This policy explains what personal data we collect through neurotechagency.com and our contact channels, why we use it, how long we keep it and what rights you have.
The controller of your personal data is NEUROTECH AI S.R.L., a Romanian company with its registered office in Cluj county, Romania (Cluj-Napoca), registered with the Trade Register under no. J2025094278003, tax identification number (CUI) 53047144, EU VAT number RO54293716 ("Neurotech", "we", "us").
Neurotech is a B2B agency that designs and implements AI voice agents, WhatsApp and web chatbots, process automation, custom ERP/CRM applications and websites for businesses.
We have not appointed a Data Protection Officer (DPO), as our activities do not require one. If you have any question about your personal data, please write to us at contact@neurotechagency.com.
We process personal data in accordance with Regulation (EU) 2016/679 (the General Data Protection Regulation, "GDPR"), Romanian Law no. 190/2018 implementing the GDPR, Romanian Law no. 506/2004 on privacy in electronic communications and, for AI-based systems, the transparency obligations of Regulation (EU) 2024/1689 (the AI Act).
The table below summarises, for each channel, the data we process, the purpose, the legal basis and how long we keep it. You will find more detail in the sections that follow.
| Source | Data | Purpose | Legal basis | Retention |
|---|---|---|---|---|
| Contact form | Name, company, email, phone, subject, message | To reply to you and prepare a possible proposal | Steps taken at your request before entering into a contract (Art. 6(1)(b) GDPR) and our legitimate interest in responding to business enquiries (Art. 6(1)(f)) | Up to 24 months after the last contact if no contract is signed |
| Booking a free 30-minute call (Google Meet) | Chosen time slot, name, email, phone, company, services of interest | Arranging the call and sending the confirmation and reminder emails | Pre-contractual steps (Art. 6(1)(b) GDPR) | Up to 24 months after the last contact if no contract is signed |
| AI voice agent "Ava" on the website | Audio recording of the call, transcript, contact details you give during the call (e.g. name, company, email, phone) | Answering your questions, taking your request and saving it in our CRM | Your consent, given by starting the call after being informed (Art. 6(1)(a) GDPR); for saving your request, pre-contractual steps (Art. 6(1)(b)) | Recordings and transcripts: 90 days with the voice provider; the request in our CRM: up to 24 months after the last contact |
| EU funding eligibility check | Company details (e.g. sector, size, location), contact details, project information | A preliminary eligibility assessment and getting back to you | Pre-contractual steps (Art. 6(1)(b) GDPR) | Up to 24 months after the last contact if no contract is signed |
| EU funding consultant partner sign-up form | Company details, contact details, information about your activity and projects | Assessing and managing a possible partnership | Pre-contractual steps (Art. 6(1)(b) GDPR) and legitimate interest (Art. 6(1)(f)) | Up to 24 months after the last contact if no contract is signed |
| WhatsApp, email, phone (started by you) | Phone number or email address, display name, content of messages and calls | Responding to your request and keeping a record of the conversation | Pre-contractual steps (Art. 6(1)(b) GDPR) and legitimate interest (Art. 6(1)(f)) | Up to 24 months after the last contact if no contract is signed |
| Technical logs | IP address, browser and device type, date and time of access, pages requested | Website security, preventing abuse and attacks, troubleshooting | Legitimate interest (Art. 6(1)(f) GDPR) | Short term, normally no more than 30 days, unless needed to investigate an incident |
| Cookie banner | Your cookie choice, saved in your browser (key nt-consent-v1) | Respecting your choice and being able to demonstrate consent | Legal obligation (Art. 6(1)(c) and Art. 7(1) GDPR; Law no. 506/2004) | Until you clear your browser data |
| Contracts, invoices, contractual correspondence | Identification details of the client's representatives and contacts, billing details | Performing the contract, invoicing, accounting records | Performance of a contract (Art. 6(1)(b) GDPR) and legal obligation (Art. 6(1)(c)) | For the term of the contract and then as required by law (see section 9) |
We will not send you newsletters or marketing emails without your consent where the law requires it. We do not sell your personal data.
Some conversations (for example, with our voice agent "Ava") are handled by artificial intelligence systems. Our agents introduce themselves as AI assistants from the outset, so you always know you are not speaking to a person, in line with the transparency obligations of the AI Act.
Conversations are processed by the Claude language model, provided by Anthropic, to understand what you say and generate replies; speech recognition and voice synthesis are provided by ElevenLabs. We use these services as processors, under contractual terms that restrict the use of data to providing the service to us.
We do not make decisions based solely on automated processing, including profiling, that produce legal effects concerning you or similarly significantly affect you within the meaning of Article 22 GDPR. Every proposal, price or business decision is reviewed and made by a member of the Neurotech team.
