BAYLYN CRM

PRIVACY POLICY

Effective Date: October 13, 2026
Website: https://www.baylyncrm.com
Operated by: Baylyn Media

1. Introduction

Baylyn CRM (“Baylyn CRM,” “Baylyn Media,” “Company,” “we,” “us,” or “our”) is a marketing intelligence, business data collection, customer relationship management, website analytics, and sales engagement platform operated by Baylyn Media.

Our technology supports business prospect identification, website visitor analytics, contact management, advertising measurement, email marketing, outbound calling workflows, lead generation, and related business operations.

This Privacy Policy explains how personal information and business-related information may be collected, obtained, analyzed, associated, stored, used, disclosed, and retained through Baylyn CRM and its related technologies.

Baylyn CRM may process information obtained directly from individuals, customers, websites, third-party data providers, public sources, marketing systems, and authorized integrations.

This policy applies to Baylyn CRM’s own data processing activities. Where we process information on behalf of business customers, their instructions, privacy notices, and applicable agreements may also govern that processing.

2. Information We Collect and Process

Depending on the services and technologies involved, Baylyn CRM may collect, receive, or process:

Business and Contact Information

• Individual and business names

• Company names and business addresses

• Job titles, occupations, and industry classifications

• Business email addresses and telephone numbers

• Publicly available professional and company information

• Business website addresses and organizational details

• Customer-provided prospect lists and CRM records

• Contact notes, sales activities, and appointment information

Website Visitor and Technical Information

• IP addresses

• Browser and device information

• Operating systems and technical identifiers

• Website pages visited and navigation history

• Visit dates, timestamps, and referral sources

• Advertising campaign and attribution information

• Cookies, pixels, browser identifiers, and similar technologies

• Website interactions and engagement events

Marketing and Communications Information

• Email campaign delivery information

• Email opens and link clicks

• Form submissions and inquiries

• Marketing engagement history

• Sales contact activity and calling dispositions

• Communication preferences and opt-out records

Information may be combined or associated with other records when supported by our technologies and permitted by applicable law.

3. Website Visitor Identification

Baylyn CRM may use technologies designed to identify businesses and, where available, individuals who visit websites using our software or related services.

Visitor identification may occur even when an individual does not submit a contact form or directly identify themselves.

Identification technologies may use IP addresses, browser identifiers, cookies, technical signals, customer-provided information, and information obtained from third-party data providers.

These technologies may associate website activity with existing business or contact records.

Identified information may be used for legitimate and legally permitted business purposes, including:

• Business prospect research

• Sales lead identification

• Marketing attribution

• Website engagement analysis

• Business development

• Customer relationship management

• Advertising measurement and marketing communications

Visitor identification is not guaranteed to be accurate. Information may be incomplete, outdated, incorrectly associated, or unavailable.

Where required by applicable law, identification technologies must be subject to appropriate notice, consent, opt-out, or other privacy controls.

4. Third-Party Data Sources and Business Information

Baylyn CRM may receive business and contact information from independent data providers, customer uploads, publicly available records, business directories, professional information sources, and other legally permitted sources.

Third-party information may include business contact details, company information, professional affiliations, industry classifications, and other business-related data.

Baylyn CRM does not guarantee that information obtained from third parties is complete, accurate, current, or appropriate for every intended use.

Third-party providers are responsible for their independent data collection practices and applicable legal obligations.

Baylyn CRM remains responsible for its own use, disclosure, and processing of information as required by law.

5. Data Association, Matching, and Contact Profiles

Baylyn CRM may associate information from multiple sources to create or update business contact profiles.

For example, a profile may contain information relating to:

• Website visits

• Business contact details

• Marketing campaign engagement

• Email interactions

• Form submissions

• Customer-provided notes

• Calling activity

• Appointment and follow-up history

Matching technologies may use available identifiers and other signals to associate activity with existing records.

Such associations are not guaranteed to be correct and may be subject to review or correction.

6. Email Marketing and Engagement Tracking

Baylyn CRM may support email marketing, campaign analytics, and related engagement tracking.

Depending on customer configuration, the platform may record email delivery, opens, link clicks, timestamps, and associated campaign activity.

Certain email security systems, automated scanners, and privacy technologies may generate activity that does not reflect actual human engagement.

Email engagement reports are informational and should not be interpreted as guaranteed evidence that a particular individual personally opened or clicked a message.

Customers using email marketing functionality are responsible for complying with applicable email marketing, consent, identification, unsubscribe, and suppression requirements.

7. Outbound Calling and Sales Activities

Baylyn CRM may provide tools for managing business contacts, calling lists, appointments, follow-ups, sales notes, and communication outcomes.

Customers are responsible for ensuring their use of telephone numbers, contact information, and calling workflows complies with applicable laws, including telemarketing, do-not-call, consent, and communications requirements.

The presence of a telephone number or contact record in Baylyn CRM does not establish legal permission to call or send marketing communications.

Baylyn CRM does not independently guarantee that customer-provided contacts are eligible for solicitation.

8. Customer-Provided Data

Customers may upload, import, maintain, or process contact records and other information using Baylyn CRM.

Customers are responsible for determining whether they have the legal authority to collect, upload, use, and disclose that information.

Where Baylyn CRM acts as a service provider or processor on behalf of a customer, processing may be governed by the applicable customer agreement or data processing agreement.

Baylyn CRM may act independently with respect to information collected for its own business operations. Its role depends on the specific processing activity.

