Last updated: 24 October 2025
Disclaimer: This draft Privacy Policy is provided for general informational purposes only. It is not legal advice. You should consult a qualified attorney to ensure your privacy policy complies with applicable laws.
1. Introduction
VyntraAI (“we”, “us”, or “our”) provides an AI‑powered virtual receptionist service designed to answer calls, respond to messages and book appointments on behalf of small businesses. This Privacy Policy explains how we collect, use, disclose and protect personal information when you visit our website or use our Service.
By using the Service, you consent to the practices described in this Privacy Policy. If you do not agree with this Policy, do not use the Service.
2. Information We Collect
We collect several types of information to provide and improve our Service:
2.1. Information You Provide Directly
- Registration and contact details. When you create an account or contact us, you may provide your name, business name, email address, phone number and payment information.
- Communication Data. When you use the Service to handle calls, chat or SMS messages, the Service processes call audio, caller ID, transcripts, appointment details and notes. You control what information you collect through calls and messages, and you are responsible for obtaining consent from callers or correspondents as required by law.
2.2. Information We Collect Automatically
- Usage Data. We may collect information about your interactions with the Service, such as session duration, feature usage, pages visited, and referring URLs. This information helps us improve performance and user experience.
- Device and Log Data. We may automatically collect technical data such as your IP address, browser type, operating system, device identifiers and timestamps when you access our website.
- Cookies and Similar Technologies. We use cookies and similar technologies to recognize your browser or device, remember your preferences and analyze how you use the Service. You can control cookies through your browser settings, but disabling cookies may affect your ability to use certain features.
2.3. Information from Third Parties
If you integrate a third‑party calendar or CRM into the Service, we may receive contact and scheduling information from those services. We may also obtain information from phone carriers or messaging platforms to deliver the Service.
3. How We Use Your Information
We use personal information for the following purposes:
- To provide and maintain the Service. We use Communication Data and other personal information to answer calls, qualify leads, book appointments and deliver transcripts to your team.
- To improve and develop the Service. We analyze usage patterns and communication data to improve our algorithms and develop new features.
- To communicate with you. We use your contact information to send administrative messages, respond to inquiries, and provide customer support. We may also send marketing emails, with your consent or as otherwise permitted by law.
- For billing and account management. We use payment information to process subscription fees and manage accounts.
- To comply with legal obligations. We may use and disclose personal information as required by law or legal processes, such as responding to subpoenas or regulatory requests.
4. Legal Basis for Processing (If Applicable)
For users in jurisdictions that require a legal basis for processing personal data (e.g., the European Economic Area), our legal bases include: (a) performing our contract with you; (b) our legitimate interests in providing and improving the Service; (c) your consent, where required; and (d) compliance with legal obligations.
5. How We Share Information
We may share personal information in the following circumstances:
- Service Providers. We use third‑party vendors to host our infrastructure, process payments, analyze usage and send communications. These service providers may only use information as necessary to perform services on our behalf.
- Business Transfers. If we merge, sell or transfer part of our business, personal information may be transferred as part of that transaction.
- Legal Requirements. We may disclose personal information if required by law, regulation, or legal process or to protect our rights or the rights of others.
- With Your Consent. We may share information with third parties when you give us your consent or direct us to do so, such as connecting the Service to a CRM or calendar provider.
We do not sell personal information to third parties.
6. Data Retention
We retain personal information for as long as necessary to provide the Service, comply with legal obligations, resolve disputes and enforce agreements. Call audio and transcripts may be retained for a limited period (for example, 30–90 days) unless you request deletion sooner. If you cancel your subscription, we will retain data for a reasonable period required to wind down the account and comply with legal and accounting requirements.
7. Data Security
We implement technical and organizational measures to protect personal information against unauthorized access, loss, misuse or alteration. These measures include encryption of data in transit, secure data storage and restricted access to personnel who need the information to perform their duties. However, no system is completely secure; we cannot guarantee absolute security.
8. International Data Transfers
VyntraAI is based in Canada but may use service providers or process data in other countries. By using the Service, you consent to the transfer of your personal information to countries outside your country of residence that may have different data protection laws.
9. Your Rights and Choices
Depending on your jurisdiction, you may have rights regarding your personal information, such as:
- Access and correction. You can request access to or correction of personal information we hold about you.
- Deletion. You can request that we delete certain personal information, subject to exceptions allowed by law.
- Objection and restriction. You may object to or request restriction of certain processing of your personal information.
- Opt‑out of marketing communications. You can unsubscribe from marketing emails via the link provided in those emails.
To exercise these rights, please contact us at vyntrasystems@gmail.com. We may require verification of your identity before responding to your request.
10. Children’s Privacy
Our Service is intended for business use and not directed to children under the age of 16. We do not knowingly collect personal information from children. If you believe that we have collected information from a child, please contact us so we can delete it.
11. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. If we make material changes, we will provide notice through our website or by other means. Your continued use of the Service after the effective date of the updated policy constitutes acceptance of the revised terms.
12. Contact Us
If you have questions or concerns about this Privacy Policy or our data practices, please contact us at: vyntrasystems@gmail.com