VividMinds Technologies – Privacy Policy

Introduction

At VividMinds Technologies Pvt. Ltd. ("VividMinds", "we", "our", or "us"), we respect your privacy and are committed to protecting the personal data you share with us. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you access our websites, use our products and services (including but not limited to Quixy, Caddie, GuideNow), or interact with us in any capacity. For details on our overall Terms of Use—including warranty disclaimers, liability limits, and dispute resolution, see www.vividminds.ai/terms-of-use

This Privacy Policy applies to all users and visitors of our websites, as well as users of our products and services globally. It outlines the choices available to you regarding how we use your information, including your rights to object to certain types of data processing and to access or update specific personal details. By continuing to use our products, services, or any part of our business, you acknowledge and agree to the practices described in this policy. If you do not agree with the terms outlined herein, please refrain from using our products, services, or engaging with any aspect of our business.

Information We Collect

We collect information about you when you interact with our websites or use our products and services, including Quixy, Caddie, GuideNow, and others to deliver, improve, and secure our services.

Information You Provide:

Details you submit via enquiry forms, support tickets, event registrations, surveys, or resource downloads (e.g., name, email, phone, company name and size, job title, and any content you upload).

Usage & Interaction Data:

• Logs of how you engage with our services (features used, links clicked, files uploaded—including type and size—search queries, and collaboration activities).
• When needed for troubleshooting, we may capture screen flows (images or short video snippets).

Automatic Technical Data:

Device and connection details such as IP address, browser and OS type, device identifiers, language settings, referring URLs, crash reports, and geolocation. This helps us monitor performance, enhance security, and keep the service running smoothly.

Cookies & Tracking Technologies:

We and our partners use cookies, pixels, and similar tools to recognize you, remember preferences, analyze usage trends, and deliver relevant content. You can manage these via your browser settings.

Third-Party & Partner Sources:

• Other Users: Mentions and shared content (e.g., in team workspaces) or when an admin assigns you roles.
• Integrations: Account/profile information from services you connect (e.g., Google Workspace, Slack).
• Partners & Affiliates: Contact, billing, and service-usage details received from our global business and channel partners.
• Public/Commercial Sources: Professional and demographic data from public records or third-party vendors to support personalized communication and marketing.

All collection methods are protected by robust security controls to ensure your personal information remains confidential and secure.

How We Use The Information We Collect

We use your personal data only when we have a lawful basis—such as fulfilling our contract with you, obtaining your consent, pursuing legitimate interests, or complying with legal obligations. Specifically, we process your data to:

• Provide & Support Services: Operate, update, troubleshoot, and secure our products and platforms, and deliver customer support when you need it.
• Manage Accounts & Billing: Administer your user account, subscriptions, invoices, and payment processing.
• Communicate Updates: Send important notifications about service changes, security alerts, and policy revisions.
• Personalize Experience: Tailor features, recommendations, and in-app content based on your preferences and usage patterns.
• Marketing & Promotions: Share news, offers, and relevant marketing messages (where required, with your prior consent).
• Product Improvement: Analyze usage and performance metrics to develop new features, refine existing functionality, and drive innovation.
• AI Processing, Training & Analytics: To power certain features, we may transmit your content (e.g., text, images) to third-party AI service providers (such as OpenAI or Google) under strict data-protection agreements—you consent to this processing when you use AI-enabled features. With appropriate safeguards, we also use aggregated or anonymized data to train and enhance our AI-powered capabilities.
• Security & Fraud Prevention: Detect, prevent, and respond to unauthorized access, abuse, or fraudulent activity.
• Legal Compliance & Enforcement: Comply with laws, respond to lawful requests from authorities, enforce our Terms of Service, and defend our legal rights.

To support these activities, we work with carefully selected third-party providers—such as hosting, analytics, payment, marketing, and legal services—who operate under contractual confidentiality and data protection requirements.

