL) — Our core automation and CRM platform. Client and contact data is stored and processed within GHL sub-accounts. Learn more at gohighlevel.com/privacy-policy.
• Stripe — Payment processing. We do not store full payment card information. Stripe handles all billing data in accordance with PCI DSS standards. Learn more at stripe.com/privacy.
• Twilio — SMS/text messaging infrastructure. Phone numbers and message content related to text-back automations are transmitted through Twilio's network. Learn more at twilio.com/en-us/legal/privacy.

4.2 Legal Disclosures

We may disclose your information if required by law, legal process, or governmental authority, or if we believe disclosure is necessary to protect our rights, your safety, or the safety of others.

4.3 Business Transfers

In the event of a merger, acquisition, or sale of all or part of our business, personal information may be transferred as part of that transaction. We will notify you of any such change via email or prominent notice on our Site.

4.4 No Sale of Personal Data

We do not sell, rent, or trade your personal information to third parties for their own marketing or commercial purposes.

5. Data Retention

We retain personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, maintain our service relationship, and comply with applicable legal obligations. Specifically:

• Client account and contact data: Retained for the duration of the service agreement and for a minimum of three (3) years following termination, unless a longer retention period is required by law.
• Billing and transaction records: Retained for a minimum of seven (7) years in accordance with U.S. tax and accounting requirements.
• End-customer contact data (e.g., missed call leads): Retained within the client's GHL sub-account for the duration of the client relationship. Upon termination, clients may export their data before account deactivation.
• Website analytics and logs: Retained for up to twelve (12) months.

When data is no longer needed, we delete it or render it irreversibly anonymized.

6. Cookies and Tracking Technologies

Our Site may use cookies and similar technologies to enhance user experience and gather analytics. Cookies are small text files placed on your device that help us recognize your browser and remember certain preferences.

Types of cookies we may use:

• Strictly Necessary Cookies: Required for core Site functionality.
• Analytics Cookies: Used to understand how visitors interact with our Site (e.g., pages visited, session duration). We do not currently use third-party analytics platforms such as Google Analytics.

You may disable cookies through your browser settings. Note that disabling certain cookies may affect the functionality of our Site.

7. Your Privacy Rights

7.1 California Residents — CCPA Rights

If you are a California resident, you have the following rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA):

• Right to Know: You may request that we disclose the categories and specific pieces of personal information we have collected about you.
• Right to Delete: You may request deletion of personal information we hold about you, subject to certain exceptions.
• Right to Correct: You may request correction of inaccurate personal information.
• Right to Opt-Out of Sale/Sharing: We do not sell or share personal information for cross-context behavioral advertising.
• Right to Non-Discrimination: We will not discriminate against you for exercising any of your CCPA rights.

To submit a request, contact us at support@relviosystems.com. We will respond within 45 days.

7.2 EEA / UK Residents — GDPR Rights

If you are located in the EEA or UK, you have the following rights:

• Right of Access: Obtain a copy of the personal data we hold about you.
• Right to Rectification: Request correction of inaccurate or incomplete data.
• Right to Erasure: Request deletion of your personal data under certain circumstances.
• Right to Restriction of Processing: Request that we limit how we use your data.
• Right to Data Portability: Receive your data in a structured, machine-readable format.
• Right to Object: Object to processing based on legitimate interests.
• Right to Withdraw Consent: Where processing is based on consent, you may withdraw at any time.

To exercise these rights, email us at support@relviosystems.com. We will respond within 30 days. You also have the right to lodge a complaint with your local supervisory authority.

8. Data Security

We implement appropriate technical and organizational security measures to protect personal information from unauthorized access, disclosure, alteration, or destruction. These measures include:

• Access controls limiting data access to authorized personnel only
• Encrypted transmission of data via HTTPS/TLS protocols
• Use of reputable, SOC 2-compliant third-party platforms (GoHighLevel, Stripe, Twilio)
• Regular review of our data handling and storage practices

No method of electronic transmission or storage is 100% secure. While we strive to use commercially reasonable measures to protect your information, we cannot guarantee absolute security.

9. International Data Transfers

Relvio Systems is based in the United States. If you access our services from outside the United States, please be aware that your information may be transferred to and processed in the U.S., where data protection laws may differ from those in your country.

For transfers involving individuals in the EEA or UK, we ensure that appropriate safeguards are in place (such as Standard Contractual Clauses or reliance on adequacy decisions) to protect personal data in accordance with applicable data protection law.

10. Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from minors. If you believe we have inadvertently collected information from a minor, please contact us immediately at support@relviosystems.com and we will promptly delete such information.

11. AI and Automation Disclosure

Relvio Systems uses GoHighLevel's automation infrastructure to deliver services such as missed call text-back, lead nurture sequences, and automated messaging. These systems operate on predefined rules and workflows configured by us on behalf of our clients.

Our services do not use personal information to train machine learning or AI models. Automated messaging sent through our system (e.g., missed call text replies) does not involve real-time AI generation; messages are delivered based on pre-set templates.

If in the future we introduce AI-powered features that involve automated decision-making with significant effects on individuals, we will update this Privacy Policy and provide appropriate disclosures.

12. Third-Party Links

Our Site or communications may contain links to third-party websites. We are not responsible for the privacy practices or content of those sites. We encourage you to review the privacy policies of any third-party sites you visit.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or business operations. When we make material changes, we will update the "Effective Date" at the top of this document and, where appropriate, notify you by email or by prominent notice on our Site.

Your continued use of our Site or services after any changes constitutes your acceptance of the updated Privacy Policy.

14. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

• Relvio Systems — Oceanside, CA 92056
• Email: support@relviosystems.com
• Website: relviosystems.com