Privacy Policy

1. Introduction and Scope

This Privacy Policy ("Policy") describes how Mad Hat Media LLC ("Company," "we," "us," or "our"), operating under the trade name VynTris, collects, receives, accesses, monitors, records, processes, stores, uses, shares, transfers, discloses, retains, commercializes, and protects information in connection with the VynTris platform, website (VynTris.com), software, dashboards, APIs, integrations, tracking technologies, scripts, analytics systems, AI systems, reports, tools, features, and all related services (collectively, the "Services").

This Policy applies to all users of the Services, including registered account holders, workspace administrators, team members, website visitors, API consumers, and any individual or entity that accesses, interacts with, or is affected by the Services, regardless of location, device, or method of access.

By accessing, using, registering for, or otherwise interacting with the Services, you acknowledge that you have read, understood, and agree to the collection, processing, storage, and use of your information as described in this Policy. If you do not agree to this Policy, you must immediately discontinue all use of the Services.

This Policy is incorporated into and forms part of our Terms & Conditions. Capitalized terms not defined herein have the meanings assigned to them in the Terms & Conditions.

2. Information We Collect

We collect information through multiple channels and methods. The types of information we collect include, without limitation:

2.1 Information You Provide Directly

• Account registration data: full name, email address, password (stored in hashed form), billing profile information, and company or organization name;
• Payment and billing data: credit card details, billing addresses, transaction history, wallet balances, payment method identifiers, and invoicing information (processed through third-party payment processors);
• Workspace and configuration data: domains, websites, keywords, search contexts, AI contexts, location profiles, pin locations, tracked phrases, SEO settings, platform preferences, and workspace configurations;
• Communications: emails, support requests, feedback, survey responses, and any other communications you send to us;
• User-generated content: task notes, annotations, reports, exports, and any content you create within the Services; and
• Terms acceptance data: timestamp of Terms of Service acceptance, IP address at time of acceptance, and browser user agent string.

2.2 Information Collected Automatically

• Device and technical data: IP address, browser type and version, operating system, device type, screen resolution, language preferences, time zone, and unique device identifiers;
• Usage and interaction data: pages visited, features used, clicks, navigation patterns, session duration, frequency of use, search queries, API calls, and interaction timestamps;
• Log data: server logs, error logs, access logs, security logs, API request logs, and diagnostic data;
• Cookie and tracking data: cookies, web beacons, pixels, local storage, session storage, and similar tracking technologies (see Section 9); and
• Geolocation data: approximate geographic location derived from IP address, GPS coordinates (if permitted), and location-related metadata.

2.3 Information from Third-Party Sources

• Search engine data: rankings, visibility metrics, search performance data, and indexing information from Google, Bing, and other search engines via APIs and third-party data providers;
• AI platform data: visibility metrics, mentions, citations, and appearance data from AI platforms including OpenAI (ChatGPT), Google AI Overview, and others;
• Google Search Console data: search analytics, performance reports, indexing status, and related data when you authorize the integration;
• Backlink data: referring domains, link profiles, anchor text, and related metrics from third-party backlink analysis providers;
• Payment processor data: transaction confirmations, payment status, fraud screening results, and billing verification data; and
• Publicly available data: publicly accessible website content, metadata, DNS records, and publicly listed business information.

2.4 Website Visitor Data (Collected via Tracking Technologies)

When you install VynTris tracking code, scripts, or related technologies on your website, we may collect information about your website's visitors, including:

• Visitor analytics: page views, session counts, unique visitors, bounce rates, referral sources, entry and exit pages, and traffic patterns;
• Behavioral data: mouse movements, clicks, scroll depth, hover activity, form interactions, navigation behavior, and engagement metrics;
• Session recordings and replay data: visual recordings of visitor sessions, including interactions, clicks, scrolling, and page navigation;
• Technical visitor data: visitor IP addresses, browser information, device information, operating system, screen dimensions, and connection type;
• Conversion and attribution data: goal completions, conversion events, referral attribution, campaign tracking parameters, and funnel activity; and
• Custom event data: any custom events, properties, or metadata configured by the website owner through the tracking implementation.

You, as the website owner, are solely responsible for obtaining all legally required consents from your website visitors before enabling tracking, session recording, or data collection through the Services. Please refer to our Terms & Conditions, Section 5 (User Compliance Obligations) for your full responsibilities.

