Introduction
This Privacy Policy explains how VYRON SYSTEMS d.o.o. collects, uses, stores, and otherwise processes personal data when individuals:
- visit the Vyron Systems website;
- submit an enquiry;
- book a meeting;
- communicate with Vyron Systems;
- receive communications from Vyron Systems; or
- otherwise interact with Vyron Systems.
Personal data is processed in accordance with the EU General Data Protection Regulation (GDPR) and other applicable privacy and data-protection laws.
This Privacy Policy also explains how Vyron Systems may process personal data when providing services to clients.
Data Controller
For personal data collected through this website and for Vyron Systems’ own business activities, the data controller is:
VYRON SYSTEMS d.o.o.
- Registered address
- Ulica Marka Kovača 2, 40000 Mihovljan, Croatia
- OIB
- 00701382734
- MBS / court registration number
- 070226543
- [email protected]
- Phone
- +385 92 322 7232
Scope of This Policy
This Privacy Policy applies to personal data processed by Vyron Systems for its own purposes.
Vyron Systems may also process personal data on behalf of clients when providing services such as sales-system implementation, CRM workflows, AI systems, call handling, automation, lead processing, or related services.
In those situations, the client may act as the data controller and Vyron Systems may act as a data processor or service provider.
Where required, those responsibilities are defined through separate agreements, including Data Processing Agreements.
Personal Data We May Collect
Depending on how you interact with us, we may collect:
Website and technical information
- IP address;
- browser type;
- device information;
- operating system;
- technical logs;
- website usage information;
- cookie and similar technology information;
- advertising attribution identifiers and conversion events (Meta Pixel, OpenAI Ads measurement pixel), only after marketing-cookie consent.
Contact and enquiry information
- name;
- company name;
- job title;
- email address;
- phone number;
- message content;
- information you voluntarily provide.
Booking information
- first and last name;
- email address;
- phone number;
- selected meeting time;
- appointment details;
- optional information submitted during booking.
Communication information
- email communications;
- SMS communications;
- call information;
- call recordings where applicable;
- transcripts where applicable;
- notes relating to communications.
Business and CRM information
Where relevant to our services or business relationship, we may process:
- lead information;
- customer information;
- sales activity;
- appointment history;
- pipeline information;
- CRM records;
- communication history;
- business contact information.
How We Collect Personal Data
Personal data may be collected:
- directly from you;
- through website forms;
- through the booking calendar;
- through email or phone communications;
- through SMS or other messaging systems;
- through cookies and website technologies;
- through third-party platforms used by Vyron Systems;
- from clients where Vyron Systems processes data on their behalf;
- from other lawful business sources where permitted.
How We Use Personal Data
We may process personal data to:
- respond to enquiries;
- communicate with potential or existing clients;
- schedule meetings;
- send appointment confirmations and reminders;
- provide requested services;
- manage business relationships;
- operate CRM and communication systems;
- maintain website security;
- improve website performance;
- analyse business and sales processes;
- provide technical or customer support;
- comply with legal obligations;
- protect our legal rights;
- operate AI-assisted or automated systems where applicable.
Legal Bases for Processing
Under the GDPR, processing may be based on one or more of the following legal bases.
Contract and pre-contractual steps
Where processing is necessary to:
- respond to a request before entering a contract;
- arrange a meeting relating to potential cooperation;
- provide contracted services;
- manage a client relationship.
Legitimate interests
We may process personal data where necessary for legitimate business interests, provided those interests are not overridden by the rights and freedoms of the individual.
Examples may include:
- responding to business enquiries;
- maintaining website security;
- improving business processes;
- managing professional communications;
- protecting legal interests.
Consent
We may rely on consent where required, including for certain:
- SMS communications;
- cookies;
- analytics;
- call recording;
- marketing communications;
- other activities requiring consent under applicable law.
Where processing is based on consent, consent may be withdrawn at any time.
Legal obligations
We may process information where required to comply with applicable laws, regulations, accounting obligations, court orders, or other legal requirements.
Contact and Lead Forms
When you submit a form through the website, we may collect information including your:
- name;
- company;
- email address;
- phone number;
- message.
