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Privacy Policy

Version: October 2026. Courtesy translation; the German version at signwire-media.com/datenschutz is legally authoritative.

Controller

The controller within the meaning of the General Data Protection Regulation (GDPR) and other data-protection laws is:

Signwire Media
Owner: Volker Burhoff
Am Lindenkreuz 43
50259 Pulheim
Germany
Phone: +49 1512 0177214
E-mail: info@signwire-media.com

Overview: data processing on this website

This website deliberately uses no tracking, no advertising cookies and no embedded third-party services. Fonts are served from this website itself; simply visiting the site sends no data to Google, Meta or any other advertising or analytics provider. Only our hosting provider processes technical access data (see “Hosting and server log files”). We process personal data only when you actively give it to us, for example by e-mail, by phone or when booking a call.

Hosting and server log files

This website is hosted by Vercel Inc., 440 N Barranca Ave #4133, Covina, CA 91723, USA. When you access the site, the hosting provider automatically collects information your browser transmits and stores it in server log files:

  • IP address
  • date and time of the request
  • page or file requested
  • browser type and version, operating system
  • referrer URL (the page you visited before)

This data is not combined with other data sources. The legal basis is Article 6(1)(f) GDPR; our legitimate interest is the technically correct, stable and secure delivery of this website (for example defending against attacks). Log files are stored by the hosting provider only briefly and deleted automatically unless a security incident requires longer retention. The transfer to the USA relies on the EU-US Data Privacy Framework, under which Vercel Inc. is certified.

Booking a call via Google Calendar

To arrange a first call we link to a booking page of Google Calendar (Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland). The booking page is not embedded in our website; it opens in a new tab at Google only after you actively click the booking link. Simply visiting our website sends no data to Google.

When booking you enter your name and e-mail address, optionally a phone number and a note. Google processes this data to create the appointment and to send the confirmation and reminder; we receive it in our calendar. Google's processing is governed by Google's privacy policy at policies.google.com/privacy. A transfer to the USA is possible; Google LLC is certified under the EU-US Data Privacy Framework.

Purpose: arranging and holding a first call and, where applicable, preparing a contract.
Legal basis: Article 6(1)(b) GDPR (steps prior to entering into a contract at your request) and Article 6(1)(f) GDPR (legitimate interest in simple scheduling).
Retention: the appointment stays in our calendar until the matter is closed or you ask us to delete it. Statutory retention periods remain unaffected.

Contact by e-mail or phone

If you contact us by e-mail or phone, we process your message and contact details to handle your request (Article 6(1)(b) and (f) GDPR). We keep your request until it has been fully dealt with and no follow-up questions are to be expected; statutory retention periods for business correspondence remain unaffected.

Cookies and local storage

This website sets no cookies and uses no comparable technologies (local storage, session storage, fingerprinting or similar), neither technically necessary ones nor any for analytics, tracking or advertising. No information is stored on or read from your device that would require consent (§ 25 TDDDG, the German implementation of the ePrivacy rules). A cookie banner is therefore not needed.

Business contacts and direct marketing

This section is the information under Articles 13 and 14 GDPR for people we contact for business purposes. If you have received a call, a letter or an e-mail from us, this is where you find out where your data comes from, what we do with it and how to stop the contact.

Why we contact you

Signwire Media is a marketing and sales service provider based in Germany. We contact businesses in Germany, Austria and Switzerland, mainly in home building, construction, building energy technology and renovation, to offer our services. We contact you in your business capacity only. By phone we contact only businesses in Germany where we may assume a factual interest in our service (§ 7 (2) no. 1 of the German Act against Unfair Competition, UWG). We do not call or write to private individuals.

What data we process and where it comes from

We process business contact data only: company name, legal form and, where published, the name and role of the management or of a contact person; the phone number, e-mail address, postal address and website published for your company; location, region and industry; an internal assessment of whether your company fits our service (for example company size, range of services, existing website and inquiry channels); and the history of our contact with you (date, channel, outcome, notes).

The data comes from publicly accessible sources: Google Maps listings, your company website (including its imprint and contact page), commercial-register and company-register publications and public business directories. We do not buy addresses from list brokers and do not collect private data, financial data or special categories of personal data.

Purposes and legal bases

We process your business contact data to contact you once or a few times about our services, to record the outcome, and to make sure we do not contact you again if you do not want that.

The legal basis is Article 6(1)(f) GDPR, our legitimate interest in direct marketing to businesses (recital 47 GDPR). We have weighed this interest against yours: we use only contact data you have published for business purposes; we contact you in your business capacity; we build no profile beyond the question of whether your company fits our service; we limit the number of contact attempts; and you can stop the contact at any time with one sentence. For phone, postal and e-mail marketing in Germany we observe § 7 UWG; in Austria and Switzerland we follow the competition and telecommunications law in force there. Where you book a call or request a proposal, the legal basis is Article 6(1)(b) GDPR. Keeping a record of objections on our do-not-contact list is based on Article 6(1)(c) and (f) GDPR.

Recipients

Staff of Signwire Media, who are bound to confidentiality and data protection towards us in writing and access your data through our sales platform.

Processors that run our systems: Supabase Inc. (database, hosted in Frankfurt am Main, Germany), Vercel Inc. (hosting, USA), Twilio Inc. (telephony through our platform, USA), Resend Inc. (e-mail delivery, USA), Google (Google Workspace for e-mail and calendar, Ireland/USA). If call recording is switched on (see below), Deepgram Inc. (transcription, USA) and Anthropic PBC (summaries, USA) additionally process the recording. We do not sell your data and do not pass it on for third-party marketing.