Requests received through all forms and channels go into our internal CRM, "Neurotech Console", whose database is hosted by Supabase on servers in the European Union. Access is limited to Neurotech team members who need the data to respond to you.
We use the following providers, who process data on our behalf (processors) or, in the case of WhatsApp, as the provider of the platform you chose to contact us on:
| Provider | Role | Data involved |
|---|---|---|
| Cloudflare | Website hosting, content delivery network (CDN), protection against attacks and bots | Technical data (IP, browser, requests), form data in transit |
| Supabase | Database for our internal CRM (EU region) | Form submissions, bookings and requests |
| Google Workspace | Email, calendar, Google Meet | Contact details, bookings, correspondence, video calls |
| Resend | Sending transactional emails (confirmations, reminders) | Name, email, booking details |
| ElevenLabs | Speech recognition and voice synthesis for the voice agent | Audio, transcript, information given during the call |
| Anthropic | The Claude AI model, which processes agent conversations | Conversation text |
| Twilio | Telephony services, where applicable | Phone number, call data, audio |
| Meta (WhatsApp) | Messaging platform, if you message us on WhatsApp | Phone number, profile name, messages |
Analytics and marketing tools (such as Google Analytics or Meta Pixel) are not currently active. If we enable them, they will only load after you give consent in the cookie banner (Google Consent Mode v2, with all options denied by default).
We only disclose data to public authorities where the law requires us to, and to our professional advisers (such as our accountant or lawyer), who are bound by confidentiality.
Some of the providers above may process data outside the European Economic Area, in particular in the United States. In those cases, transfers only take place with appropriate safeguards: the European Commission's adequacy decision for the EU-US Data Privacy Framework, for certified providers, and/or the Standard Contractual Clauses adopted by the European Commission, supplemented by additional measures where necessary. You can ask us about the safeguards in place by writing to contact@neurotechagency.com.
We may keep data for longer only where it is needed to establish, exercise or defend legal claims, for the duration of those proceedings.
No system is completely secure, but we apply technical and organisational measures appropriate to the risk.
Under the GDPR you have the right to:
How to exercise your rights: email contact@neurotechagency.com or call +40 768 060 171. We will reply without undue delay and in any event within one month of receiving your request. If your request is complex or we receive many requests, this period may be extended by two further months, in which case we will let you know within the first month. Exercising your rights is free of charge; we may only ask for additional information where we need to confirm your identity.
If you believe we are processing your data unlawfully, please contact us first so that we can put things right. You always have the right to lodge a complaint with the Romanian data protection authority, the National Supervisory Authority for Personal Data Processing (ANSPDCP), 28-30 G-ral. Gheorghe Magheru Blvd., Sector 1, Bucharest, www.dataprotection.ro, or with the supervisory authority in the EU member state where you live or work, and to bring legal proceedings.
Our services are aimed at businesses and professionals and are not intended for anyone under 16. We do not knowingly collect data from children under 16. If you become aware that a child has sent us personal data, please let us know and we will delete it.
The website only uses what is strictly necessary for it to work (for example, to remember your cookie choice and language). Analytics and marketing tools are not currently active and would only load with your consent. Full details are in our Cookie Policy, and you can change your choice at any time using the "Cookie settings" link in the website footer.
When we implement a voice agent, chatbot, automation or application for a client business, the data of that business's customers and users is processed on its behalf. In that case the client business is the controller and Neurotech acts as a processor, under a data processing agreement entered into in accordance with Article 28 GDPR.
If you have interacted with an agent or application belonging to one of our clients, information about how your data is processed and how to exercise your rights can be found in that business's privacy policy. If you send such a request to us directly, we will pass it on to the controller.
We may update this policy when our services, providers or the law change. The version in force is always the one published on the website, with the date of the last update. If the changes are significant, we will highlight them clearly on the website or, if we have an ongoing relationship with you, tell you directly.
For any question about this policy or your data: NEUROTECH AI S.R.L., Cluj-Napoca, Romania, email contact@neurotechagency.com, phone +40 768 060 171.
Last updated: 14 October 2026.
Privacy policy
This policy explains what personal data we collect through neurotechagency.com and our contact channels, why we use it, how long we keep it and what rights you have.
The controller of your personal data is NEUROTECH AI S.R.L., a Romanian company with its registered office in Cluj county, Romania (Cluj-Napoca), registered with the Trade Register under no. J2025094278003, tax identification number (CUI) 53047144, EU VAT number RO54293716 ("Neurotech", "we", "us").
Neurotech is a B2B agency that designs and implements AI voice agents, WhatsApp and web chatbots, process automation, custom ERP/CRM applications and websites for businesses.
