Privacy Policy

1. Information We Collect

We may collect the following information when you interact with us:

• Contact information - your name, email address, mobile phone number, and business name.
• Information you submit - details you provide through forms, booking requests, surveys, chat widgets, or when you contact us.
• SMS consent records - documentation of how and when you opted in to receive text messages from us.
• Messaging interaction data - records of messages sent and received, and responses such as STOP or HELP keywords.
• Website usage data - information collected automatically through cookies and similar technologies, such as your IP address, browser type, pages visited, and how you arrived at our site.
• Billing and subscription information - your plan, billing history and payment records. Card details are collected and stored directly by our payment processor, Stripe, and are never stored on our systems.
• Agreement records - a record of your acceptance of our Terms of Service, including the date, time and IP address of acceptance, retained for billing and dispute resolution purposes.

2. How We Collect Phone Numbers and SMS Consent

We collect your mobile phone number and consent to receive text messages only when you provide them directly - for example, by submitting a form on our website, requesting a call or consultation, or otherwise opting in to our messaging program.

Providing your phone number and agreeing to receive text messages is always optional and is never required as a condition of submitting a form or receiving our services. Consent to receive marketing text messages is collected separately and is never pre-checked or assumed.

3. How We Use Your Information

We use the information we collect to:

• Respond to your inquiries and requests.
• Provide the services you have requested.
• Send appointment reminders, confirmations, updates, and service-related notifications.
• Send promotional or marketing messages - only if you have separately opted in to receive them.
• Manage your communication and opt-out preferences.
• Improve our website, services, and customer support.
• Comply with legal obligations.

4. SMS / Text Messaging Program

This section governs our A2P (application-to-person) text messaging program.

Consent: By providing your mobile phone number and opting in, you agree to receive text messages from Aztec Innovations, LLC related to the purpose for which you opted in (such as appointment reminders, service updates, customer care, or - where separately authorized - marketing).

Message frequency: Message frequency varies based on your interactions with us.

Cost: Message and data rates may apply, depending on your mobile carrier and plan.

Opt-out: You can opt out of receiving text messages at any time by replying STOP to any message. After you reply STOP, you will receive a confirmation message and will not receive any further texts unless you opt in again.

Help: For help, reply HELP to any message, or contact us at info@aztecsystems.io or +1 (972) 426 2371.

Carrier disclaimer: Carriers are not liable for delayed or undelivered messages.

5. How We Share Your Information - SMS Data

No mobile information - including phone numbers and SMS opt-in or consent data - will be shared with third parties or affiliates for marketing or promotional purposes.

We may share mobile information only with subcontractors or service providers who support our operations - such as customer service, messaging delivery, or technical platform providers - and only as necessary to deliver the messaging services you requested. These providers are bound by confidentiality and are not permitted to use your information for their own marketing.

Text messaging originator opt-in data and consent are not shared with any third parties for their marketing purposes under any circumstances.

6. How We Share Other Information

Aside from the SMS data described above, we may share information:

• With service providers who help us operate our business (e.g. hosting, CRM, analytics, payment processing), under confidentiality obligations.
• When required by law, subpoena, or other legal process.
• To protect the rights, safety, or property of Aztec Innovations, LLC, our customers, or others.
• In connection with a business transfer, such as a merger or acquisition.

We do not sell your personal information.

7. Cookies and Tracking

Our website uses cookies and similar technologies to operate the site, remember your preferences, and understand how visitors use our site. You can control cookies through your browser settings. Disabling cookies may affect some site functionality.

8. Data Security

We use reasonable administrative, technical, and physical safeguards to protect your personal information against unauthorized access, loss, or misuse. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

9. Data Retention

We retain your personal information, including SMS consent records, for as long as necessary to provide our services, comply with legal obligations, resolve disputes, and enforce our agreements.

International Transfers

Aztec Innovations, LLC is registered in the United States and our team and service providers operate from multiple countries, including South Africa. Where we handle personal data of individuals in the United Kingdom or European Economic Area, that data may be transferred outside those regions. We use appropriate safeguards, including standard contractual clauses with our service providers, and take reasonable steps to ensure it receives an equivalent level of protection.

Client Business Data

Where we operate a CRM, website or messaging system on your behalf, that system will hold personal data about your customers and enquirers. For that data you are the controller and we act as a processor on your instructions. We process it only to deliver the services you have engaged us for, we do not use it for our own purposes, and we do not sell or share it. You are responsible for the lawful basis on which you collected it.

10. Your Rights

Depending on your location, you may have the right to:

• Access the personal information we hold about you.
• Request correction or deletion of your information.
• Withdraw consent for communications at any time.
• Opt out of marketing communications.

If you are located in the United Kingdom or European Economic Area, you may also have the right to object to processing, to request restriction of processing, to data portability, and to lodge a complaint with your local supervisory authority. Where we rely on consent, you may withdraw it at any time. Where we process data to deliver services you have contracted for, our lawful basis is performance of a contract; where we process data to operate and improve our business, our lawful basis is legitimate interests.

To exercise any of these rights, contact us at info@aztecsystems.io.

11. Children’s Privacy

Our services are not directed to individuals under 18, and we do not knowingly collect personal information from children.

12. Changes to This Policy

We may update this Privacy Policy from time to time. The “Effective Date” at the top reflects the most recent revision. Continued use of our services after changes constitutes acceptance of the updated policy.

13. Contact Us

If you have questions about this Privacy Policy or how we handle your information, contact us: