Introduction
Aivanta Systems, LLC ("Aivanta Systems," "we," "us," or "our") respects your privacy. This Privacy Policy explains how we collect, use, disclose, and protect information when you visit our website at aivantasystems.com (the "Site"), engage our services, or otherwise communicate with us. By using the Site, you agree to the practices described in this policy.
Types of Personal Information We Collect
We collect information about you in a variety of ways depending on how you interact with us and our Site, including:
- Directly from you, such as when you fill out a contact form, book a consultation, subscribe to updates, apply for a job, or otherwise correspond with us by phone, email, or chat.
- Automatically, through the use of cookies, server logs, and similar technologies when you interact with our Site.
- From other sources, including third parties, business partners, or publicly available sources.
The following provides examples of the type of information we collect and the purposes for which we use it.
Contact & Consultation Requests▼
When you submit a contact form or request a consultation, we collect your name, email address, phone number, company name, job title, and the content of your message. We use this to respond to your inquiry and evaluate potential engagements.
Scheduling & Consultations▼
We use Calendly to schedule calls and consultations. When you book a meeting, Calendly collects your name, email address, and the scheduling details you provide. See Calendly's
Privacy Policy for more information.
Client Data▼
Where we are engaged to provide AI automation, cloud engineering, or related professional services, we may access, process, or store data on behalf of a client, including data the client shares with us to configure, test, or support a solution. This data is handled under the terms of our engagement and any applicable confidentiality or data processing agreement with that client.
Website Chatbot Interactions▼
If you interact with the chatbot on our Site, we collect the content of your messages and any contact details you provide during that conversation, in order to respond to your questions and follow up where appropriate.
Mailing List & Marketing Communications▼
If you subscribe to our updates or newsletter, we collect your name and email address to send you communications you've opted into. You may unsubscribe at any time using the link in any email.
Employment & Recruiting▼
If you apply for a position with us, we collect information such as your name, contact details, resume, work history, and any other information you choose to provide as part of your application.
Conferences & Events▼
If we meet at a conference, trade show, or industry event, we may collect the contact information you share with us, such as a business card or an event registration list, to follow up about our services.
Feedback & Support▼
If you contact us with feedback, a question, or a support request, we collect the information you provide in order to respond and improve our services.
Web Logs & Analytics▼
We use Google Analytics to automatically collect technical information when you visit our Site, including your IP address, browser type and version, device type, operating system, referring URLs, pages viewed, and time spent on pages. See Google's
Privacy Policy for more information.
Cookies & Similar Technologies▼
We use cookies and similar technologies to operate the Site, remember your preferences, analyze traffic, and improve our services. When you first visit the Site, our cookie banner lets you accept or decline non-essential cookies. Categories include:
- Strictly necessary — required for core Site functionality.
- Analytics — help us understand visitor behavior.
- Functional — remember choices such as your cookie consent preference.
You can also control cookies through your browser settings.
Vendors, Partners & Referrals▼
We may receive your contact information from a business partner, reseller, or referral source who believes you may be interested in our services.
Some of the personal information we collect is considered "sensitive personal information" under certain privacy laws.
Government Identifiers▼
We may collect tax identification numbers (such as an EIN or SSN) from contractors and vendors for payment and tax reporting purposes. We do not collect government identifiers from Site visitors.
Precise Geolocation▼
We do not collect precise (GPS-level) geolocation information. We may infer your general, city-level location from your IP address for analytics purposes.
Protected Characteristics▼
In connection with job applications, we may collect demographic information you voluntarily provide for equal employment opportunity reporting purposes, in accordance with applicable law.
Content of Communications▼
Messages you send us through contact forms, email, or our chatbot may contain personal information about you or others, which we use to respond to your inquiry.
Biometric Information▼
We do not knowingly collect biometric information through our Site or services.
Health-Related Information▼
We do not knowingly collect health information through our Site, except where an employee or applicant voluntarily provides it in connection with a benefits or accommodation request.
In addition to the personal information that we collect from you directly, we may also receive information about you from other sources, including third parties, business partners, or publicly available sources.
How We Use Your Information
- To respond to your inquiries and provide requested services
- To schedule and manage consultations and meetings
- To send relevant updates, marketing communications, or newsletters you have opted into
- To operate, maintain, secure, and improve our Site and service offerings
- To analyze usage trends and measure the effectiveness of our marketing
- To detect, investigate, and prevent fraudulent, unauthorized, or illegal activity
- To comply with applicable legal obligations and enforce our agreements
Where required by law (for example, under the GDPR), our legal bases for processing personal data include your consent, our legitimate business interests, performance of a contract, and compliance with legal obligations.