3. How We Use Your Information

We use the information we collect for the following purposes, including but not limited to:

3.1 Service Delivery and Operations

• Providing, operating, maintaining, securing, and improving the Services;
• Processing registrations, authenticating users, and managing accounts;
• Processing payments, managing subscriptions, credit wallets, and billing;
• Delivering analytics, reports, dashboards, rankings, visibility metrics, AI insights, and tracking data;
• Enabling integrations with third-party platforms, APIs, and services; and
• Providing customer support, responding to inquiries, and resolving issues.

3.2 Research, Development, and Improvement

• Developing new products, features, technologies, and services;
• Conducting internal research, testing, diagnostics, and quality assurance;
• Training, refining, validating, and improving artificial intelligence systems, machine learning models, and automated technologies;
• Benchmarking, analytics, statistical analysis, and performance optimization;
• Creating aggregated, anonymized, pseudonymized, or de-identified datasets for analysis and product improvement; and
• Developing commercial intelligence, market insights, and industry research.

3.3 Communications

• Sending service-related notifications, account alerts, billing notifications, security alerts, and system updates;
• Sending marketing communications, product announcements, newsletters, and promotional materials (where permitted by law and subject to your preferences); and
• Responding to your inquiries, requests, feedback, and support tickets.

3.4 Security, Compliance, and Enforcement

• Detecting, preventing, and addressing fraud, abuse, security incidents, and technical issues;
• Enforcing our Terms & Conditions, policies, and legal rights;
• Complying with applicable laws, regulations, legal processes, and governmental requests;
• Protecting the rights, property, safety, and security of Mad Hat Media LLC, our users, and the public; and
• Monitoring compliance with acceptable use policies and detecting prohibited activities.

3.5 Commercial and Business Purposes

• Marketing, advertising, promoting, and demonstrating Mad Hat Media LLC products and services;
• Licensing, sharing, distributing, or selling aggregated data, analytics, insights, reports, or derivative datasets to third parties;
• Facilitating business transactions, mergers, acquisitions, asset sales, or corporate restructurings; and
• Any other lawful business, commercial, operational, or strategic purpose determined by Mad Hat Media LLC.

4. Legal Bases for Processing

Where applicable law requires a legal basis for processing personal information, we rely on one or more of the following:

• Contractual necessity: processing is necessary to perform our contract with you (the Terms & Conditions) and to provide the Services;
• Consent: you have provided consent to the processing, including through electronic acceptance of these policies;
• Legitimate interests: processing is necessary for our legitimate business interests, including product improvement, security, fraud prevention, marketing, analytics, research, and commercial operations, provided such interests are not overridden by your rights;
• Legal obligations: processing is necessary to comply with applicable laws, regulations, or legal processes; and
• Vital interests: processing is necessary to protect the vital interests of any individual.

5. Sharing, Disclosure, and Transfer of Information

We may share, disclose, transfer, license, sell, or otherwise distribute your information, including personal information, to the following categories of recipients and for the following purposes:

5.1 Service Providers and Vendors

We share information with third-party service providers who perform services on our behalf, including cloud hosting providers, payment processors, email service providers, analytics providers, customer support tools, security services, and infrastructure providers. These providers are contractually required to use your information only for the purposes of providing services to us.

5.2 Third-Party Data Partners

We reserve the right to share, license, sell, or distribute collected data, analytics, insights, aggregated datasets, anonymized datasets, non-anonymized datasets, derived data, and commercial intelligence to affiliates, subsidiaries, partners, advertisers, data brokers, analytics companies, research organizations, investors, acquirers, and other third parties at our sole discretion and for any lawful purpose.

5.3 Third-Party Integrations and APIs

When you connect third-party services (such as Google Search Console), we exchange data with those services as authorized by you. Those third-party services have their own privacy policies and terms, and we are not responsible for their data practices.

5.4 Legal and Safety Disclosures

We may disclose information when we believe in good faith that disclosure is necessary to comply with applicable law, regulation, legal process, subpoena, court order, or governmental request; to enforce our Terms & Conditions or other policies; to protect the rights, property, or safety of Mad Hat Media LLC, our users, or the public; to detect, prevent, or address fraud, abuse, security, or technical issues; or to respond to an emergency.

5.5 Business Transfers

In the event of a merger, acquisition, reorganization, bankruptcy, dissolution, sale of assets, or other business transaction, your information may be transferred, sold, assigned, or otherwise disclosed to the acquiring entity, successor, or purchaser as part of such transaction. We may also share information during due diligence and negotiations related to such transactions.

