1. Introduction & Scope
This Policy applies to all users of the Vynta Service, including account holders, technicians, dispatchers, customers of our customers, and visitors to vynta.co.za.
2. Information We Collect
- Account information: name, email, phone, role, company.
- Job data: jobcards, work orders, schedules, customer site addresses, delivery notes, notes.
- Media & voice: photos, signatures, voice notes and dictation audio captured during jobs, plus the transcripts produced from them (see section 4).
- Subscription payment information: for your Vynta subscription, processed by our payment partner (PayFast); we do not store full card details.
- Usage data: log files, device type, IP address, in-app interactions for product analytics.
3. How We Use Your Information
- To deliver, maintain and improve the Service.
- To train and refine AI features (using anonymised or aggregated data wherever possible).
- To process your Vynta subscription billing.
- To provide customer support and respond to enquiries.
- To send service notifications and, with consent, marketing communications.
4. Voice Dictation & AI Processing
Vynta offers optional voice dictation and AI assistance. When a user dictates, the audio is captured on their device, transmitted over an encrypted connection to our speech-to-text provider, converted into text, and the resulting text is written to the job, asset, report or note the user was working on.
- Consent: dictation is opt-in per user. An on-screen indicator shows when recording is active, and any user may decline and type instead with no loss of functionality. Account holders can disable AI features for the whole workspace or for specific roles.
- Retention of audio: dictation audio is retained only for as long as the transcription requires and is then discarded. Voice notes a user deliberately attaches to a record are stored in that workspace until deleted by the workspace.
- Retention of transcripts: transcripts live inside your workspace under the same row-level security, access controls and deletion rights as any other job record.
- No model training: voice recordings and transcripts are never used to train third-party AI models. Our processing agreements prohibit providers from doing so. Product improvement relies on aggregated, de-identified usage statistics only.
- Sub-processors and location: transcription and AI inference may be performed outside South Africa under written data-processing agreements and appropriate safeguards, including standard contractual clauses.
- Third parties in recordings: workspaces are responsible for what their users dictate. Users should capture only information needed for the work and avoid dictating sensitive personal information about third parties.
5. Sharing of Information
We share information only with: (a) trusted service providers (hosting, payments, email, analytics) under written data-processing agreements; (b) law-enforcement or regulators where legally required; and (c) successors in the event of a corporate restructuring. We do not sell personal information.
6. Your Rights (POPIA & GDPR)
- Right of access to your personal information.
- Right to correction of inaccurate information.
- Right to deletion (where legally permitted).
- Right to object to processing, including direct marketing.
- Right to lodge a complaint with the Information Regulator (South Africa) or the relevant EU supervisory authority.
7. Security Measures
We use TLS encryption in transit, encryption at rest, role-based access controls, regular vulnerability scans, and least-privilege engineering practices. While no system is perfectly secure, Vynta applies industry best-practice safeguards.
8. Cookies, Analytics & Data Retention
We use two categories of storage. Strictly necessary cookies and local storage keep you signed in, protect the Service and remember your theme; these cannot be switched off. Analytics cookies are optional and remain disabled until you accept them in our cookie banner. We use two analytics providers: Google Analytics 4 (aggregate traffic reporting) and PostHog, hosted in the European Union (product usage reporting). A full list of every cookie each one sets is in our Cookie Policy, and both appear in our subprocessor list.
Where analytics are enabled, we anonymise IP addresses, disable Google Signals and advertising personalisation, and run PostHog in product-analytics mode only — autocapture, session recording, heatmaps and person profiles are all switched off, so no keystrokes, form contents or screen recordings are ever captured. Neither provider receives job, customer, payment or account data, and we never send an email address, name or user identifier to either of them. Analytics run on both our public website and the signed-in product; in-app events carry only a role label and coarse workspace context.
In the Vynta iOS and Android apps there is no cookie banner. Analytics are off until you switch on Share anonymous usage analytics under Settings → Profile → Privacy.
- Analytics cookies: expire 12 months after they are set.
- Analytics event data: deleted 14 months after collection.
- Your consent choice: stored on your device and re-requested every 12 months.
You can change or withdraw consent at any time using the Cookie preferences link in the footer. Withdrawing consent stops collection immediately and clears the analytics cookies held in that browser. You can also control cookies through your browser settings.
9. International Transfers
Personal information may be processed in jurisdictions outside South Africa, including the EU and the United States. We rely on appropriate safeguards (e.g. standard contractual clauses) for cross-border transfers.
10. Contact Our Information Officer
Email: info@vyntaintegrate.com
Postal: Information Officer, Vynta (Pty) Ltd, Cape Town, South Africa.
11. Changes to This Policy
We may update this Policy from time to time. Material changes will be communicated through the Service or by email.