9. Third-Party Services and Integrations

Baylyn CRM may integrate with WordPress websites, website analytics providers, email delivery systems, advertising platforms, hosting providers, data verification services, and other software or communications technologies.

Depending on the configuration, information may be transmitted to these providers for functions such as message delivery, authentication, analytics, data synchronization, verification, and service operation.

Independent third-party providers may operate under their own privacy policies, security procedures, and contractual terms.

Baylyn CRM does not control every independent action or technical operation of third-party services.

To the extent permitted by law, Baylyn CRM disclaims responsibility for independent third-party conduct outside its reasonable control.

This provision does not eliminate Baylyn CRM’s own legal or contractual obligations.

10. How We Use Information

Baylyn CRM may process information for purposes including:

• Operating and maintaining CRM services

• Identifying business prospects and website engagement

• Managing business contacts and customer relationships

• Supporting advertising and marketing activities

• Providing campaign reporting and analytics

• Managing outbound calling and follow-up activities

• Detecting automated traffic, fraud, and security threats

• Improving software functionality and performance

• Responding to customer requests

• Complying with applicable legal obligations

Where required, we rely on an appropriate legal basis for processing personal information.

11. Data Sharing, Disclosure, and Commercial Data Activities

Baylyn CRM may disclose information to service providers, business customers, authorized integrations, legal advisers, and other parties where permitted by law and reasonably necessary for its services.

Depending on actual business practices, certain data disclosures, matching activities, advertising uses, or commercial data transactions may constitute a sale, sharing, or targeted advertising under applicable privacy laws.

Where such laws apply, Baylyn CRM will provide required disclosures and honor applicable opt-out rights.

Baylyn CRM does not claim that information is exempt from privacy law solely because it relates to a business or professional contact.

12. Data Accuracy and Automated Classification

Baylyn CRM may use automated methods to classify website traffic, evaluate engagement, identify potential prospects, or organize contact information.

These methods may include behavioral signals, technical identifiers, activity patterns, and other available information.

Results may be inaccurate or incomplete.

Automated classifications, including human-versus-bot assessments and prospect engagement indicators, should not be treated as definitive proof of identity, intent, or conduct.

Customers should independently assess information before making significant business decisions.

13. Data Security

Baylyn CRM uses administrative, technical, and organizational safeguards designed to protect information appropriate to the nature of its services.

These safeguards may include account authentication, access controls, security monitoring, software maintenance, and other protective measures.

No internet-connected system, software platform, database, or transmission method can be guaranteed completely secure.

Baylyn CRM does not guarantee that security incidents, unauthorized access, or technical failures will never occur.

We will fulfill applicable security and breach notification obligations.

14. Data Retention and Deletion

Baylyn CRM may retain information for periods reasonably necessary to provide services, maintain customer records, support legitimate business operations, preserve security, resolve disputes, and comply with legal obligations.

Retention periods may vary by information category, customer instructions, contractual requirements, and applicable law.

Some customer-controlled records may be retained or deleted through the customer’s own software installation or database configuration.

Deletion requests will be evaluated according to applicable privacy laws, contractual obligations, and legitimate retention requirements.

15. Independent Customer Responsibilities

Customers using Baylyn CRM, Baylyn Intelligence, or Baylyn White-Label are responsible for their independent business practices, including:

• Providing legally required website privacy notices

• Obtaining required tracking and marketing consent

• Honoring applicable privacy choices

• Maintaining lawful contact lists

• Following applicable email and telemarketing laws

• Managing employee access and account security

• Maintaining appropriate data retention and deletion practices

Baylyn CRM’s provision of software does not constitute a representation that every customer use is legally compliant.

Nothing in this section excludes Baylyn CRM’s own obligations under applicable law.

16. Privacy Rights and Opt-Out Requests

Depending on applicable law, individuals may have rights to request access, correction, deletion, or information about personal data, and to opt out of certain sale, sharing, targeted advertising, or profiling activities.

Baylyn CRM will process applicable requests in accordance with relevant legal requirements.

Some requests may need to be directed to the independent business customer that controls the information.

We may verify requests before responding and may apply legally permitted exceptions.

Privacy Contact:

804-616-3121

Where required by law, additional opt-out methods will be made available.

17. Children’s Privacy

Baylyn CRM is intended for business and professional use and is not directed toward children.

We do not knowingly collect personal information from children in violation of applicable law.

If we become aware of prohibited collection involving a child, we will take appropriate corrective action.

18. International Data Processing

Information may be stored or processed in the United States or other jurisdictions where authorized service providers operate.

Where required, Baylyn CRM will implement appropriate legal safeguards for international data transfers.

19. Software Availability and Third-Party Limitations

Baylyn CRM depends on software systems, network connections, hosting infrastructure, and third-party technologies that may experience interruptions or failures.

We do not guarantee uninterrupted availability, complete data accuracy, or particular business outcomes.

Any applicable warranties, remedies, and limitations of liability are governed by the relevant software or service agreement, subject to applicable law.

20. Changes to This Privacy Policy

Baylyn CRM may update this Privacy Policy to reflect changes in its services, technology, business practices, or legal obligations.

Updated versions will be published with a revised effective date.

Where legally required, additional notice or consent will be provided before material changes take effect.

21. Contact Information

Baylyn CRM
Operated by Baylyn Media
P.O. Box 70121
Henrico, VA 23255

Telephone: 804-616-3121
Website: https://www.baylyncrm.com