Privacy Policy

Who We Are

Covalent Systems LLC ("Covalent Systems", "we", "us", or "our") is an automation and AI consulting company based in Irvine, California, serving scientific instrument companies. Our website is located at covalentsys.com. For questions about this policy, contact us at [email protected].

Information We Collect

We collect information in the following ways:

• Contact information you provide — when you email us or fill out a contact form, we collect your name, email address, phone number, and company name.
• Voicemail and call data — if you call our business number, your call may be recorded as a voicemail. We collect the audio recording, an automated transcript of that recording, your caller ID (phone number), and the date and time of the call.
• Usage data — standard web server logs may capture your IP address, browser type, and pages visited. We do not use tracking cookies or analytics tools.

How We Use Your Information

We use the information we collect solely for legitimate business purposes:

• To respond to your inquiries and follow up on voicemails you leave us
• To create and maintain a contact record in our CRM system (HubSpot) for business communications
• To send internal operational SMS and email notifications to Covalent Systems staff when a voicemail is received
• To improve the quality of our services

We do not use your information for marketing purposes without your explicit consent. We do not sell, rent, or share your personal information with third parties for their marketing purposes.

SMS Notifications

Covalent Systems uses automated SMS messaging solely for internal operational purposes — specifically to notify our own staff when inbound voicemails are received. These messages are sent only to Covalent Systems personnel. We do not send unsolicited SMS messages to clients, prospects, or any external parties without explicit consent.

Data Storage and Security

Your information is stored in HubSpot CRM, a trusted third-party platform. Voicemail recordings are stored temporarily by Twilio, our telephony provider, and transcripts are processed via Deepgram's speech-to-text API. All providers maintain industry-standard security practices. We retain contact information only as long as necessary for legitimate business purposes.

Third-Party Services

We use the following third-party services which may process your data as part of delivering our services:

• HubSpot — CRM and contact management
• Twilio — telephony and voicemail processing
• Deepgram — speech-to-text transcription
• OpenAI — automated data extraction from transcripts

Each provider maintains their own privacy policies and data protection practices.

Your Rights

You have the right to request access to, correction of, or deletion of any personal information we hold about you. To exercise these rights, contact us at [email protected]. We will respond to all requests within 30 days.

Changes to This Policy

We may update this privacy policy from time to time. When we do, we will update the "last updated" date at the top of this page. Continued use of our services after changes constitutes acceptance of the updated policy.

Contact Us

If you have questions or concerns about this privacy policy, please contact us at [email protected].