This information is used to respond to your enquiry and communicate regarding potential cooperation.
Where consent is required, consent options should be presented separately and should not be pre-selected.
Website form submissions may be stored in the customer-management and communication platforms used by Vyron Systems.
Appointment Scheduling
Appointments may be scheduled through an embedded third-party booking system.
Information submitted during booking may include:
- name;
- email;
- phone number;
- selected meeting time;
- appointment details;
- optional information you provide.
Booking information is used to schedule the requested meeting, communicate about the appointment, and manage related business communications.
SMS Communications and Consent
Providing a phone number does not automatically constitute consent to receive optional SMS communications where consent is legally required.
Where SMS consent is requested, it is collected separately through an optional consent mechanism.
Consent to receive optional SMS communications is not a condition of purchasing services or submitting an enquiry unless expressly stated otherwise.
SMS messages may include:
- appointment confirmations;
- appointment reminders;
- scheduling updates;
- rescheduling information;
- communications relating to an enquiry or appointment.
Message frequency may vary.
Message and data rates may apply.
You may opt out of SMS communications by replying STOP.
Where supported, you may request assistance by replying HELP.
You may also contact Vyron Systems using the contact information provided in this Privacy Policy.
SMS opt-in information will not be sold, rented, or shared with third parties for their independent marketing or promotional purposes.
Service providers involved in delivering communications may process phone numbers, message content, and related information where necessary to provide those services.
Calls, AI Voice Agents, Recording and Transcription
Vyron Systems may use or provide systems involving:
- telephone calls;
- AI voice agents;
- automated communication;
- call recording;
- transcription;
- call analysis;
- conversation analysis;
- sales or customer-service quality review.
Not every call is necessarily recorded or transcribed.
Where recording, transcription, automated calling, or other processing requires notice or consent under applicable law, appropriate notice or consent should be obtained.
The legal requirements for calling, recording, transcription, and automated communication may differ depending on the relevant country, state, or jurisdiction.
Call recordings, transcripts, and related information may be processed for purposes including:
- documentation;
- quality assurance;
- improving communication;
- sales-process analysis;
- training;
- follow-up;
- providing contracted services;
- operating AI-assisted systems.
Artificial Intelligence and Automated Systems
Vyron Systems may use or implement artificial intelligence and automated systems.
These may include:
- AI voice agents;
- automated lead-response systems;
- AI-assisted communication;
- transcription systems;
- call-analysis tools;
- workflow automation;
- AI-assisted sales systems;
- integrations with third-party AI providers.
Personal data processed through such systems may include information submitted by individuals, communication content, call transcripts, lead information, and other information necessary for the relevant service.
Artificial intelligence systems may produce inaccurate, incomplete, or unexpected outputs.
Where appropriate, important decisions should remain subject to human review.
Vyron Systems does not use the existence of AI processing as a basis to remove any privacy rights available under applicable law.
CRM and Sales Communications
Vyron Systems may use CRM and communication platforms to:
- manage enquiries;
- store contact information;
- track appointments;
- manage client relationships;
- record communication history;
- manage follow-up;
- provide requested services.
Where permitted by law, business contact information may also be used for legitimate business communications.
Marketing communications will be handled in accordance with applicable consent and opt-out requirements.
Client Data Processing
When providing services to clients, Vyron Systems may process personal data relating to a client’s:
- leads;
- prospects;
- customers;
- employees;
- contractors;
- business contacts.
Examples may include data processed through:
- CRM systems;
- AI voice agents;
- sales workflows;
- appointment systems;
- automated follow-up;
- call analysis;
- transcription;
- reporting systems.
In these circumstances, Vyron Systems may act as a data processor or service provider acting on the instructions of the client.
The client remains the controller where applicable and determines the purposes and essential means of processing.
Where required, data processing responsibilities are governed by a Data Processing Agreement.
Third-Party Service Providers
Vyron Systems may use third-party providers to operate the website and provide services.
These may include providers of:
- website hosting;
- CRM systems;
- booking and scheduling;
- telecommunications;
- email;
- SMS;
- artificial intelligence;
- cloud infrastructure;
- analytics;
- payments;
- integrations;
- security services.
