Privacy Policy

Effective Date: [Date]
Last Updated: [Date]

1. Introduction

Datastruk Software Solutions ("we," "our," "us") respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, and protect your information when you use TeamSyncAI.

Our Contact Information:
Datastruk Software Solutions
Halifax, Nova Scotia, Canada
Email: [privacy@teamsyncai.com]

2. Information We Collect

2.1 Account Information

Name and email address
Company information
Job title and role
Billing information (processed securely through third-party processors)

2.2 Video Interview Data

Video and audio recordings of interview sessions
Metadata about interviews (duration, timestamp, participants)
AI-generated analysis results and scores

2.3 Usage Information

Log data and analytics
Device and browser information
IP addresses and location data
Feature usage patterns

2.4 Communication Data

Support tickets and correspondence
Feedback and survey responses

3. How We Use Your Information

3.1 Service Delivery

Providing team fit assessments and analysis
Processing video interviews through AI algorithms
Generating reports and recommendations
Managing your account and subscription

3.2 Service Improvement

Analyzing usage patterns to improve our algorithms
Developing new features and capabilities
Conducting research and analytics (anonymized data only)

3.3 Communication

Sending service-related notifications
Providing customer support
Sharing product updates and announcements (with consent)

3.4 Legal and Security

Complying with legal obligations
Protecting against fraud and abuse
Enforcing our Terms of Service

4. Legal Basis for Processing (PIPEDA and GDPR)

We process your personal data based on:

Contract performance: Providing the services you've subscribed to
Legitimate interests: Improving our services and security
Consent: Marketing communications and optional features
Legal obligations: Compliance with applicable laws

5. Data Sharing and Disclosure

5.1 We Do Not Sell Your Data

We never sell, rent, or trade your personal information to third parties.

5.2 Service Providers

We may share data with trusted service providers who help us operate our business:

Cloud hosting providers (AWS/Google Cloud)
Payment processors (Paddle)
Analytics providers (anonymized data only)
Customer support tools

5.3 Legal Requirements

We may disclose information when required by law or to protect our rights and safety.

5.4 Business Transfers

In the event of a merger or acquisition, user data may be transferred as part of the business assets.

6. Data Security

6.1 Technical Safeguards

Encryption in transit and at rest
Secure access controls and authentication
Regular security audits and monitoring
Industry-standard security practices

6.2 Organizational Measures

Limited access to personal data on a need-to-know basis
Employee training on data protection
Data breach response procedures

7. Data Retention

7.1 Account Data

We retain account information for as long as your account is active plus 12 months after termination.

7.2 Video Interview Data

Raw video recordings: Deleted within 90 days after analysis completion
Analysis results: Retained for 24 months or until account deletion
Anonymized insights: May be retained indefinitely for service improvement

7.3 Legal Hold

We may retain data longer when required by law or for legal proceedings.

8. Your Rights

8.1 Under Canadian PIPEDA

Right to access your personal information
Right to correct inaccurate information
Right to request deletion of your data
Right to withdraw consent
Right to file complaints with the Privacy Commissioner

8.2 Under GDPR (for EU Users)

Right to access, rectify, and erase your data
Right to data portability
Right to restrict processing
Right to object to processing
Right to withdraw consent

8.3 Exercising Your Rights

9. International Data Transfers

9.1 Cross-Border Processing

Your data may be processed in countries outside Canada, including the United States, through our cloud service providers.

9.2 Safeguards

We ensure appropriate safeguards are in place for international transfers, including:

Standard contractual clauses
Adequacy decisions
Certification schemes

10. Cookies and Tracking

10.1 Essential Cookies

We use cookies necessary for service functionality, including:

Authentication and session management
Security and fraud prevention
Load balancing and performance

10.2 Analytics Cookies

With your consent, we use analytics cookies to understand service usage and improve user experience.

10.3 Cookie Management

You can control cookies through your browser settings, though this may affect service functionality.

11. Children's Privacy

Our Service is not intended for individuals under 18 years of age. We do not knowingly collect personal information from children.

12. Third-Party Links

Our Service may contain links to third-party websites. We are not responsible for the privacy practices of these external sites.

13. Changes to Privacy Policy

We may update this Privacy Policy periodically. We will notify you of material changes via email or through the Service.

14. Contact Us

For privacy-related questions or to exercise your rights, contact us:

Privacy Officer
Datastruk Software Solutions
Halifax, Nova Scotia, Canada
Email: [privacy@teamsyncai.com]
Phone: [phone number]

For EU users, you may also contact your local data protection authority.

Last Updated: 30-June-2025