Data Sharing and Disclosure
We do not sell or rent your personal information. We may share your information with:
- Service providers who perform functions on our behalf, such as hosting, analytics, scheduling, email delivery, and customer relationship management, subject to confidentiality obligations
- Professional advisors such as legal, accounting, or insurance advisors, where necessary
- Regulators or law enforcement where required to comply with a legal obligation, protect our rights, or respond to lawful requests
- A successor entity in connection with a merger, acquisition, financing, or sale of assets
If you are an enterprise client and your organization requires a Data Processing Agreement (DPA) governing how we handle data on your behalf as part of a service engagement, contact us at contact@aivantasystems.com to arrange one; a DPA is a separate contractual document and is not incorporated into this Privacy Policy.
Data Retention
We retain personal information for as long as reasonably necessary to fulfill the purposes described in this policy. Retention periods vary by the type of information and the reason we collected it:
- Contact form and consultation inquiries — retained for up to 3 years from your last interaction, to support follow-up and relationship history, unless you request earlier deletion.
- Client engagement data — retained for the duration of the engagement plus any period required by our contract with the client, applicable law, or tax/accounting recordkeeping requirements (typically up to 7 years).
- Job applications — retained for up to 2 years after a hiring decision, in case of future openings, unless you ask us to delete it sooner.
- Mailing list / marketing subscribers — retained until you unsubscribe or opt out.
- Website analytics data — retained per our analytics provider's default retention settings (Google Analytics: 14 months from collection).
- Cookie consent preferences — retained in your browser until you clear your cookies or update your preference.
When information is no longer needed for these purposes, we take reasonable steps to delete or anonymize it.
Data Security
We implement reasonable technical and organizational measures designed to protect personal information from unauthorized access, disclosure, alteration, and destruction. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.
International Data Transfers
We are based in the United States and primarily serve clients in the United States. Information we collect may be processed and stored in the United States or other countries where our service providers operate. If you are located outside the United States, please be aware that your information will be transferred to and processed in the United States, which may have different data protection laws than your home jurisdiction. Where required, we take steps to ensure appropriate safeguards are in place for cross-border transfers of personal data. If you are contacting us from the European Economic Area, the UK, or Switzerland with a question about your data, email us at contact@aivantasystems.com and we will respond directly, as we do not currently maintain a dedicated local representative in those regions.
Your Privacy Rights
Depending on your location, you may have certain rights regarding your personal information, which may include the right to:
- Access the personal information we hold about you
- Request correction of inaccurate or incomplete information
- Request deletion of your personal information
- Object to or restrict certain processing of your information
- Request a copy of your information in a portable format
- Withdraw consent at any time where processing is based on consent
- Opt out of marketing communications by using the unsubscribe link in any email or contacting us directly
Residents of certain U.S. states (such as California, Colorado, Connecticut, Virginia, and Utah) and the European Economic Area, UK, and other jurisdictions may have additional rights under applicable law. To exercise any of these rights, contact us at contact@aivantasystems.com. We may need to verify your identity before fulfilling certain requests.
California "Do Not Sell or Share" & Opt-Out Rights
We do not sell personal information for money. Under the California Consumer Privacy Act (CCPA/CPRA), "sharing" also covers certain uses of analytics or advertising cookies for cross-context behavioral advertising. We currently use Google Analytics for website analytics; we do not use it to serve targeted advertising, and we do not knowingly share personal information with third parties for cross-context behavioral advertising. If you would still like to opt out of analytics cookies as a precaution, you can do so at any time via the "Decline" option in our cookie banner, through your browser's cookie settings, or by emailing contact@aivantasystems.com with the subject line "Do Not Sell or Share My Personal Information," and we will honor your request. We do not discriminate against you for exercising any privacy right described in this policy.
Children's Privacy
Our Site and services are intended for business audiences and are not directed to individuals under the age of 16. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us so we can delete it.
Third-Party Links
Our Site may contain links to third-party websites. We are not responsible for the privacy practices or content of those sites, and we encourage you to review their privacy policies before providing any personal information.
Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or for legal, operational, or regulatory reasons. We will update the "Last updated" date at the top of this page when we make changes. Material changes will be communicated through the Site or by other reasonable means.
Contact
For privacy-related questions or to exercise your privacy rights, contact us at contact@aivantasystems.com or by phone at (704) 323-6572. Our mailing address is Charlotte, NC, USA.