We have not appointed a Data Protection Officer (DPO), as our activities do not require one. If you have any question about your personal data, please write to us at contact@neurotechagency.com.
We process personal data in accordance with Regulation (EU) 2016/679 (the General Data Protection Regulation, "GDPR"), Romanian Law no. 190/2018 implementing the GDPR, Romanian Law no. 506/2004 on privacy in electronic communications and, for AI-based systems, the transparency obligations of Regulation (EU) 2024/1689 (the AI Act).
The table below summarises, for each channel, the data we process, the purpose, the legal basis and how long we keep it. You will find more detail in the sections that follow.
We will not send you newsletters or marketing emails without your consent where the law requires it. We do not sell your personal data.
Some conversations (for example, with our voice agent "Ava") are handled by artificial intelligence systems. Our agents introduce themselves as AI assistants from the outset, so you always know you are not speaking to a person, in line with the transparency obligations of the AI Act.
Conversations are processed by the Claude language model, provided by Anthropic, to understand what you say and generate replies; speech recognition and voice synthesis are provided by ElevenLabs. We use these services as processors, under contractual terms that restrict the use of data to providing the service to us.
We do not make decisions based solely on automated processing, including profiling, that produce legal effects concerning you or similarly significantly affect you within the meaning of Article 22 GDPR. Every proposal, price or business decision is reviewed and made by a member of the Neurotech team.
Requests received through all forms and channels go into our internal CRM, "Neurotech Console", whose database is hosted by Supabase on servers in the European Union. Access is limited to Neurotech team members who need the data to respond to you.
We use the following providers, who process data on our behalf (processors) or, in the case of WhatsApp, as the provider of the platform you chose to contact us on:
Analytics and marketing tools (such as Google Analytics or Meta Pixel) are not currently active. If we enable them, they will only load after you give consent in the cookie banner (Google Consent Mode v2, with all options denied by default).
We only disclose data to public authorities where the law requires us to, and to our professional advisers (such as our accountant or lawyer), who are bound by confidentiality.
Some of the providers above may process data outside the European Economic Area, in particular in the United States. In those cases, transfers only take place with appropriate safeguards: the European Commission's adequacy decision for the EU-US Data Privacy Framework, for certified providers, and/or the Standard Contractual Clauses adopted by the European Commission, supplemented by additional measures where necessary. You can ask us about the safeguards in place by writing to contact@neurotechagency.com.
We may keep data for longer only where it is needed to establish, exercise or defend legal claims, for the duration of those proceedings.
No system is completely secure, but we apply technical and organisational measures appropriate to the risk.
Under the GDPR you have the right to:
How to exercise your rights: email contact@neurotechagency.com or call +40 768 060 171. We will reply without undue delay and in any event within one month of receiving your request. If your request is complex or we receive many requests, this period may be extended by two further months, in which case we will let you know within the first month. Exercising your rights is free of charge; we may only ask for additional information where we need to confirm your identity.
If you believe we are processing your data unlawfully, please contact us first so that we can put things right. You always have the right to lodge a complaint with the Romanian data protection authority, the National Supervisory Authority for Personal Data Processing (ANSPDCP), 28-30 G-ral. Gheorghe Magheru Blvd., Sector 1, Bucharest, www.dataprotection.ro, or with the supervisory authority in the EU member state where you live or work, and to bring legal proceedings.
Our services are aimed at businesses and professionals and are not intended for anyone under 16. We do not knowingly collect data from children under 16. If you become aware that a child has sent us personal data, please let us know and we will delete it.
The website only uses what is strictly necessary for it to work (for example, to remember your cookie choice and language). Analytics and marketing tools are not currently active and would only load with your consent. Full details are in our Cookie Policy, and you can change your choice at any time using the "Cookie settings" link in the website footer.
When we implement a voice agent, chatbot, automation or application for a client business, the data of that business's customers and users is processed on its behalf. In that case the client business is the controller and Neurotech acts as a processor, under a data processing agreement entered into in accordance with Article 28 GDPR.
If you have interacted with an agent or application belonging to one of our clients, information about how your data is processed and how to exercise your rights can be found in that business's privacy policy. If you send such a request to us directly, we will pass it on to the controller.
We may update this policy when our services, providers or the law change. The version in force is always the one published on the website, with the date of the last update. If the changes are significant, we will highlight them clearly on the website or, if we have an ongoing relationship with you, tell you directly.
For any question about this policy or your data: NEUROTECH AI S.R.L., Cluj-Napoca, Romania, email contact@neurotechagency.com, phone +40 768 060 171.
Last updated: 14 October 2026.