Transfers to third countries

Our platform database is located in Frankfurt am Main, Germany. For providers in the USA we rely on the EU-US Data Privacy Framework where the provider is certified, and otherwise on the European Commission's Standard Contractual Clauses. You can ask us for a copy of the clauses. For data subjects in Switzerland the Swiss Federal Act on Data Protection (FADP) applies in addition; you can exercise your rights under the FADP using the same contact details.

Call recording

Our platform can record calls; the function is switched off by default. We record a call with you only if you have expressly consented at the start of the call (§ 201 of the German Criminal Code). Recordings are deleted after 90 days at the latest.

Retention

  • If you do not respond or decline: deletion 6 months after our last contact attempt.
  • If we collected your data but never contacted you: deletion 6 months after collection.
  • If you object: immediate deletion of the record; only your phone number and/or e-mail address stay permanently on a do-not-contact list so that we can honour your request.
  • If you become a client: contract and invoicing data is kept for 10 years under German commercial and tax law.

Your right to object

You can object at any time to the processing of your data for direct marketing (Article 21(2) GDPR). This right is absolute: if you object, we stop contacting you, and you do not have to give a reason. Tell the person who contacted you, reply to our e-mail, or write to info@signwire-media.com. Your further rights are listed under “Your rights as a data subject”.

Work on behalf of our clients

For our clients we answer inquiries, follow up, book appointments, send e-mails and, on request, contact their commercial prospects in Germany. If you have made an inquiry with one of our clients or have been contacted by us on a client's behalf, that client is the controller within the meaning of the GDPR; we act for the client as a processor under Article 28 GDPR and name the client in every contact. You can exercise your rights, in particular access, erasure and objection, towards the client or towards us; we forward your request without delay. We process the data in the systems named above and delete it according to the client's instructions; entries on our do-not-contact list are retained so that we can honour your objection permanently.

AI phone assistant and appointment reminders on behalf of our clients

Calling one of our clients

For auto repair shops, vehicle damage appraisers, vet clinics, practices and similar service businesses we set up AI phone assistants. If you call one of these clients, an AI system talks to you and tells you so at the start of the call. We process your phone number, the audio of the call, a transcript generated from it and the details you give during the call, for example your name, your request, a preferred time and a callback number; on accident reports also the date of the accident, the registration plate, the insurer and where the vehicle is. The assistant only organises appointments. What it may record is agreed with the client in advance; for practices and vet clinics in a way that avoids health data within the meaning of Article 9 GDPR as far as possible. If you do not want the call to be processed, please hang up and contact the business another way.

The controller is the business you are calling; its privacy policy applies. We act for the client as a processor under Article 28 GDPR on the basis of a data processing agreement. Legal basis at the client: Article 6(1)(b) GDPR (contract or steps prior to a contract at your request). Recipients: the providers of the telephony and AI services used as processors. Retention: recordings and transcripts are deleted after a period agreed with the client.

Appointment confirmations, reminders and messages after a missed appointment

For the same clients we set up appointment confirmations, reminders, messages after a missed appointment and messages to the waiting list, sent by text message, WhatsApp or e-mail. The controller is the business you are a customer or patient of; we act as its processor under Article 28 GDPR.

Data processed: name, phone number or e-mail address, appointment details and your replies to a message, for example a confirmation or a reschedule.
Purpose: organising and confirming appointments.
Legal basis: Article 6(1)(b) GDPR (contract with the business); where a channel requires it, your consent under Article 6(1)(a) GDPR.
Opt-out: you can stop reminders at any time by replying to the message or by contacting the business directly.
Retention: delivery logs are deleted after a fixed period.

You can exercise your rights, in particular access, erasure and objection, towards the respective business or towards us; we forward your request without delay.

Disclosure to third parties, transfers outside the EU

We do not sell or rent your personal data. We disclose it only where necessary to perform a contract (for example to our hosting provider as a processor under Article 28 GDPR), where you have consented, or where we are legally obliged to. Where processors are located in the USA, the transfer relies on the EU-US Data Privacy Framework or on the European Commission's Standard Contractual Clauses.

SSL/TLS encryption

For security and to protect the transmission of confidential content, this website uses SSL/TLS encryption. You recognise an encrypted connection by “https://” and the lock symbol in your browser's address bar.

Your rights as a data subject

Under the GDPR you have the following rights:

  • Access to the data we process about you (Article 15 GDPR)
  • Rectification of inaccurate data (Article 16 GDPR)
  • Erasure of your data (Article 17 GDPR)
  • Restriction of processing (Article 18 GDPR)
  • Data portability (Article 20 GDPR)
  • Objection to processing based on Article 6(1)(f) GDPR (Article 21 GDPR)
  • Withdrawal of consent with effect for the future (Article 7(3) GDPR)

An informal e-mail to info@signwire-media.com is enough.

Right to lodge a complaint

Under Article 77 GDPR you have the right to lodge a complaint with a data-protection supervisory authority, in particular in the member state of your habitual residence, place of work or place of the alleged infringement. The authority responsible for us is the Landesbeauftragte für Datenschutz und Informationsfreiheit Nordrhein-Westfalen (LDI NRW), Kavalleriestraße 2-4, 40213 Düsseldorf, Germany, www.ldi.nrw.de. Data subjects in Austria can turn to the Austrian Data Protection Authority, data subjects in Switzerland to the Federal Data Protection and Information Commissioner (FDPIC).

Data security

We take technical and organisational measures under Article 32 GDPR to protect your data against loss, manipulation and unauthorised access, including encrypted transmission, restrictive security headers (Content Security Policy) and regular updates of the software we use.

Changes to this policy

We may update this privacy policy so that it always reflects the current legal requirements or changes to our services. The new version then applies to your next visit.