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Privacy Policy

Privacy Policy

1. Data Controller

Julien Momm L.L.C.
Managing Director: Julien Momm
701 Tillery Street Unit 12, 1405
Austin, TX 78702, Travis
United States

Delivery address in the EU:
Winterhuder Weg 29, 7th Floor
22085 Hamburg
Germany

Phone: +49 176 82359304
Email: info@vertriebspilot.ai

2. EU Representative (Art. 27 GDPR)

As our company is based outside the European Union, we have appointed the following EU representative pursuant to Art. 27 GDPR:

Prighter Group GmbH
Schellinggasse 3/10
1010 Wien, Österreich
Kontaktseite: https://app.prighter.com/portal/privacyvertriebspilot

This representative serves as the point of contact for supervisory authorities and data subjects in the EU regarding all data processing matters.

3. Overview of Data Processing

This Privacy Policy informs you about the type, scope, and purpose of the processing of personal data in connection with our online offering and the associated websites, functions, and content. Our company uses AI-powered systems (Voice Agents, WhatsApp Agents, chat assistants) for customer communication. Below we transparently inform you about all relevant processing operations.

4. Hosting and Server Log Files

When visiting our website, so-called server log files are automatically collected by the web server. These contain:

  • IP address of the requesting computer
  • Date and time of access
  • Name and URL of the retrieved file
  • Amount of data transferred
  • Notification of successful retrieval
  • Browser type and browser version
  • Operating system of the user
  • Referrer URL (zuvor besuchte Seite)

Processing is based on Art. 6(1)(f) GDPR (legitimate interest in ensuring error-free operation). The log files are automatically deleted after 14 days.

5. Contact and Forms

When contacting us via a form on our website, the submitted data (name, email address, phone number if applicable, company, content of the message) is processed.

Rechtsgrundlage ist Art. 6(1)(b) GDPR (vorvertragliche Maßnahmen) und Art. 6(1)(a) GDPR (Einwilligung in die telefonische und/oder WhatsApp-Kontaktaufnahme).

As part of the form submission, you are asked for your explicit consent to be contacted by telephone and/or WhatsApp — including through the use of AI-powered systems.

We collect personal data via Facebook Lead Ads forms (provider: Meta Platforms Ireland Ltd., 4 Grand Canal Square, Grand Canal Harbour, Dublin 2, Ireland). The data you enter into the form (name, email address, phone number) is automatically transferred to our CRM system.

In the Facebook form, you are asked for your explicit consent to be contacted by telephone and/or WhatsApp — including through the use of AI-powered systems. Legal basis: Art. 6(1)(a) GDPR (your consent).

6. AI-Powered Communication (Voice Agents, WhatsApp Agents, Chat Assistant)

We use AI-powered voice assistants (Voice Agents), chat systems (WhatsApp Agents), and an AI chat assistant for customer communication. Below we inform you about the associated data processing:

a) AI Voice Agent (Phone Calls)

If you have given your consent to be contacted by telephone via a form on our website or via Facebook Lead Ads, you will receive an automated call from our AI-powered Voice Agent.

The following data is processed:

  • Your phone number
  • Date, time, and duration of the call
  • Conversation content (if the conversation is recorded or transcribed with your consent)
  • Your responses and information during the conversation

The Voice Agent identifies itself at the beginning of the conversation as an AI system (pursuant to Art. 50 of the EU AI Act). 50 der EU-KI-Verordnung). If the conversation is to be recorded or transcribed, you will be informed at the beginning of the conversation and asked for your consent. Die Datenverarbeitung erfolgt vollständig in Deutschland.

Rechtsgrundlage: Art. 6(1)(a) GDPR (your consent, which you gave via the contact form or Facebook Lead Ads form. Facebook-Formular erteilt haben).

b) WhatsApp Agent

If you have given your consent, we will also contact you via WhatsApp using AI-powered messages.

The following data is processed:

  • Ihre Telefonnummer / WhatsApp-Kennung
  • Nachrichteninhalte
  • Zeitstempel der Kommunikation
  • Zustellstatus (gesendet, zugestellt, gelesen)

WhatsApp communication is carried out via the WhatsApp Business API (provider: 360dialog GmbH, Berlin, Germany, as technical service provider; Meta Platforms Ireland Ltd. as platform operator). als Plattformbetreiber). Es gelten zusätzlich die Datenschutzbestimmungen von Meta/WhatsApp.

