Privacy Policy

Last updated: February 15, 2026

VynexCRM ("we", "us", "our") is operated by Kyrnich & Co. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our service at vynexcrm.com.

1. Data Controller & Processor Roles

VynexCRM acts as a data processor on behalf of our customers (workspace owners), who are the data controllers for end-user contact data processed through our platform. For data we collect directly from our users (account holders), we act as the data controller.

2. Information We Collect

Account Information

Name, email address, and password (hashed) when you register
Workspace name and configuration
Two-factor authentication data (if enabled)

Contact Data (Processed on Behalf of Customers)

Contact names, email addresses, phone numbers
Messaging conversation content (Telegram, WhatsApp, Messenger, Instagram)
Custom fields defined by workspace owners
Lead and deal information

Technical Data

IP address, browser type, device information
Usage logs and session data
Cookies (session cookies for authentication only)

3. How We Use Your Information

To provide and maintain the VynexCRM service
To authenticate your identity and manage your account
To process messaging conversations on behalf of workspace owners
To send service-related communications (password resets, security alerts)
To comply with legal obligations

4. Legal Basis for Processing (GDPR Art. 6)

Contract performance (Art. 6(1)(b)): Processing necessary to provide the service you signed up for
Legitimate interest (Art. 6(1)(f)): Service improvement, security, fraud prevention
Legal obligation (Art. 6(1)(c)): Compliance with applicable laws
Consent (Art. 6(1)(a)): Where explicitly obtained (e.g., marketing communications)

5. Data Encryption & Security

We take data security seriously:

All personal data (emails, phone numbers) is encrypted at rest using AES-256 via Rails Active Record Encryption
Channel credentials and API tokens are encrypted
Passwords are hashed using bcrypt
All connections use TLS/HTTPS
Multi-tenant data isolation ensures workspace data is strictly separated
Session-based authentication with CSRF protection
Rate limiting on authentication endpoints

6. Data Retention

We retain personal data only as long as necessary:

Account data: Retained while your account is active; deleted upon account deletion
Contact data: Retained per workspace owner's configuration (default: 3 years for messages in closed conversations)
Audit logs: Retained for 1 year (configurable)
Technical logs: Retained for 90 days

Workspace owners can configure custom retention periods in workspace settings.

7. Your Rights (GDPR)

If you are an EU/EEA resident, you have the right to:

Access your personal data (Art. 15)
Rectify inaccurate data (Art. 16)
Erase your data ("right to be forgotten") (Art. 17)
Restrict processing (Art. 18)
Data portability — receive your data in a structured format (Art. 20)
Object to processing (Art. 21)
Withdraw consent at any time (Art. 7)

For contact data managed by workspace owners, please direct requests to the workspace owner (data controller). For your account data, contact us at privacy@vynexcrm.com.

8. Sub-Processors

We use the following sub-processors:

DigitalOcean — Cloud hosting (infrastructure)
Telegram Bot API — Messaging channel integration
Meta (WhatsApp Business API, Messenger, Instagram) — Messaging channel integration

9. International Data Transfers

Our servers are hosted by DigitalOcean. Data may be processed in jurisdictions outside the EU/EEA. Where applicable, we rely on Standard Contractual Clauses (SCCs) and the EU-US Data Privacy Framework to ensure adequate protection.

10. Cookies

We use only essential session cookies for authentication. We do not use tracking cookies, analytics cookies, or third-party advertising cookies.

11. Children's Privacy

VynexCRM is not intended for use by individuals under the age of 16. We do not knowingly collect personal data from children.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify registered users of material changes via email.

13. Contact Us

For privacy-related inquiries:

Email: privacy@vynexcrm.com
Company: Kyrnich & Co