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Vanaya.ai Privacy Policy

Effective Date: 28 November 2025

1. Introduction

Vanaya.ai respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, store, and disclose your personal information when you interact with our platform and services.

This Policy complies with:

  • Indonesia’s Personal Data Protection Law No. 27/2022 (UU PDP)
  • EU General Data Protection Regulation (GDPR)
  • APEC Privacy Framework

By accessing or using Vanaya.ai, you agree to the terms of this Privacy Policy.

2. Scope and Status of Platform Features

As of the effective date, the status of our key platform components is as follows:

  • Coaching Log Management System – Active and available
  • Audio Recording – Active and available
  • Whiteboarding/Picture Upload – Active and available
  • AI Informed Chat Bot – Active and available to subscribers
  • Face Analytics – Coming Soon
  • Speech-to-Text Analytics – Coming Soon

No personal data is shared with third-party technology vendors at this time. Each new feature will be accompanied by appropriate consent prompts and policy updates prior to activation.

3. Personal Data We Collect

Vanaya.ai collects and processes only the minimal data required to deliver and improve our services:

  • Identification Data: Name, email address
  • Payment Data: Billing information and transaction records
  • Technical Data: IP address, browser type, device info, operating system
  • Usage Data: Session history, login timestamps, platform interaction logs
  • Chat Input: Text you submit through the AI Informed Chat Bot (see Section 6)

We do not collect or store biometric, audio, or video data.

4. Legal Basis for Processing

We process personal data on the basis of:

  • Your explicit consent (for optional features)
  • Contractual necessity (e.g., to manage subscriptions)
  • Legal obligations under applicable law
  • Legitimate interest (e.g., platform improvement and security)

5. Subscription Model

Vanaya.ai currently offers a single subscription tier:

Access to premium features like the AI Informed Chat Bot is restricted to active subscribers.

6. Data Use and Retention

Your data is used for:

  • Creating and managing user accounts
  • Delivering subscription-based services
  • Communicating with users
  • Monitoring usage to enhance functionality and performance
  • Operating the AI Informed Chat Bot, which processes user-submitted input to generate responses

We do not store chat conversations permanently. Conversations may be retained temporarily for session continuity, diagnostics, or troubleshooting.

Data is retained during your subscription and for up to six (6) months after account deactivation, unless you request earlier deletion.

7. Third-Party Data Sharing

At this time, Vanaya.ai does not share your personal data with third-party processors or analytics vendors.

  • Face Analytics and Speech-to-Text Analytics are not yet live.
  • Chat Bot data is processed either internally or through trusted infrastructure with no transfer of identifiable personal information (e.g., name, email) to any external LLM provider.

Any future data sharing will be preceded by appropriate policy updates and explicit consent mechanisms.

8. User Rights

You have the right to:

  • Access and review your data
  • Request correction or deletion of your data
  • Withdraw consent at any time
  • Object to data processing under certain circumstances
  • File a complaint with relevant data protection authorities

Contact: support@vanaya.ai to exercise your rights.

9. Cookies and Tracking Technologies

We use limited cookies for:

  • Login session maintenance
  • Platform navigation
  • Anonymous usage metrics

Cookies do not track personal data and may be controlled via your browser.

10. Data Security

We employ a range of security measures to protect your information, including:

  • Encrypted storage of personal data
  • Access restriction protocols
  • Secure payment processing
  • Session timeout controls
  • Regular system vulnerability checks

11. Data Breach Notification

If a personal data breach occurs, Vanaya.ai will notify affected users within 72 hours of confirmation, along with mitigation guidance.

12. Changes to This Privacy Policy

This Privacy Policy may be updated from time to time to reflect legal changes, new services, or changes in our data practices.

Latest update: 28 November 2025

Previous version: 14 July 2025

Significant changes will be communicated through email or in-platform notices.

13. Contact Information

Data Protection Officer (DPO)

Vanaya.ai

Email: support@vanaya.ai

Address: Grha Vanaya, Jl Raya Ragunan Kav P1, Jakarta Selatan 12540

14. Related Policies and Terms

  • Refund Policy
  • Terms & Conditions
  • Privacy Policy