Rechtsgrundlage: Art. 6(1)(a) GDPR (your consent).

c) KI-Chat-Assistent

We use an AI-powered chat assistant that communicates with you via WhatsApp. The assistant uses artificial intelligence to answer your questions and for pre-qualification.

We document your consents to data processing and AI communication with a timestamp in our CRM system. This documentation serves as proof of the consent given pursuant to Art. 7(1) GDPR.

e) Withdrawal of Your Consent

You can withdraw your consent to telephone and/or WhatsApp contact at any time:

  • By email to info@vertriebspilot.ai
  • By notification during a call (e.g. “Please do not call me again”)
  • By WhatsApp message with the word “STOP”

Nach Widerruf werden keine weiteren automatisierten Kontaktaufnahmen made. Your withdrawal will be documented with a timestamp in our system. Previously processed data will remain stored until the expiry of statutory retention periods, unless you explicitly request deletion.

7. Appointment Scheduling

For online appointment scheduling, we use Cal.com (Cal.com, Inc.). When booking an appointment, the following data is transmitted:

  • Ihr Name
  • Ihre E-Mail-Adresse
  • Ihre Telefonnummer
  • Der gewünschte Termin

Processing is based on Art. 6(1)(b) GDPR (contract initiation). The appointment confirmation is sent by email with a video conference link.

8. Services and Contract Fulfillment

Wir verarbeiten personal data of our clients to provide our services in the area of AI-powered sales automation, in particular:

  • Provision of digital consulting services
  • Lead generation and customer communication
  • CRM integration and automation
  • Optimization of sales processes

The legal basis is Art. 6(1)(b) GDPR (contract fulfillment).

9. Use of Third-Party Providers and Tools

We use the following tools and services:

HubSpot (HubSpot, Inc., USA): CRM and marketing automation for lead nurturing and contact management. HubSpot processes your contact data, communication history, and qualification information.

Anthropic (Claude API) (Anthropic, Inc., USA): For AI-powered communication via chat and text processing. Your message content is transmitted to Anthropic for processing. Anthropic does not permanently store personal data from API requests and does not use it for training AI models.

Fonio (Fonio GmbH, Germany): Provision of Voice Agent technology for automated telephone contact. Data processing takes place in Germany.

360dialog (360dialog GmbH, Berlin, Germany): Technical service provider for the WhatsApp Business API. Data processing takes place in Germany.

Cal.com (Cal.com, Inc.): Online-Appointment scheduling and calendar management.

n8n (n8n GmbH, Berlin, Germany): Workflow automation for orchestrating communication processes. Data processing takes place on EU servers.

Google Analytics / Google Tag Manager (Google Ireland Ltd.): Analysis of visitor behavior. IP anonymization is enabled.

Stripe (Stripe, Inc., USA) / PayPal (PayPal (Europe) S.à r.l.): Zahlungsabwicklung bei kostenpflichtigen Dienstleistungen.

Insofar as these providers process data in the USA, the transfer is based on an adequacy decision of the EU Commission (EU-U.S. Data Privacy Framework), provided the respective provider is certified accordingly, or on the basis of EU Standard Contractual Clauses (Art. 46(2)(c) GDPR).

10. Facebook Conversions API and Advertising

To optimize our advertising campaigns, we transmit pseudonymized conversion data via the Facebook Conversions API (server-side) to Meta Platforms Ireland Ltd. The following data is transmitted:

  • Gehashte (verschlüsselte) E-Mail-Adresse
  • Gehashte (verschlüsselte) Telefonnummer
  • Time and type of conversion (e.g. contact initiation, appointment booking)
  • Facebook Click-ID (sofern vorhanden)

Meta uses this data exclusively for optimizing ad delivery and matching with Facebook user profiles. The data is hashed before transmission so Meta does not receive plain text access to your data.

Our system uses AI technology for contact initiation and lead qualification. An automated pre-qualification of your information takes place: your budget, needs, and timeframe are evaluated to determine whether you qualify as a prospect for our services. for a personal consultation. A purely automated rejection does not take place — every prospect has the opportunity for personal contact. You have the right to request a review of the automated assessment by a human.