5.6 With Your Consent

We may share your information in other circumstances with your consent or at your direction.

6. Data Retention

We retain information for as long as necessary to fulfill the purposes described in this Policy, comply with our legal obligations, resolve disputes, enforce our agreements, and protect our legitimate business interests.

Specific retention practices include:

• Account data: retained for the duration of your account and for a reasonable period thereafter for legal, compliance, and business purposes;
• Analytics and tracking data: may be retained indefinitely at our sole discretion, including after account termination, cancellation, or removal of tracking technologies;
• Billing and payment data: retained as required by applicable tax, accounting, and financial regulations;
• Communications and support data: retained for a reasonable period for quality assurance, training, and dispute resolution;
• Aggregated and derived data: retained indefinitely, as such data does not identify individual users; and
• Legal and compliance data: retained as required by applicable law or as necessary to protect our legal rights.

You acknowledge and agree that Mad Hat Media LLC has no obligation to delete, return, anonymize, or destroy any collected or derived data unless expressly required by applicable law and agreed to in writing by the Company.

7. Data Security

We implement reasonable administrative, technical, and physical security measures designed to protect your information from unauthorized access, use, alteration, disclosure, destruction, and loss. These measures include encryption, access controls, secure infrastructure, monitoring, and regular security assessments.

However, no method of electronic transmission or data storage is completely secure. We cannot and do not guarantee the absolute security of your information. You acknowledge and accept the inherent risks of transmitting information over the internet and using cloud-based services.

You are responsible for maintaining the security of your account credentials, passwords, API keys, and connected systems. You must immediately notify us of any suspected unauthorized access to your account.

Mad Hat Media LLC shall not be liable for any unauthorized access, data breach, security incident, hacking event, interception, or disclosure of information resulting from factors outside our reasonable control, including your failure to maintain adequate security measures.

8. International Data Transfers

Your information may be transferred to, stored in, and processed in countries other than your country of residence, including the United States. These countries may have data protection laws that differ from those of your jurisdiction.

By using the Services, you expressly consent to the transfer of your information to the United States and to other jurisdictions where Mad Hat Media LLC, its affiliates, service providers, or partners operate. We will take reasonable steps to ensure that your information receives an adequate level of protection in the jurisdictions in which we process it.

If you are located in the European Economic Area (EEA), United Kingdom (UK), or Switzerland, and your personal data is transferred outside of those regions, we will rely on appropriate transfer mechanisms, such as Standard Contractual Clauses, adequacy decisions, or your explicit consent, as applicable.

9. Cookies and Tracking Technologies

We use cookies, web beacons, pixels, local storage, session storage, and similar tracking technologies to operate, secure, and improve the Services, and to collect usage information. These technologies may be placed by us or by third-party providers we work with.

The types of cookies and tracking technologies we use include:

• Essential cookies: required for authentication, security, session management, and core functionality of the Services;
• Functional cookies: remember your preferences, settings, language, and customization choices;
• Analytics cookies: collect information about how you use the Services, including pages visited, features used, and interaction patterns;
• Performance cookies: monitor system performance, load times, error rates, and infrastructure health; and
• Marketing cookies: track activity across websites to deliver relevant advertisements and measure campaign effectiveness (where applicable).

You can manage cookie preferences through your browser settings. Disabling certain cookies may affect the functionality of the Services. By continuing to use the Services, you consent to our use of cookies and tracking technologies as described herein.

10. Your Privacy Rights

Depending on your jurisdiction and applicable law, you may have certain rights regarding your personal information. These rights may include:

• Right to access: request confirmation of whether we process your personal information and obtain a copy of such information;
• Right to rectification: request correction of inaccurate or incomplete personal information;
• Right to deletion: request deletion of your personal information, subject to legal retention requirements and our legitimate interests;
• Right to restrict processing: request that we limit the processing of your personal information in certain circumstances;
• Right to data portability: request a copy of your personal information in a structured, commonly used, machine-readable format;
• Right to object: object to processing of your personal information based on legitimate interests or for direct marketing purposes;
• Right to withdraw consent: withdraw previously given consent at any time, without affecting the lawfulness of processing based on consent before its withdrawal; and
• Right to non-discrimination: exercise your privacy rights without receiving discriminatory treatment.

To exercise any of these rights, please contact us at privacy@VynTris.com. We will respond to verifiable requests within the timeframes required by applicable law. We may require identity verification before processing your request.

