Privacy Policy

Introduction

Cyndra AI ("we," "us," "our," or "Company") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website at cyndra.ai and use our services.

This Privacy Policy complies with the General Data Protection Regulation (GDPR) and applies to all users from any jurisdiction. Please read this policy carefully. If you do not agree with our policies and practices, please do not use our services.

1. Information We Collect

1.1 Information You Provide Directly

We collect information that you voluntarily provide to us, including:

• Contact Form Data: When you complete our contact form, we collect your name, email address, company name, and any message content you provide.
• Communication Data: If you contact us via email or other channels, we collect the content of your communications.
• Inquiry Data: Information about your business needs and interest in our AI services.

1.2 Information Collected Automatically

We automatically collect certain information when you visit our website:

• Website Analytics: We use PostHog to collect analytics data including pages visited, time spent on site, referral sources, and user interactions. This helps us understand how you use our website and improve your experience.
• Cookie Data: We use cookies and similar tracking technologies to enhance your browsing experience and analyze site usage.
• Device Information: Browser type, IP address, operating system, and device identifiers.
• Usage Data: Information about your interactions with our website and services.

2. How We Use Your Information

We use the information we collect for the following purposes:

• To respond to your inquiries and provide customer support
• To send you communications about our services, updates, and promotional materials (with your consent where required)
• To provide and improve our AI automation services
• To analyze website usage and improve our website design and functionality
• To ensure security and prevent fraud
• To comply with legal obligations and protect our legal interests
• To understand market trends and user preferences
• To conduct research and analytics to enhance our offerings

3. Third-Party Data Processors

We share your information with carefully selected third-party service providers who assist us in operating our website and conducting our business. These processors are contractually obligated to use your data only for the purposes specified and to maintain appropriate security measures.

Our Service Providers:

• Vercel (Hosting Provider): Hosts our website infrastructure. Your data is processed as necessary for website delivery and performance.
• PostHog (Analytics): We use PostHog to analyze user behavior, website usage, and user interactions. PostHog processes analytics data in accordance with their privacy policy.
• QuickBooks (Payment Processing): If applicable, payment information is processed through QuickBooks in accordance with PCI DSS standards.

We do NOT sell, trade, or rent your personal information to third parties for their marketing purposes. Your data is never monetized.

4. Data Retention

We retain your information for as long as necessary to fulfill the purposes outlined in this Privacy Policy:

• Contact Form Data: Retained for up to 2 years to maintain business records and respond to follow-up inquiries.
• Analytics Data: Retained in accordance with PostHog's default retention policy, typically 90 days to 2 years depending on your usage tier.
• Email Communications: Retained as long as necessary to respond and maintain correspondence history.
• Cookie Data: Retained according to the specific cookie lifespan (see Cookie Policy section).

After the retention period, data is securely deleted or anonymized. You may request deletion of your data at any time by contacting us.

5. Your Privacy Rights (GDPR)

Under the GDPR, you have the following rights regarding your personal data:

• Right of Access: You have the right to request and obtain a copy of all personal data we hold about you.
• Right of Rectification: You can request corrections to any inaccurate or incomplete personal data.
• Right of Erasure: You may request the deletion of your personal data under certain circumstances (the "right to be forgotten").
• Right to Restrict Processing: You can request that we limit how we use your data in certain situations.
• Right to Data Portability: You can request your data in a structured, commonly used, machine-readable format and have it transferred to another organization.
• Right to Object: You can object to certain types of processing, including direct marketing and profiling.
• Right to Withdraw Consent: If we process data based on your consent, you can withdraw that consent at any time.

These rights may be subject to exceptions under applicable law. We will respond to requests within 30 days of receipt.

6. How to Exercise Your Rights

To exercise any of your privacy rights, please contact us at:

When you submit a request, we will verify your identity and respond within the timeframe required by law (typically 30 days). If we are unable to fulfill your request, we will explain the reasons why.

7. Cookie Policy

We use cookies and similar technologies to enhance your experience on our website. Cookies are small text files stored on your device that help us remember your preferences and understand how you use our site.

Types of Cookies We Use:

• Essential Cookies: Required for basic website functionality (login, form submission, security).
• Analytics Cookies: Used to track website usage and user behavior through PostHog, helping us understand how to improve our site.
• Preference Cookies: Store your preferences such as language and theme settings.
• Marketing Cookies: Used to deliver relevant content and track the effectiveness of marketing campaigns (only with your consent).

Managing Cookies:

You can control cookie settings through your browser preferences. Most browsers allow you to refuse cookies or alert you when cookies are being sent. However, blocking certain cookies may affect website functionality. You can also clear cookies from your device at any time.

By continuing to use our website, you consent to our use of cookies as described in this policy. You can withdraw this consent by updating your cookie preferences or contacting us.

8. Data Security

We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction. These measures include:

• HTTPS encryption for all data transmitted over the internet
• Secure server infrastructure provided by Vercel
• Access controls and authentication mechanisms
• Regular security audits and updates
• Staff training on data protection practices

While we strive to protect your information, no system is entirely secure. We cannot guarantee absolute security, but we maintain industry-standard protections.

9. International Data Transfers

Your information may be transferred to, stored in, and processed in countries other than your country of residence, which may include countries outside the European Economic Area. These countries may not have data protection laws equivalent to those in your home country.

When we transfer data internationally, we implement appropriate safeguards such as Standard Contractual Clauses to ensure your data remains protected. By using our services, you consent to these transfers.

10. Children's Privacy

Our services are not intended for individuals under the age of 13 (or the applicable age of digital consent in your jurisdiction). We do not knowingly collect personal information from children. If we become aware that a child has provided us with personal information, we will take steps to delete such information and terminate the child's account.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of any material changes by posting the updated policy on our website and updating the "Last Updated" date.

Your continued use of our services following the posting of revised Privacy Policy means that you accept and agree to the changes.

12. Contact Information

If you have questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:

If you are not satisfied with our response, you have the right to lodge a complaint with your local data protection authority (e.g., GDPR relevant supervisory authority in the EU).