Privacy Policy - How We Keep Your Information Safe
Last Updated: May 19, 2025
At Xynario, your trust means everything to us. We know that sharing your business information is a big decision. That’s why we’re completely open about how we collect, use, and protect your data when you work with us.
This page explains exactly what we do with your information in simple terms. No confusing legal language – just straight answers about how we keep your data safe while helping your business grow.
Who We Are and What We Do
Xynario helps B2B companies get better leads and grow their sales. We’re not just another marketing agency – we’re your growth partners who specialize in:
- Finding qualified leads for your business
- Setting up email marketing that actually works
- Building CRM systems that save you time
- Providing sales staff when you need them
- Using AI to find your best prospects
Our Website: www.xynario.com
Contact Us: [email protected]
We’re HubSpot certified partners, which means we follow strict standards for handling business data safely and professionally.
What Information We Collect (And Why We Need It)
We only collect information that helps us serve you better. Here’s exactly what we gather:
Your Business Contact Details
- Your name, email, and phone number
- Your company name and your role there
- Your business website and industry
Why we need this: To contact you about our services and understand your business needs.
Information About Your Company
- What industry you’re in
- How big your company is
- What challenges you’re facing with lead generation
Why we need this: To create marketing strategies that actually work for your specific business.
How You Use Our Website
- Which pages you visit on our site
- How long you stay on each page
- What links you click on
Why we need this: To make our website more helpful and easier to use.
Your Marketing Preferences
- Which emails you open and read
- What content interests you most
- How you respond to our outreach
Why we need this: To send you information that’s actually useful, not spam.
Lead Generation Data
- Information about prospects we find for you
- Results from our AI lead scoring
- Data from your CRM system
Why we need this: To provide the lead generation and sales services you hired us for.
How We Collect Your Information
We get your information in three simple ways:
1. You Give It to Us Directly
When you fill out forms on our website, call us, or email us about our services.
2. Our Website Tracking Tools
We use tools like Google Analytics and HubSpot to see how people use our website. This helps us make it better for everyone.
3. From Our Business Partners
Sometimes we get information from platforms like HubSpot, Zoho, or other tools when you use our integrated services. We only do this with your permission.
How We Use Your Information to Help Your Business
Everything we do with your data is focused on helping your business grow:
Lead Generation Services
We use your information to find qualified prospects and connect you with potential customers.
Personalized Marketing
We create email campaigns and outreach that speaks directly to your industry and challenges.
Better Website Experience
We analyze how you use our site to make it more helpful and easier to navigate.
Business Communication
We send you updates about our services, industry insights, and ways to grow your business. You can unsubscribe anytime.
Legal Compliance
We keep records as required by law and use data to resolve any disputes fairly.
Who We Share Your Information With (And Why)
We never sell your data — ever.
We only share your information in these cases:
Trusted Partners: With tools like HubSpot or Zoho, under strict agreements to protect your data.
Your Sales Team: When you hire us for lead gen, we share leads with your team — that’s the point.
Legal Reasons: Only if legally required (e.g., court order).
Business Changes: If Xynario is sold or merged, your data stays protected under the same privacy rights
Your Rights - You're In Control
You have complete control over your information. You can:
See Your Data
Ask us for a copy of all the information we have about you.
Fix Mistakes
Tell us to correct any wrong information in our records.
Delete Your Information
Ask us to remove your data from our systems (unless we’re required by law to keep it).
Stop Marketing Emails
Unsubscribe from our emails anytime with one click.
Limit Data Use
Ask us to stop using your information for certain purposes.
To use any of these rights, just email us at [email protected]
How We Keep Your Data Safe
Your information security isn’t just important to us – it’s essential for our business reputation.
What We Do to Protect You:
- Encryption: Your data is scrambled so only authorized people can read it
- Secure Servers: We use protected systems that are regularly updated
- Limited Access: Only our team members who need your data to serve you can see it
- Regular Security Checks: We constantly test our systems for vulnerabilities
Our Partners Are Secure Too
Companies like HubSpot that we work with also use bank-level security to protect your information.
If Something Goes Wrong
While we work hard to keep your data safe, no system is perfect. If there’s ever a security issue, we’ll tell you right away and explain what happened.
Cookies and Website Tracking - Simple Explanation
Cookies are small files that remember your preferences when you visit our website. Think of them like a bookmark that saves your place.
What We Track:
- Which pages you visit
- How you found our website
- Your preferences for forms and content
What You Can Do:
- Turn off cookies in your browser settings
- Use our cookie settings (if you see a popup)
- Browse privately – cookies won’t be saved
We use Google Analytics and HubSpot tracking to understand how to make our website better for everyone.
International Data Protection
Since we work with businesses around the world, sometimes your information might be stored on servers in different countries, including the United States.
Don’t worry – we follow strict international laws like GDPR to make sure your data stays protected no matter where it’s stored.
How Long We Keep Your Information
We don’t keep your data forever. Here’s our approach:
- Active Clients: We keep your information as long as we’re working together
- Past Clients: We keep basic contact info for 2 years in case you want to work with us again
- Website Visitors: We keep anonymous website data for 1 year to improve our site
- Legal Requirements: Sometimes the law requires us to keep certain records longer
Links to Other Websites
Our website might link to other sites like HubSpot, Zoho, or industry resources.
Important: We can’t control how these other websites handle your information. Always check their privacy policies before sharing your data.
Changes to This Privacy Policy
Sometimes we need to update this policy when we add new services or laws change.
When we make changes:
- We’ll email you if it’s something important
- We’ll post a notice on our website
- We’ll always keep this page updated with the latest version
Check back here occasionally to stay informed.
Questions? We're Here to Help
We want you to feel completely comfortable with how we handle your information.
Contact Us About Privacy:
- Email: [email protected]
- Subject Line: Privacy Question
- Response Time: We’ll get back to you within 24 hours
For EU Residents:
If you’re in Europe and have specific GDPR questions, contact our Data Protection Officer at [email protected].
What We’ll Help You With:
- Explaining anything in this policy
- Helping you access or delete your data
- Answering questions about our security
- Resolving any concerns you have
Your privacy matters to us. If you’re not comfortable with something, just ask. We’re here to make it right.