Privacy and processing policy for Vintra

1. Who we are

Vintra is operated as a website and chatbot service under Polyscope Secker. The service may be used for websites, widgets, support, and AI-assisted dialogue.

2. Roles and responsibilities

For our own site and support operations, Vintra is responsible for the processing carried out in connection with our own website and internal workflows. For customer-based widget and chatbot deployments, Vintra may act as a processor on behalf of the customer when the processing is carried out under contract.

• The customer is usually responsible for personal data collected through its own site or solution.
• Vintra supports operations, storage, and support in line with the agreement and available functionality.
• The exact roles and responsibilities can vary by solution.

3. What information may be processed

We process only information that is necessary to provide the service or handle support and operations.

• Contact details such as name, email, and phone number when you use contact or support features.
• Technical data such as browser, device, IP address, and logs that support security and operations.
• Chat, widget, and support data when a conversation or configuration is stored in the system.
• Preferences and browser storage used to remember language, theme, and other necessary settings.

4. Purposes and legal basis

The information is used to operate the service, provide support, maintain security, and improve functionality. The specific legal basis depends on the use case and may include contract, necessary processing for service delivery, legitimate interest, or consent where relevant.

• Operation of the website, widget, and admin experience.
• Support, troubleshooting, and user communication.
• Security, monitoring, and protection against misuse.

5. Storage, sub-processors, and regions

We use secure backend systems for storage and administration. In the current implementation, Firebase/Firestore and Firebase Authentication are important parts of the setup, and AI functionality may use a selected Gemini integration.

• Backend storage and authentication are tied to the systems selected for the specific configuration.
• Sub-processors may be used for hosting, storage, support, and technical maintenance.
• The specific region and provider can vary by setup and agreement.

6. AI and chat

Chat and AI features may be used to support dialogue and assistance. Data may be stored to preserve context and support follow-up, but we encourage you not to share sensitive information more than necessary.

• Chat history may be stored as part of operations and support.
• AI responses are guidance only and should not replace legal, medical, or other professional advice.
• Core privacy and security requirements apply to AI and chat data the same way as to other processing.

7. Retention and deletion

We retain information only as long as it is necessary for service delivery, support, security, and any legal requirements. When it is no longer needed, it is deleted or anonymized within a reasonable period.

• Active operations and support data may be retained while the service or agreement is active.
• Temporary logs and technical data are removed on an ongoing basis.
• You can request deletion or correction where that is practical and lawful.

8. Your rights

You have rights to access, correction, restriction, and deletion under applicable law. You may also file a complaint with relevant supervisory authorities if you believe the processing is incorrect.

• Request access to the data we process about you.
• Request correction of inaccurate information.
• Request deletion where processing is no longer necessary.
• Ask questions about how we use your data.

9. Changes and contact

This policy may be updated when the service, technology, or legal requirements change. We publish updated versions on this page and can provide more detailed information when needed.