PrivacyPolicy

Effective date: November 3, 2026

Overview

Vynn.AI ("we", "us", "our") operates the website at vynn.ai. This Privacy Policy describes how we collect, use, and disclose personal information when you visit our website or interact with our services.

We are committed to protecting your privacy in accordance with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and Canada's Anti-Spam Legislation (CASL).

Information We Collect

Information you provide

When you submit a form on our website (such as requesting a data sample or contacting our sales team), we may collect:

• Name
• Business email address
• Company name and job title
• Phone number (if provided)
• Message content and inquiry details

Information collected automatically

When you visit our website, we may automatically collect certain information through cookies, analytics tools, and similar technologies:

• IP address and approximate geographic location
• Browser type, device type, and operating system
• Pages visited, time spent, and referral source
• Interactions with site features

We use Google Analytics and Microsoft Clarity to understand how visitors use our website. These services may use cookies and similar tracking technologies. You can opt out of Google Analytics by installing the Google Analytics Opt-out Browser Add-on.

How We Use Your Information

We use personal information to:

• Respond to your inquiries and provide requested data samples
• Communicate about our products and services
• Process and manage client relationships
• Improve our website and user experience
• Comply with legal obligations

We will not send you commercial electronic messages without your consent, in compliance with CASL.

How We Share Your Information

We do not sell, rent, or trade your personal information. We may share your information with:

• Service providers who assist us in operating our website and delivering our services (e.g., email, hosting, analytics), subject to confidentiality obligations
• Legal authorities when required by law, regulation, or legal process

Ask Vynn conversations

When you use Ask Vynn, we process your messages, relevant conversation context and selected grocery data to generate replies. Saved chats are tied to your account and workspace. A new chat starts with independent conversation context.

OpenAI processing

Ask Vynn uses a dedicated OpenAI project with global processing. Your messages, relevant context and selected grocery data may be processed outside Canada. We disable response storage and do not opt in to sharing this data for model training or improvement.

OpenAI may keep abuse-monitoring logs containing messages and replies for normally up to 30 days, subject to its legal and safety exceptions. Temporary prompt caches may persist for up to 24 hours. Disabling response storage does not remove these separate forms of retention. See OpenAI's data controls.

Saved chats and staff review

We save a conversation for seven days from its creation. Reopening, renaming or continuing it does not extend that period. You can delete a saved chat earlier using its Delete control to remove its saved content. At expiry, the conversation becomes unavailable and its expired saved content is removed by retention cleanup.

Separately, authorized staff may review questions and visible replies to check service quality and investigate problems. This restricted copy is kept for seven days from the original question. Deleting a saved chat does not delete the staff copy before its own expiry or erase OpenAI's logs and temporary caches. If you rate a reply, we also keep the rating, issue category and any note you choose to submit for staff review. This feedback expires with the original question's seven-day staff-review period.

Usage and billing records follow their separate recordkeeping requirements. CSV exports follow the file expiry shown in Downloads; deleting a chat does not delete those files or copies you have downloaded. The database backup retention described below also applies separately.

Data Storage and Backups

Our primary database is hosted in Canada. For disaster recovery, we may store database backups with Cloudflare R2 in the United States. These backups may include personal information held in our database and are encrypted in transit and at rest.

Data Retention

We retain personal information only as long as necessary to fulfill the purposes for which it was collected, or as required by law. You may request deletion of your personal information at any time by contacting us.

When we use Cloudflare R2 database backups, we configure them to expire 14 days after creation. Deletion is asynchronous, so expired backups may remain stored until deletion completes.

Data Security

We implement reasonable technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. However, no method of transmission over the internet or electronic storage is completely secure.

Your Rights

Under PIPEDA, you have the right to:

• Access the personal information we hold about you
• Request correction of inaccurate information
• Withdraw consent for the collection or use of your information
• Request deletion of your personal information

To exercise any of these rights, please contact us at [email protected].

Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices of those websites and encourage you to review their privacy policies.

Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated effective date. Continued use of our website after changes constitutes acceptance of the revised policy.

Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us:

Vynn.AI
PO Box 32004 RPO Riverside
Windsor ON N8S 4T8
Canada
[email protected]