Privacy Policy

Servinity Systems (“Servinity,” “we,” “us”) operates servinitysystems.com and provides customer-acquisition strategy and related services. This policy describes what personal information we collect through this website and our sales process, how we use it, where it is stored, and the choices you have. For anything privacy-related, contact us at chat@servinitysystems.com.

Booking a call. When you book a strategy call we collect your name, email address, company name, website, business segment, the challenges you select, and your chosen meeting time. We use this to schedule and prepare for the call and to send you confirmation, reminder, and follow-up emails about your booking.

Pre-call survey and intake. Before a scheduled call we may invite you to complete a short survey — in writing, or by talking with our pre-call voice assistant — about your business, for example your goals, current tools, team size, timeline, and budget range. We use your answers to prepare for the call and to put together pricing and proposals. When intake is done by voice, the assistant tells you at the start that the call is recorded and transcribed to prepare your follow-up, and you can decline the recording at any time. If you decline, no call audio and no word-for-word transcript are kept; the team still keeps only its own brief notes — a summary in our own words, never a word-for-word record of what you said — so it can prepare for your call. If you would prefer no notes of any kind, you can complete the intake in the written survey instead: the voice call ends and we email you the survey link. When a recording is kept, the audio is held only briefly — long enough to check the notes are accurate — and then deleted. The details you share are saved to our intake to prepare your quote, and declining never affects the call or any quote you receive. The written survey saves your answers automatically as you go, so you can finish later. If you never submit it, that unfinished draft is deleted about seven days after your scheduled call. Submitted answers are kept with your other booking and customer records (see retention below).

Calls, recording, and transcription. Strategy and discovery calls may be recorded and transcribed — including with the help of automated (AI) transcription and a visible notetaking participant — to prepare your quote and follow-up materials. Details, including how to decline, are in the “Call recording and AI processing” section below.

Assessments. Our self-serve assessments run in your browser. If you choose to enter your email and basic company details (company name, website, revenue range, team size) to receive your results, we store those details and your assessment score in our customer-relationship system. The assessment also caches what you entered in your own browser’s local storage so a repeat visit can prefill the form; that cache stays on your device and you can clear it through your browser at any time.

Correspondence. If you email us, we keep the correspondence and use it to respond and to maintain our relationship with you.

We do not collect payment card details through this website, and we do not buy or sell personal information.

We are transparent about recording: the booking confirmation and the call page disclose that calls may be recorded and transcribed, and for calls that are recorded we confirm verbally at the start. A notetaking participant, where used, joins visibly under a clearly labeled name.

You can say no. If you decline recording — at booking or any time during the call — recording stops immediately, no call audio is kept, and no word-for-word transcript is kept; anything captured up to that point is purged. The team still keeps only its own brief notes, in our own words — a summary, never a word-for-word record of what you said — so it can prepare. If you would prefer no notes of any kind, the voice call can end and you can complete the intake in a written survey instead, which we email to you. Declining never affects the call itself or any quote you receive.

How AI is used. During a voice intake, the conversation is transcribed by a third-party speech-to-text service so the assistant can understand and respond, and the transcript is processed by an AI assistant to extract business details (such as goals, requirements, and budget) into our quoting system. We use paid, business-tier AI services whose terms prohibit using our customers’ data to train their models. Our voice assistant is itself an AI; if you would rather not have a conversation handled by AI, you can complete the intake in the written survey instead. AI output is used to assist a human — pricing and proposals are always reviewed and decided by a person, and no decision with legal or similarly significant effect about you is made solely by automated means.

We use the information described above to:

• schedule, prepare for, and conduct calls you book;
• send transactional email about your booking (confirmations, calendar invites, reminders, reschedule/cancel links);
• prepare quotes, proposals, and follow-up materials;
• maintain our records of prospects and clients;
• respond to your questions and requests; and
• comply with legal obligations.

We do not use your personal information for third-party advertising, and we do not send marketing email without your consent.

This site does not use third-party analytics, advertising trackers, or marketing cookies. The only browser storage we use ourselves is the assessment prefill cache described above. The embedded video-call experience on our call pages is provided by our videoconferencing partners (8x8/Jitsi and Google Meet), which may set cookies necessary to operate the call. Because we do not track visitors across other websites, we do not respond differently to browser “Do Not Track” signals — there is no tracking to disable.

We use a small set of service providers to run our systems. Each processes personal information only to provide its service to us:

• Supabase — our database, storing booking, survey, and customer records;
• Cloudflare — website hosting, application services, and object storage (call recordings and transcripts, where they exist, are stored in Cloudflare R2);
• Resend — delivery of transactional booking emails;
• Google — calendar scheduling, email, and Google Meet video calls;
• 8x8 (Jitsi as a Service) — white-labeled video calls hosted on our domain;
• AI providers — speech-to-text transcription (Google Gemini API) and transcript analysis (Anthropic Claude), under business terms that prohibit training on our data.

These providers operate infrastructure primarily in the United States. We do not sell or rent personal information to anyone, and we do not share it with third parties for their own marketing.

We keep personal information only as long as it serves the purposes above. In particular:

• booking attempts that are never confirmed are automatically cancelled within about an hour;
• recordings and transcripts deleted under the consent mechanics above are queued for deletion immediately and purged by a routine cleanup process;
• booking, survey, and customer records are retained while we have an active relationship or a legitimate business need, after which they are deleted.

You can request a copy, correction, or deletion of your personal information at any time by emailing chat@servinitysystems.com. We will respond to verified requests within 30 days. We may retain limited records where the law requires it.

Depending on where you live (including California and other US states with privacy laws, and the EEA/UK), you may have rights to access, correct, delete, or receive a copy of your personal information, to object to or restrict certain processing, and to withdraw consent at any time (for example, consent to recording — which you can do mid-call). Exercising these rights never changes the service or pricing you receive. To exercise any of them, email chat@servinitysystems.com. If you are unsatisfied with our response, you may also contact your local data-protection or consumer-protection authority.

Access to personal information is restricted to systems and people who need it. Our database enforces row-level access controls, links in our emails (such as cancel and reschedule links) are cryptographically signed, and call recordings and transcripts are held in private storage that is not publicly accessible.

Our website and services are directed at businesses and are not intended for children under 16. We do not knowingly collect personal information from children.

If we change this policy, we will post the updated version on this page with a new effective date. Material changes to how we handle call recordings or AI processing will also be reflected in the disclosures you see when booking a call.