Current or potential providers may include platforms such as:
- GoHighLevel / LeadConnector;
- Google Workspace;
- Meta Platforms (Meta Pixel: advertising measurement, after marketing-cookie consent);
- OpenAI (OpenAI Ads measurement pixel: advertising measurement for ChatGPT advertising, after marketing-cookie consent);
- artificial-intelligence providers;
- telecommunications providers.
The exact providers used may change as the business and its systems evolve.
Third-party providers process data according to their respective roles, agreements, and privacy obligations.
International Data Transfers
Some service providers, including GoHighLevel / LeadConnector, Google, Meta Platforms, and OpenAI, may process personal data outside the European Economic Area, in particular in the United States.
Where required by applicable law, international transfers may rely on safeguards such as:
- adequacy decisions;
- Standard Contractual Clauses;
- Data Processing Agreements;
- other legally recognized transfer mechanisms.
Cookies and Analytics
This website may use cookies and similar technologies for purposes including:
- essential website functionality;
- security;
- forms and booking;
- preferences;
- analytics;
- performance measurement;
- advertising measurement, conversion tracking, and attribution (Meta Pixel, OpenAI Ads measurement pixel).
Non-essential cookies are used in accordance with applicable consent requirements.
The Meta Pixel and the OpenAI Ads measurement pixel are marketing technologies. They are activated only after you agree to marketing cookies in the cookie box, and you can switch them off again at any time through the Cookie settings link in the website footer.
The specific cookies and technologies currently used are described in the Cookie Policy.
If additional analytics, advertising, or tracking technologies are introduced, the relevant privacy and cookie disclosures should be updated where required.
Data Retention
Personal data is retained only for as long as reasonably necessary for the purpose for which it was collected, taking into account:
- the nature of the data;
- the purpose of processing;
- the duration of the business relationship;
- contractual obligations;
- legal requirements;
- dispute-resolution needs;
- security considerations.
Where specific retention periods are required by law or contract, those periods apply.
Data processed on behalf of clients may be retained according to the applicable client agreement, Data Processing Agreement, or client instructions.
Data Security
Vyron Systems uses reasonable technical and organizational measures designed to protect personal data.
Measures may include:
- access controls;
- account protection;
- secure hosting;
- appropriate authentication;
- restricted access;
- technical security measures;
- organizational safeguards.
No method of electronic transmission or storage can be guaranteed to be completely secure.
Your GDPR Rights
Where the GDPR applies, you may have the right to:
- access your personal data;
- request correction of inaccurate information;
- request deletion;
- restrict processing;
- object to processing;
- receive data portability where applicable;
- withdraw consent at any time where processing is based on consent;
- lodge a complaint with a competent supervisory authority.
These rights may be subject to legal limitations depending on the circumstances.
US and Other International Privacy Rights
Individuals outside the European Union may have additional rights under applicable national, state, or local privacy laws.
Where those laws apply to Vyron Systems, requests will be handled in accordance with the relevant legal requirements.
Vyron Systems does not sell personal data in the ordinary meaning of selling information for monetary payment.
Exercising Your Rights
To exercise applicable privacy rights, contact [email protected].
We may need to verify your identity before fulfilling certain requests.
Requests will be handled within the timeframes required by applicable law.
Complaints
If you believe your personal data has been processed unlawfully, you have the right to lodge a complaint with a competent data-protection authority.
In Croatia, the supervisory authority is the Croatian Personal Data Protection Agency (AZOP).
Individuals in other EU or EEA countries may also contact the competent supervisory authority in their country.
Children
The Vyron Systems website and services are intended for business use and are not directed at children.
Vyron Systems does not knowingly seek to collect personal data from children through this website.
Changes to This Privacy Policy
This Privacy Policy may be updated from time to time, including when:
- services change;
- providers change;
- technology changes;
- data-processing activities change;
- legal requirements change.
The latest version will be published on this page together with the date of the most recent update.
Contact Information
VYRON SYSTEMS d.o.o.
- Registered address
- Ulica Marka Kovača 2, 40000 Mihovljan, Croatia
- OIB
- 00701382734
- [email protected]
- Phone
- +385 92 322 7232