Privacy Policy

Overview

This Privacy Policy describes how Vaaya.ai ("Vaaya," "we," "us," or "our") collects, uses, and discloses information about end users participating in research services and visitors to our website. When providing research services on behalf of our enterprise customers, Vaaya operates as a "Processor" while our enterprise customers function as "Data Controllers."

By using our services or visiting our website, you acknowledge that you have read and understood this Privacy Policy.

Collection of Information

Information You Provide Directly

We collect information that you provide directly to us, which may include:

• Name and contact information (email address, phone number)
• Company name and job title
• Demographic information such as age, location, and occupation
• Responses and feedback provided during research sessions
• Audio and video recordings from research interviews (with your consent)
• Any other information you choose to provide during our services

Information Collected Automatically

When you access our website or services, we automatically collect certain information, including:

• Device information: hardware model, operating system version, browser type
• Log information: IP address, access times, pages viewed, and links clicked
• Usage data: how you interact with our services and website
• Cookies and similar tracking technologies

Use of Information

We use the information we collect to:

• Provide, maintain, and improve our research services
• Conduct user research on behalf of our enterprise customers
• Process and analyze research data to generate insights
• Communicate with you about our services, including sending technical notices and security alerts
• Respond to your inquiries and provide customer support
• Monitor trends, usage patterns, and activities
• Detect, investigate, and prevent security incidents and fraudulent activity
• Comply with legal obligations
• Create anonymized or aggregated information for analytical purposes

Disclosure of Information

We may share your information with:

• Enterprise Customers: We share research data and insights with the enterprise customers who engaged us to conduct the research
• Service Providers: Third-party vendors who assist with web hosting, analytics, payment processing, and fraud prevention
• Legal Requirements: Law enforcement, government authorities, or other parties when required by law or to protect our rights
• Professional Advisors: Lawyers, accountants, and other professional advisors as necessary
• Business Transfers: In connection with any merger, acquisition, or sale of company assets
• Aggregated Data: We may share anonymized, aggregated information that cannot identify you

Data Transfers

Vaaya is based in the United States. Your personal information may be transferred to, stored, and processed in the United States or other countries where our service providers operate. These countries may have data protection laws that differ from your country of residence.

When we transfer personal information across borders, we implement appropriate safeguards, including Standard Contractual Clauses approved by relevant authorities, to ensure your data is protected in accordance with this Privacy Policy.

Data Retention

We retain personal information for as long as necessary to fulfill the purposes for which it was collected, including to satisfy legal, accounting, or reporting requirements. Research data is typically retained for the duration of our engagement with the enterprise customer plus any additional period required by law or contract.

Your Rights and Choices

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

• Access: Request access to the personal information we hold about you
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal information
• Portability: Request a copy of your data in a portable format
• Objection: Object to certain types of processing
• Withdrawal of Consent: Withdraw consent where processing is based on consent

To exercise these rights, please contact us at privacy@vaaya.ai.

European, UK, and Swiss Residents

Legal Basis for Processing

When we process your personal data as a processor on behalf of enterprise customers, the customer determines the lawful basis for processing. This may include:

• Performance of a contract
• Legitimate interests pursued by us or our customers
• Compliance with legal obligations
• Your explicit consent

Data Subject Rights

If you are located in the European Economic Area, United Kingdom, or Switzerland, you have additional rights under applicable data protection laws. Requests related to data processed on behalf of enterprise customers will be forwarded to the relevant customer as the data controller.

Regulatory Complaints

You have the right to lodge a complaint with your local data protection authority:

• EEA: Your local supervisory authority or the European Data Protection Board
• UK: Information Commissioner's Office (ICO)
• Switzerland: Federal Data Protection and Information Commissioner

Security

We implement appropriate 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, and we cannot guarantee absolute security.

Children's Privacy

Our services are not directed to children under 16 years of age. 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.

Changes to This Policy

We may update this Privacy Policy from time to time. If we make material changes, we will notify you by posting the updated policy on our website with a new "Last Updated" date. We encourage you to review this Privacy Policy periodically.

Contact Us

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