Privacy Policy

This policy explains how Aivon Systems OÜ (“Aivon”, “we”) handles personal data when you use www.aivonsystems.com. It is written for the EU General Data Protection Regulation (GDPR) and the Estonian Personal Data Protection Act.

We are the controller of the personal data described here.

Aivon Systems OÜ
Registry code 17477999
Karja tn 5
12918 Kuressaare linn
Saaremaa vald, Saare maakond
Estonia
info@aivonsystems.com

The registry code and registered office are taken from the Estonian e-Business Register (entered on 8 April 2026). Aivon is not VAT-registered.

Contact form. If you ask us to get in touch, we collect your name, email address, message, company name if you choose to give it, the fact that you agreed we may contact you about that enquiry, and the time you sent it. We use this only to reply. Sending the form does not add you to the newsletter.

Newsletter. If you subscribe, we collect your email address and the fact that you asked for occasional notes, including when you asked. The checkbox is unchecked until you tick it. The same signup is on the supplier follow-up email generator, where it is worded as templates and pilot updates. It joins the same list.

Supplier follow-up pilot. If you apply, we collect your name, work email, company, the number of active suppliers you enter, roughly how many purchase orders you send in a month, how you follow up today (spreadsheet, inbox, ERP, or other), the fact that you agreed we may contact you about the pilot, and the time you sent the form. We email that application to ourselves and send you a short confirmation. We use it only to decide whether we can offer a pilot spot and to reply. Applying does not add you to the newsletter, does not reserve a spot, and does not start paid work.

Follow-up email generator. The generator runs in your browser. The supplier name, purchase-order number, and dates you type are not sent to us and are not stored on our server. If you use the optional signup on that page, that is the newsletter described above.

Analytics. We use Vercel Web Analytics and Vercel Speed Insights. Web Analytics counts page views without cookies and without a profile that follows you across other sites or across days. Speed Insights records anonymous performance data, such as which page loaded and how quickly (Core Web Vitals), plus a coarse country, browser, and device type. Neither tool is used to identify you or to advertise to you.

Hosting logs. Vercel, our host, processes ordinary connection data such as IP address, browser type, and the page requested so the site can be delivered and protected from abuse. We do not use those logs to build a marketing profile.

• Contact form: to take the steps you asked for before a possible contract (GDPR Article 6(1)(b)), and because you ticked the consent box (Article 6(1)(a)).
• Newsletter: your consent (Article 6(1)(a)). You can withdraw it at any time.
• Supplier follow-up pilot: to take the steps you asked for before a possible pilot (Article 6(1)(b)), and because you ticked the consent box (Article 6(1)(a)). The confirmation email is part of that request.
• Analytics and speed measurements: our legitimate interest in understanding whether the site is used and whether it loads properly (Article 6(1)(f)). The data is aggregated and does not identify you, there are no analytics cookies, and we do not combine it with the contact form.
• Hosting and security logs: our legitimate interest in running a site that stays up and resists abuse (Article 6(1)(f)).

We do not sell personal data, and we do not share it with advertisers.

• Vercel hosts the website and provides Web Analytics and Speed Insights.
• Resend delivers the contact-form email and the pilot application to us, sends the short pilot confirmation to the applicant, and stores newsletter contacts in the segment we choose.
• Google Workspace holds the info@aivonsystems.com mailbox, which is where contact-form messages arrive so we can reply.

These companies act as processors for the purposes above. They may process data outside the European Economic Area, including in the United States. Where they do, we rely on the safeguards in their data-processing terms, such as the EU–US Data Privacy Framework where the provider is certified, and standard contractual clauses.

• Enquiries and pilot applications: for as long as we need to answer you, and then for up to 24 months, unless we start working together or the law requires a longer period. If a project goes ahead, we keep the correspondence for the life of that work and for any retention period Estonian accounting or contract law requires. We then delete the mailbox copy.
• Newsletter: until you unsubscribe or ask us to delete the address. Resend also keeps the contact until we remove it.
• Analytics and speed data: we do not download a separate copy. Retention follows Vercel's handling of those anonymized products.
• Hosting logs: for the period Vercel keeps them for security and operations.

Resend keeps a log of emails it sends, including contact-form messages, under its own retention. We do not use that log for anything other than delivery and troubleshooting.

You can ask us to:

• access the personal data we hold about you
• correct it
• delete it
• restrict how we use it, or object to processing based on legitimate interest
• receive data you provided, in a portable format, where that right applies
• withdraw consent at any time, including by unsubscribing from the newsletter or telling us not to email you about an enquiry

Withdrawing consent does not affect processing that happened before you withdrew it. Email info@aivonsystems.com. We may need to confirm it is you before we act.

Because the analytics tools do not identify you, we usually cannot find and delete one visit. You can block their scripts in your browser. If you object, email us and we will explain what we actually hold — typically nothing that names you.

You can also complain to the Estonian Data Protection Inspectorate (Andmekaitse Inspektsioon), Tatari 39, 10134 Tallinn, Estonia, aki.ee.

This site does not set marketing cookies or analytics cookies. Vercel Web Analytics and Speed Insights are designed to work without storing an identifier in your browser. If that changes, we will update this page before we rely on a new cookie.

The site is meant for people running a business. We do not knowingly collect personal data from children. If we learn that we have, we will delete it.

We will change the date at the top of this page when the policy changes. The version published here is the one that applies.

Questions about your data: info@aivonsystems.com
Aivon Systems OÜ, Karja tn 5, 12918 Kuressaare linn, Saaremaa vald, Saare maakond, Estonia.