Privacy Policy

Dynition, Inc. ("Dynition," "we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website (dynition.com), use our AI-powered customer intelligence platform (the "Service"), or interact with us in any other way.

Dynition provides AI-powered operations and customer intelligence solutions for manufacturers and distributors. Our platform helps businesses automate quoting, order processing, email responses, churn detection, and cross-sell opportunities.

Please read this Privacy Policy carefully. By accessing or using our Service, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy. If you do not agree with our policies and practices, please do not use our Service.

1. Introduction

1.1 Our Roles in Data Processing

Dynition acts in different capacities when processing personal data:

Data Controller: When you sign up for our Service, visit our website, or interact with us directly, we act as the data controller and determine the purposes and means of processing your personal data.

Data Processor: When our customers use our Service to process their own customer data ("Customer Data"), we act as a data processor on behalf of our customers, who are the data controllers. Processing of Customer Data is governed by our Data Processing Agreement.

2. Information We Collect

2.1 Information You Provide Directly

• Account Information: Name, email address, phone number, company name, job title, billing address, and payment information when you create an account or subscribe to our Service.
• Communications: Information you provide when you contact us for support, respond to surveys, or communicate with us through any channel.
• Integration Data: Credentials and configuration information for connecting third-party systems such as ERP, email, and e-commerce platforms.
• Event Registration: Information provided when registering for webinars, demos, or other events.

2.2 Information Collected Automatically

• Usage Data: Information about how you interact with our Service, including features used, actions taken, time spent, and navigation patterns.
• Device Information: Device type, operating system, browser type and version, unique device identifiers, and mobile network information.
• Log Data: IP addresses, access times, pages viewed, referring URLs, and other standard web log information.
• Cookies and Tracking Technologies: Information collected through cookies, pixel tags, and similar technologies. See Section 7 for more details.

2.3 Customer Data

When our customers use the Service, they may upload or transmit Customer Data, which may include their customers' contact information, order histories, communication records, quotes, invoices, and other business data. We process Customer Data solely on behalf of and according to the instructions of our customers, as set forth in our Customer Terms of Service and Data Processing Agreement.

2.4 Information from Third Parties

• Business Partners: Information from our channel partners, resellers, and referral sources.
• Third-Party Integrations: Data from connected third-party services when you authorize such integrations.
• Publicly Available Sources: Business contact information from publicly available sources to improve our services.

3. How We Use Your Information

3.1 Provide and Improve the Service

• Create and manage your account
• Process transactions and send related information
• Provide customer support and respond to inquiries
• Deliver AI-powered insights, analytics, and automation features
• Develop, test, and improve our Service and AI models
• Monitor and analyze usage trends and preferences

3.2 AI and Machine Learning

We use data to train, develop, and improve our AI models and machine learning algorithms. When using Customer Data for these purposes, we apply appropriate safeguards including aggregation, anonymization, or pseudonymization where feasible. You may opt out of having your Customer Data used for AI model training by contacting us at privacy@dynition.com.

3.3 Communications

• Send transactional emails about your account, billing, and service updates
• Send marketing communications about our products, services, and events (with your consent where required)
• Respond to your comments, questions, and requests

3.4 Security and Legal Compliance

• Protect against fraud, abuse, and unauthorized access
• Enforce our terms of service and acceptable use policies
• Comply with legal obligations and respond to lawful requests
• Protect the rights, property, and safety of Dynition, our customers, and others

4. How We Share Your Information

We do not sell your personal information. We may share your information in the following circumstances:

4.1 Service Providers

We share information with third-party vendors, consultants, and service providers who perform services on our behalf, such as cloud hosting, payment processing, email delivery, analytics, and customer support. These providers are bound by contractual obligations to protect your information and use it only for the purposes for which we disclose it.

4.2 Business Transfers

If Dynition is involved in a merger, acquisition, financing, reorganization, bankruptcy, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any change in ownership or control of your personal information.

4.3 Legal Requirements

We may disclose your information if required to do so by law or in response to valid requests by public authorities, or when we believe disclosure is necessary to protect our rights, protect your safety or the safety of others, investigate fraud, or respond to a government request.

4.4 With Your Consent

We may share your information with third parties when you have given us your consent to do so.

4.5 Aggregated or De-identified Information

We may share aggregated or de-identified information that cannot reasonably be used to identify you for research, analytics, benchmarking, or other business purposes.

5. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes for which it was collected, including to satisfy any legal, accounting, or reporting requirements.

• Account Data: Retained for the duration of your account and for a reasonable period thereafter for legal and business purposes.
• Customer Data: Retained according to our agreement with the customer and deleted upon request or termination, subject to legal retention requirements.
• Marketing Data: Retained until you unsubscribe or for a reasonable period of inactivity.
• Log Data: Generally retained for up to 12 months for security and operational purposes.

6. Data Security

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

• Encryption of data in transit (TLS) and at rest
• Role-based access controls and authentication mechanisms
• Regular security assessments and vulnerability testing
• Employee training on data protection and security practices
• Incident response and breach notification procedures
• Secure cloud infrastructure with industry-standard certifications

While we strive to protect your personal information, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security.

7. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to collect and use information about you and your interaction with our Service. Cookies are small data files stored on your device.

7.1 Types of Cookies We Use

• Essential Cookies: Required for the Service to function properly. These cannot be disabled.
• Analytics Cookies: Help us understand how visitors interact with our Service to improve user experience.
• Functional Cookies: Enable enhanced functionality and personalization.
• Marketing Cookies: Used to deliver relevant advertisements and track campaign effectiveness.

7.2 Managing Cookies

You can control cookies through your browser settings and through our cookie consent banner. You may also opt out of interest-based advertising through the Digital Advertising Alliance or Network Advertising Initiative.

8. Your Privacy Rights and Choices

Depending on your location and applicable law, you may have certain rights regarding your personal information:

8.1 General Rights

• Access: Request access to the personal information we hold about you.
• Correction: Request correction of inaccurate or incomplete personal information.
• Deletion: Request deletion of your personal information, subject to certain exceptions.
• Portability: Request a copy of your personal information in a structured, machine-readable format.
• Objection: Object to processing of your personal information in certain circumstances.
• Withdrawal of Consent: Withdraw consent where processing is based on consent.

8.2 Marketing Communications

You may opt out of receiving marketing communications at any time by clicking the "unsubscribe" link in our emails, updating your communication preferences in your account settings, or contacting us at privacy@dynition.com.

8.3 Exercising Your Rights

To exercise your privacy rights, please submit a request to privacy@dynition.com. We will respond to your request within the timeframes required by applicable law. We may need to verify your identity before processing your request.

If you wish to exercise your rights regarding Customer Data that we process on behalf of one of our customers, please contact that customer directly.

9. California Privacy Rights (CCPA/CPRA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA):

• Right to Know: Request disclosure of the categories and specific pieces of personal information we have collected about you.
• Right to Delete: Request deletion of personal information we have collected from you.
• Right to Correct: Request correction of inaccurate personal information.
• Right to Opt-Out: Opt out of the "sale" or "sharing" of personal information. We do not sell personal information in the traditional sense, but you may opt out of sharing for targeted advertising.
• Right to Non-Discrimination: We will not discriminate against you for exercising your privacy rights.

To exercise your California privacy rights, contact us at privacy@dynition.com.

10. International Data Transfers

Dynition is headquartered in the United States. Your information may be transferred to, stored, and processed in the United States or other countries where we or our service providers operate. These countries may have data protection laws that differ from those in your jurisdiction.

When we transfer personal information from the European Economic Area (EEA), United Kingdom (UK), or Switzerland, we implement appropriate safeguards, including:

• Standard Contractual Clauses approved by the European Commission
• UK Addendum to Standard Contractual Clauses
• EU-U.S. Data Privacy Framework certification (where applicable)
• Supplementary technical and organizational measures

11. European Privacy Rights (GDPR)

If you are located in the EEA or UK, you have additional rights under the General Data Protection Regulation (GDPR) and UK GDPR:

11.1 Legal Basis for Processing

We process your personal data based on one or more of the following legal bases:

• Contract: Processing necessary for the performance of our contract with you.
• Legitimate Interests: Processing necessary for our legitimate interests, such as improving our services, marketing, and fraud prevention.
• Consent: Processing based on your explicit consent.
• Legal Obligation: Processing necessary to comply with legal requirements.

11.2 Additional GDPR Rights

In addition to the rights described in Section 8, you have the right to lodge a complaint with your local data protection authority if you believe we have violated applicable data protection laws.

12. Children's Privacy

Our Service is not intended for children under the age of 16, and we do not knowingly collect personal information from children under 16. If we learn that we have collected personal information from a child under 16, we will take steps to delete such information promptly. If you believe we have collected information from a child under 16, please contact us at privacy@dynition.com.

13. Third-Party Links and Services

Our Service may contain links to third-party websites, services, or integrations. We are not responsible for the privacy practices of these third parties. We encourage you to review the privacy policies of any third-party services you access through our Service.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable laws. We will post the updated Privacy Policy on this page and update the "Last Updated" date. If we make material changes, we will notify you by email or through our Service prior to the changes becoming effective. Your continued use of the Service after such notice constitutes your acceptance of the updated Privacy Policy.

15. Contact Us

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

Dynition, Inc.
Attn: Privacy Team
Email: privacy@dynition.com
Website: www.dynition.com

16. Data Processing Agreement

For customers who require a Data Processing Agreement (DPA) to comply with GDPR or other data protection regulations, we offer a standard DPA that covers our processing of Customer Data. Please contact us at legal@dynition.com to request a copy.

16.1 Subprocessors

We use certain third-party subprocessors to assist in providing our Service. A current list of our subprocessors is available at dynition.com/subprocessors and includes providers for cloud hosting, email delivery, payment processing, and customer support. We will provide notice of any new subprocessors in accordance with our DPA.

Thank you for trusting Dynition with your data.