How We Share Personal Data

We do not sell your personal data. We may share your information with:

• Service Providers: Trusted third parties—such as hosting, payment processors, analytics, marketing, customer support, security, and legal advisors—who help us deliver, maintain, and improve our products. They are contractually bound to use data only for the services they perform and to keep it confidential.
• Business Partners: In the event of a merger, acquisition, sale of assets, or similar business transaction, your data may be transferred to the acquiring entity, which will be bound by this Privacy Policy or an equivalent agreement.
• Other Users: When you explicitly share content or collaborate (e.g., within shared workspaces or team projects), those users will have access to the data you choose to share.
• Legal & Regulatory Authorities: When required by law, regulation, or legal process; or to protect our rights, property, or safety, and that of our users.
• Third-Party Integrations & Partners: When you link or integrate external services (e.g., Google Workspace, Slack), we share necessary account and profile details. We also share data with co-marketing partners (only after you explicitly opt in (e.g., via account-setup checkbox). You may revoke this consent at any time by contacting privacy@VividMinds.ai.) and marketplace partners when you engage with them via our platforms.
• AI Service Providers: When you use AI-powered features, we share your submitted content with our AI service partners under contractual obligations that prohibit them from using your data for model training or other purposes beyond delivering the AI service.
• Public & Commercial Data Sources: To enrich profiles and personalize communications, we may combine your data with information from public records and commercially available sources under strict privacy controls.
• Sub-Processor List: A list of our principal third-party sub-processors (including AI, hosting, analytics, etc.) is available on request. To receive this list, please email privacy@VividMinds.ai.

All recipients are required to adhere to our data protection standards and may only process your data for the specified, legitimate purposes.

Controller vs. Processor

For data you upload via our SaaS products on behalf of your organization, VividMinds acts as a data processor and processes that data only under your instructions (see our Data Processing Addendum). For personal data we collect for our own purposes—such as marketing, analytics, or website interactions—VividMinds is the data controller.

How We Store & Secure Personal Data

Data Storage & Security:

We treat your Personal Data as strictly confidential and host it on secure servers protected by industry standard measures including encryption (in transit and at rest), firewalls, intrusion detection systems, access controls, and routine security audits. Our infrastructure is managed in controlled environments with restricted physical access and multifactor authentication.

While we strive to safeguard your data, no system can be completely impervious to attack; if you suspect any security breach or unauthorized access, contact us immediately at privacy@VividMinds.ai.

Data Retention:

We retain your Personal Data only as long as necessary to fulfill the purposes outlined in this policy, comply with legal obligations, resolve disputes, and enforce our agreements. When data is no longer needed:

• We securely delete or irreversibly anonymize it; or
• If immediate deletion isn't feasible due to legal, technical, or business requirements, we isolate the data to prevent further processing until deletion is possible.

International Data Transfers:

Your personal data may be stored or processed in India, the United States, or other countries where our service providers operate. When we transfer data out of the EEA/UK, we rely on Standard Contractual Clauses or other approved mechanisms to ensure an adequate level of protection.

Breach Notification:

In the event of a security breach affecting your personal data, we will notify you and any applicable regulator in accordance with applicable law (for example, within 72 hours for GDPR-covered incidents).

For marketing communications, we retain preference data for a reasonable period after your last interaction (e.g., email open or service use). Usage logs and analytics data are retained according to our internal data retention schedules and are anonymized when no longer required for operational purposes. We do not use your non-anonymized personal data to train our own or third-party AI models without your explicit consent. Any AI training we perform uses only aggregated or anonymized data.

Cookies & Similar Technologies

Our websites, products and services employ cookies, tracking pixels, container tags, and similar technologies to ensure core functionality and deliver a seamless user experience. These technologies help us manage sessions, authenticate users, and maintain your preferences—such as language or display settings—so you can pick up right where you left off.

In addition, we use performance and analytics cookies to collect aggregated, anonymous information about how our Services are used. This includes page visits, navigation paths, load times, and feature interactions, which enables us to identify trends, optimize performance, and prioritize enhancements. We also deploy longer-lasting cookies and identifiers to personalize your in-app recommendations, remember your preferences across sessions, and tailor marketing messages based on your interactions.

Most browsers and devices let you accept, reject, or delete cookies through their settings menus. If you choose to block cookies, some features of our websites and applications may no longer function correctly. While we respect Do Not Track preferences, this feature is not universally supported by all third parties, so please consult your browser documentation for details on managing these signals.

