Privacy Policy

1. Who we are

Mavlo Ltd, trading as The Systems Firm. Registered in England and Wales, company number 17324588. Registered address: 4 Jesmond Vale Terrace, NE6 5JT. Email: ethan@thesystemsfirm.com. Phone: +1 (412) 301 9180.

Mavlo Ltd decides how the information described in this policy is used and is the controller.

2. What we collect

• Contact details: your name, business name, email address and phone number.
• Booking details: the time you book and anything you add to the booking, collected through our Cal.com calendar.
• SMS choices: whether you opted in to texts, the wording you agreed to and the date and source of that choice. Providing a number without opting in is not SMS consent.
• What you tell us: messages, call notes and details about your business, such as what you offer and the area you serve.
• Visibility checks: the questions we ask AI platforms about your business and the answers they give. These are about the business, not about you personally, but they may include a name where the business trades under one.
• Client records: if you become a client, your agreement, invoices and payment records.
• Technical data: IP address, browser and device details in our hosting provider's logs, and the cookies described in section 7.

3. Why we use it, and our legal basis

Under UK data protection law (the UK GDPR), we need a legal basis for each use:

• To reply to you and hold the call you booked. Legal basis: steps you've asked us to take before a contract, and our legitimate interest in responding to business inquiries.
• To provide our service and manage your account if you become a client. Legal basis: contract.
• To keep financial records and meet tax and legal obligations. Legal basis: legal obligation.
• To keep the website secure and working. Legal basis: legitimate interests.
• To follow up about your inquiry and appointments by email or phone where permitted. Legal basis: steps you ask us to take before a contract or our legitimate interest in responding to inquiries, subject to applicable marketing rules.
• To send inquiry and appointment texts only if you separately opt in (section 6). Legal basis: consent. You can withdraw consent at any time without affecting the lawfulness of earlier processing.

4. How long we keep it

• Website inquiries and booking details: 24 months after our last contact with you.
• Client agreements, invoices and payment records: up to 6 years after our agreement ends to meet record keeping obligations.
• SMS consent and opt out records: for as long as needed to show consent and to make sure we don't text you again after you opt out.

5. Who we share it with

• The service providers listed in section 8, who act on our instructions and not for their own marketing.
• Professional advisers, such as accountants and lawyers, where needed.
• Authorities, if the law requires it.

We do not sell personal information.

6. Text messages (SMS)

Program name: The Systems Firm. Program description: optional inquiry follow up, appointment booking, confirmations and reminders for people who inquire or book a call with us.

• Business prospects and clients: people who inquire or book a call with The Systems Firm and separately opt in to texts. Our program covers inquiry follow up, appointment booking, confirmations and reminders. Giving us your phone number or booking a call does not itself give SMS consent.
• Consent is specific to The Systems Firm and the stated purpose. We do not text people on behalf of other businesses, and we do not use purchased or imported lists as permission to text.

We honor STOP and other reasonable requests to stop, and we do not restart texts without a fresh opt in.

• Message frequency varies.
• Message and data rates may apply.
• Reply STOP to opt out at any time. Reply HELP for help.
• Consent is not a condition of purchase.
• You must be 18 or older to opt in to text messages.
• Carriers are not liable for delayed or undelivered messages.
• For support, email ethan@thesystemsfirm.com or call +1 (412) 301 9180.
• No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt in data and consent will not be shared with any third parties.

7. Cookies and tracking

This website doesn't use analytics or advertising cookies.

• Our hosting provider may use security or functional cookies needed to deliver the website.
• The booking calendar opens on Cal.com, which may use the cookies needed to take a booking. See cal.com/privacy

If we add analytics or advertising tracking to this website, we'll update this policy and ask UK and EU visitors for consent first where required.

8. Service providers

We use these providers to run our website and service:

• OpenAI (Sites) and Cloudflare, which host and secure this website.
• Cal.com, which provides our booking calendar.
• Google Workspace, our business email and calendar.
• HighLevel (GoHighLevel), our CRM, which stores inquiries and client contact details and handles email follow up and messaging. Texts are sent only to people who have opted in.
• OpenAI, Anthropic, Google, xAI, Perplexity and Microsoft, whose AI platforms we query to see how a business is described and recommended. We give them business names, locations and public information about a business, not personal information about that business's customers.
• Stripe and Revolut Business, which process payments from our clients.

9. International transfers

We're based in the UK. Several of our providers are based in the US, so your information may be processed in the UK and the US.

Where UK or EU personal data is transferred to a country without an adequacy decision, we rely on appropriate safeguards, such as an approved transfer agreement.

10. Your rights if you live in the UK or EU

You have the right to access, correct or delete your information, to restrict or object to how we use it, to data portability, and to withdraw consent at any time where we rely on it.

To make a request, email ethan@thesystemsfirm.com. We'll reply within one month.

You can also complain to the Information Commissioner's Office (ICO): ico.org.uk or 0303 123 1113.

11. Your rights if you live in the US

Depending on the state you live in, you may have the right to:

• know what personal information we hold about you, and get a copy;
• have it corrected;
• have it deleted; and
• opt out of the sale or sharing of your personal information, and of targeted advertising.

We do not sell personal information or share it for targeted advertising. SMS opt in data is not sold or used for third party promotional purposes.

To make a request, email ethan@thesystemsfirm.com. We'll confirm your identity before acting, and you can use an authorized agent.

We won't treat you differently for using these rights.

12. Security

We use access controls and reputable providers to protect your information. No system is completely secure, so we can't guarantee it.

13. Children

Our website and services are not directed at anyone under 18, and we don't knowingly collect their information.

14. Changes to this policy

We'll post any updates here and change the effective date at the top.

15. Contact

Email ethan@thesystemsfirm.com, call or text +1 (412) 301 9180, or write to 4 Jesmond Vale Terrace, NE6 5JT.