This website uses cookies. Technically necessary cookies are set on the basis of Art. 6(1)(f) GDPR. Analytics and marketing cookies are only set with your explicit consent (Art. 6(1)(a) GDPR). On your first visit, you will be asked for consent via a cookie banner. You can withdraw your consent at any time with effect for the future.

13. Data Subject Rights

You have the right at any time to:

  • Access to your stored data (Art. 15 GDPR)
  • Rectification of inaccurate data (Art. 16 GDPR)
  • Erasure of your data (Art. 17 GDPR) — see also Section 15
  • Restriction of processing (Art. 18 GDPR)
  • Data portability (Art. 20 GDPR)
  • Object to processing (Art. 21 GDPR)
  • Withdraw consent (Art. 7(3) GDPR)

Anfragen richten Sie bitte an: info@vertriebspilot.ai oder an unseren EU-Vertreter Prighter Group GmbH (siehe Abschnitt 2).

14. Data Transfer to Third Countries

As our company is based in the USA, data is generally also processed in the USA. The following third-party providers process data outside the EU:

  • HubSpot, Inc. (USA) — CRM-Daten
  • Anthropic, Inc. (USA) — KI-Kommunikationsinhalte
  • Meta Platforms, Inc. (USA) — Conversion-Daten (gehasht)
  • Cal.com, Inc. — Terminbuchungsdaten

Insofar as personal data of persons in the EU is processed, we ensure that appropriate safeguards pursuant to Art. 46 GDPR are in place (EU Standard Contractual Clauses) or an adequacy decision of the EU Commission exists (EU-U.S. Data Privacy Framework).

Folgende Anbieter verarbeiten Daten ausschließlich in Deutschland/EU:

  • Fonio GmbH (Deutschland) — Voice-Agent
  • 360dialog GmbH (Deutschland) — WhatsApp API
  • n8n GmbH (Deutschland) — Workflow-Automatisierung

15. Right to Erasure and Data Deletion Process

You have the right to request the deletion of your personal data (Art. 17 GDPR). Upon a deletion request, the following measures will be taken:

  • Anonymisierung Ihrer Kontaktdaten in unserem CRM-System (Name, E-Mail, Telefonnummer)
  • Löschung aller Gesprächsverläufe und Notizen
  • Documentation of deletion with timestamp
  • Sofortige Einstellung aller automatisierten Kontaktaufnahmen

Richten Sie Ihren Löschungsantrag bitte an info@vertriebspilot.ai stating your name and your phone number/email address. We will process your request within 30 days.

16. Retention and Deletion Periods

Personal data is only stored for as long as is necessary for the respective processing purpose, you do not object to processing, or statutory retention obligations exist. Im Einzelnen:

  • Contact data in CRM: As long as a legitimate interest in business initiation exists or until you object to processing
  • Conversation transcripts and chat histories: As long as a legitimate interest exists or until you object to processing
  • Call recordings (audio): Maximum 180 days, then automatic deletion
  • Conversion data (Facebook CAPI): 90 days (managed by Meta)
  • Booking data (appointments): As long as a legitimate interest exists or until you object to processing
  • Server log files: 14 days
  • Contract data and invoices: 10 years (statutory retention obligation pursuant to §257 HGB, §147 AO)

In the event of an objection to data processing, your data will be deleted or anonymized without delay (see Section 15), provided there are no statutory retention obligations to the contrary. Call recordings are automatically deleted after the 180-day period expires.

17. SSL/TLS Encryption

For security reasons, this website uses SSL or TLS encryption. You can recognize an encrypted connection by the lock symbol in the browser bar and the “https://” protocol.

You have the right to lodge a complaint with a data protection supervisory authority. Competent supervisory authority:

The Hamburg Commissioner for Data Protection and Freedom of Information
Ludwig-Erhard-Str. 22, 7th floor
20459 Hamburg
https://datenschutz-hamburg.de

19. Aktualität

Last updated: 17.03.2026 (updated)

We reserve the right to amend this Privacy Policy to ensure it always complies with current legal requirements.

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