Links To Other Websites

Our websites may contain links to sites operated by third parties. We do not control those external websites and are not responsible for their content, security measures, or privacy practices. The inclusion of a link does not imply endorsement by VividMinds Technologies. We encourage you to review the privacy policies and terms of any site you visit to understand how they handle your personal data.

Your Rights

You can view, update, or correct the personal data we hold about you at any time by reaching out to us directly at privacy@VividMinds.ai. If you believe any information is incomplete, inaccurate, or out-of-date, please let us know and we will promptly amend it, unless we are legally required to retain the original data.

You may also request that we limit how we process your data—for example, where you contest its accuracy—or ask for its deletion when it is no longer needed for the purposes set out in this policy. If our processing is based on your consent, you may withdraw that consent at any time (though this will not affect the lawfulness of any processing carried out before your withdrawal). In certain circumstances, you can request a full erasure of your data, provided doing so does not conflict with statutory recordkeeping obligations.

Right to Data Portability:

You have the right to receive the personal data you provided to us in a structured, commonly used, and machine-readable format.

Right to Object:

You may object to our processing of your personal data where we rely on legitimate interests.

Right to Lodge a Complaint:

If you are located in the EU/EEA or UK and believe our processing infringes applicable law, you may lodge a complaint with your local Data Protection Authority; contact details are available upon request via privacy@VividMinds.ai.

Escalation to Data Protection Board of India:

If you are not satisfied with our response under Indian law, you may escalate your grievance to the Data Protection Board of India once it is operational.

Parental Consent & Children's Privacy:

We do not knowingly collect personal data from individuals under 16 except with parental consent. In India (where the DPDP Act defines minors as under 18), we require verifiable parental consent for anyone under 18.

If you wish to exercise any of these rights, or if you have questions or concerns about our handling of your personal data, please write to us at privacy@VividMinds.ai or to the following address:

VividMinds Technologies Pvt. Ltd.

3rd Floor, Myscape Weave,

Financial District, Nanakramguda,

Hyderabad, Telangana – 500032, India

Consent Management:

To manage your consents—such as opting out of co-marketing data sharing or withdrawing AI processing consent—please contact privacy@VividMinds.ai. We will respect your choices and update our systems accordingly.

Please note that even after deletion requests, we may retain residual copies of your data in backup archives for a limited period, as required to comply with legal or regulatory obligations. We will always take reasonable steps to ensure the security and accuracy of the data we maintain on your behalf.

Opt-Out of AI Data Processing:

You may request that we not process your content via AI-powered features by contacting privacy@VividMinds.ai. Note that disabling AI processing may limit your access to certain platform capabilities.

California Privacy Notice

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

• Categories of Personal Information Collected & Purposes: We collect the following categories of personal information: identifiers; commercial information; internet or other electronic network activity; and inferences drawn from any of the foregoing. We collect them to operate our Services, provide customer support, improve our products, and for compliance/legal purposes.
• Disclosure of Categories to Third Parties: We share these categories with service providers, AI partners, and as otherwise described above.
• Do Not Sell or Share My Personal Information: We do not sell your personal information. If we ever "share" personal information in a manner that triggers CPRA opt-out requirements (e.g. for targeted advertising), we will provide a clear opt-out mechanism.
• Right to Access, Correct, Delete, and Opt-Out: You may request access to, correction of, deletion of, or opt-out of "sale" or "sharing" of your personal information. We will not discriminate against you for exercising any of these rights.

To exercise these rights, please submit a verifiable request by writing to us at privacy@VividMinds.ai.

Updates to This Privacy Policy

As our products and services evolve, we may need to revise this Privacy Policy to reflect new features, regulatory requirements, or enhancements to how we collect and process data. We reserve the right to update or modify this policy at any time without advance notice. When we do, we will update the "Effective Date" at the top of this document.

We encourage you to revisit this Privacy Policy periodically to stay informed about how we protect and use your information. Your continued access to or use of VividMinds Technologies' websites, products, and services following any changes constitutes your acceptance of the revised policy. If you do not agree with any update, please discontinue use of our services and notify us at privacy@VividMinds.ai.