Privacy Policy

Last updated: 27th March 2025

This Privacy Policy explains how Cayni ("we", "our", or "us") collects, uses, and protects your personal information when you visit our website or use our services. It applies to visitors and users in the UK, European Union, United States, and Canada.

By accessing or using our website, you agree to the terms of this policy.

1. Information We Collect

We collect personal data in the following ways:

a) Information you provide directly

When you complete forms on our site (e.g. sign-up, demo request, contact form), we may collect:

  • Name

  • Email address

  • Job title and company (optional)

  • Any information you include in your message

b) Information collected automatically

When you browse our site, we may collect:

  • IP address

  • Browser and device type

  • Location (based on IP)

  • Pages visited, time spent, and referring sites

  • Behavioural interactions (clicks, scrolls, etc.)

This information is typically collected using cookies and analytics tools (see Section 4).

2. How We Use Your Information

We may use your information to:

  • Provide access to our platform or beta services

  • Respond to your inquiries

  • Send product or company updates (with your consent)

  • Improve the website’s performance and usability

  • Monitor website usage for analytics and business decisions

  • Comply with legal and regulatory obligations

3. Legal Basis for Processing (UK, EU, Canada)

If you're located in the UK, EU, or Canada, our legal basis for collecting and processing personal information may include:

  • Consent – where you have actively given permission

  • Contractual necessity – to provide you with requested services

  • Legitimate interests – for analytics, communication, and security

  • Legal obligations – to comply with applicable laws

4. Cookies & Tracking Technologies

We use cookies and similar technologies (e.g. pixels, tags) to:

  • Improve website functionality

  • Analyse traffic and behaviour (via analytics)

  • Remember user preferences

  • Deliver relevant updates or offers (with your consent)

You can manage or disable cookies via your browser settings. When required (e.g. in the UK/EU/Canada), we display a cookie banner to collect your consent for non-essential cookies.

We use the following third-party tools:

  • Google Analytics – to understand traffic and behaviour

  • HubSpot – to manage marketing communications and forms

These tools may set their own cookies and collect data according to their own privacy policies.

5. Data Sharing & Processors

We do not sell your personal information. However, we may share it with trusted service providers (“processors”) who help us operate the website and deliver services, such as:

  • Website hosting and infrastructure providers

  • Analytics and performance tracking tools

  • CRM and communication platforms

All service providers are required to process your data securely and in compliance with relevant laws.

6. International Data Transfers

Some of our service providers are based in countries outside the UK, EU, or Canada, such as the United States. When we transfer personal data internationally, we use appropriate safeguards, such as:

  • Standard Contractual Clauses (SCCs) approved by the European Commission or UK ICO

  • Data processing agreements with our service providers

  • Ensuring third parties participate in recognised data protection frameworks where applicable (e.g. the EU-U.S. Data Privacy Framework)

7. Data Retention

We only retain your personal data for as long as necessary to fulfill the purposes outlined in this policy, unless a longer retention period is required by law.

Example retention periods:

  • Contact form submissions: up to 12 months

  • Marketing communications: until you opt out

  • Analytics data: anonymised or aggregated within 26 months

You can request deletion at any time (see Your Rights below).

8. Your Rights

Depending on your location, you may have the right to:

UK/EU (GDPR):

  • Access, correct, or delete your personal data

  • Object to or restrict processing

  • Withdraw consent at any time

  • Lodge a complaint with your data protection authority

Canada (PIPEDA):

  • Access your personal information

  • Challenge the accuracy of your data

  • Withdraw consent (where applicable)

United States (e.g. CCPA/CPRA - California):

  • Know what personal information we collect

  • Request deletion of personal information

  • Opt out of the sale or sharing of personal information (we do not sell your data)

To exercise any of these rights, please contact us at [email protected].

9. Security

We take reasonable administrative, technical, and organisational measures to protect your data. However, no system is completely secure. We encourage users to use strong passwords and be cautious when submitting personal information online.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we do, we’ll revise the ‘Last updated’ date above. Material changes will be communicated through the website or via email if appropriate.

11. Contact Us

If you have any questions or requests regarding this Privacy Policy or how we handle your data, you can reach us at:

📧 [email protected]