Please note that certain rights may be limited by applicable law, our legitimate interests, legal obligations, or the rights of others. We reserve the right to deny requests where permitted by law.

Important: Exercising deletion or restriction rights may affect your ability to use the Services. Deletion of your account does not necessarily result in deletion of all data, as we may retain aggregated, anonymized, derived, or commercially licensed data as described in this Policy and our Terms & Conditions.

11. California Privacy Rights (CCPA/CPRA)

If you are a California resident, you may have additional rights under the California Consumer Privacy Act (CCPA) as amended by the California Privacy Rights Act (CPRA), including:

• The right to know what personal information we collect, use, disclose, sell, or share;
• The right to delete personal information, subject to exceptions;
• The right to correct inaccurate personal information;
• The right to opt out of the sale or sharing of personal information;
• The right to limit the use of sensitive personal information; and
• The right to non-discrimination for exercising your privacy rights.

We may share or disclose personal information for business purposes as described in this Policy. To the extent such disclosures constitute a "sale" or "sharing" under the CCPA/CPRA, California residents may opt out by contacting us at privacy@VynTris.com.

We do not knowingly sell or share the personal information of consumers under the age of 16.

12. European Privacy Rights (GDPR)

If you are located in the European Economic Area (EEA), United Kingdom, or Switzerland, you may have additional rights under the General Data Protection Regulation (GDPR) or equivalent legislation, including the rights described in Section 10 above.

You also have the right to lodge a complaint with your local data protection supervisory authority if you believe your rights have been violated.

For GDPR-related inquiries, please contact us at privacy@VynTris.com.

13. Children's Privacy

The Services are not directed to children under the age of 18. We do not knowingly collect, solicit, or process personal information from children under 18 years of age. If we become aware that we have collected personal information from a child under 18, we will take reasonable steps to delete such information promptly.

If you believe that a child under 18 has provided personal information to us, please contact us immediately at privacy@VynTris.com.

14. Do Not Track Signals

Some browsers transmit "Do Not Track" (DNT) signals. There is currently no uniform standard for interpreting DNT signals. The Services do not currently respond to DNT signals. We will continue to monitor developments around DNT standards and may update our practices accordingly.

15. Third-Party Links and Services

The Services may contain links to third-party websites, applications, or services that are not owned or controlled by Mad Hat Media LLC. This Policy does not apply to third-party services. We are not responsible for the privacy practices, content, security, or data handling of any third-party service. We encourage you to review the privacy policies of any third-party services you interact with.

16. AI and Automated Processing

The Services may use artificial intelligence, machine learning, and automated processing technologies to generate insights, recommendations, reports, classifications, visibility scores, and other outputs. These automated processes may involve:

• Analyzing website performance, search rankings, and AI visibility data;
• Generating automated recommendations and actionable insights;
• Classifying and categorizing content, keywords, and search contexts;
• Processing and correlating data from multiple sources; and
• Training and improving AI models using collected and derived data.

AI-generated outputs may contain inaccuracies, omissions, or errors. You should independently verify AI-generated content before relying upon it for decisions.

You consent to the use of your data for AI training, model improvement, and automated processing as described in this Policy and our Terms & Conditions.

17. Data Breach Notification

In the event of a data breach involving personal information that triggers notification obligations under applicable law, we will make reasonable efforts to notify affected individuals and relevant authorities within the timeframes required by applicable law.

Notification may be provided through email, in-product notification, website posting, or other methods deemed appropriate under the circumstances. Mad Hat Media LLC shall not be liable for any damages arising from a data breach except to the extent required by applicable law, subject to the limitations of liability described in our Terms & Conditions.

18. Changes to This Privacy Policy

We reserve the right to modify, amend, update, or replace this Privacy Policy at any time at our sole discretion. We will post the updated Policy on this page and update the "Last updated" date. Material changes may be communicated through email, dashboard notifications, or other methods at our discretion.

It is your sole responsibility to review this Policy periodically. Your continued use of the Services after any modification constitutes your acceptance of the updated Policy. If you do not agree to the modified Policy, you must immediately discontinue all use of the Services.

19. Contact Information

If you have any questions, concerns, complaints, or requests regarding this Privacy Policy, our data practices, or your privacy rights, please contact:

Mad Hat Media LLC
d/b/a VynTris
Email: privacy@VynTris.com

For legal inquiries, Terms & Conditions matters, or formal legal communications, please contact: legal@VynTris.com

We will make reasonable efforts to respond to privacy-related inquiries within the timeframes required by applicable law.