Privacy Policy

1Purpose of the Privacy Policy

This policy outlines how Davinci AI Solutions ("we," "us," or "our") collects, uses, stores, and protects personal information. Our commitment to data privacy is in line with Canadian privacy laws, specifically the Personal Information Protection and Electronic Documents Act (PIPEDA).

2Information We Collect

We may collect and process the following types of information from clients and users:

3How We Collect Information

We gather information through:

• Direct Interactions: Information provided by clients for account setup, troubleshooting, or technical support.
• Automated Monitoring: Backup processes, system performance tracking, and maintenance tasks.
• AI-Driven Profiling: Analysis of user interactions through our ITSM system to generate personality insights for improved user experiences.
• Third-Party Integrations: Collaborating with trusted third-party providers for data storage, backups, and secure access management.
• Website AI Assistant: Sending your message and limited recent context to our configured AI routing and model providers so Leo can prepare an answer. Please do not enter passwords, secrets, sensitive personal records, or confidential client data in the chat.

4How We Use Your Information

Collected data supports:

• IT Support and System Maintenance: Including troubleshooting, updates, and security monitoring.
• Account Management: To manage client relationships and respond to service requests.
• Personalized User Interaction: Leveraging sentiment data and personality profiles to enhance service interactions based on individual preferences.
• Backup and Recovery: For system resilience, ensuring data integrity and quick recovery in case of incidents.
• Operational Reporting: Analyzing service trends to improve user experience.
• Requested Sales Follow-up: If you separately confirm Leo's follow-up form, we store your confirmed contact details and a concise summary of your need in Davinci ERP. The raw chat transcript is not copied into the ERP by this flow.

5Cookie Policy

We use cookies and similar tracking technologies on our website and within our customer portal (Compass ITSM at https://compass.davincisolutions.ai) to enhance your experience and provide our services effectively.

We also record which campaign or channel brought you to the site: the tracking tags on the link you followed (source, medium, campaign, content and term), the website that referred you, the page you landed on, and when. Your browser keeps that for 90 days so a click this week and an enquiry next month join up, and when you send us an enquiry it travels with it into our records — the sales inbox, and our CRM where the enquiry reaches it. It is how we tell which of our outreach is worth doing more of. Our own lead record stores no advertising identifier, such as a Google click ID, and nothing that identifies you beyond the details you sent us.

You can control cookies through your browser settings. However, disabling essential cookies may prevent you from accessing certain features of our services, particularly the Compass ticketing system.

6Session Recording and Heatmaps (Microsoft Clarity)

We use Microsoft Clarity to understand how visitors use this site. It records clicks, scrolling, mouse movement and page interactions, shown to us as heatmaps and session replays. It records your device type, browser, screen size and approximate location (country or region). We use it only to improve the site, not for advertising.

• Masked: Text you type into forms and chat is masked in recordings.
• Cookies: Clarity sets cookies named _clck and _clsk that hold a random identifier. Microsoft may set its own cookies too.
• Storage: Microsoft stores the data in its Azure cloud, which may be outside Canada. Our Privacy Officer answers questions about that (see below).
• Retention: Recordings expire automatically after about 30 days. Heatmaps and saved recordings are kept up to about 9 months.
• Opt out and questions: To stop being recorded, turn on Global Privacy Control (we then do not load Clarity at all) or use browser tracking protection or a content blocker. For questions, or to request written information about our practices, email our Privacy Officer at info@davincisolutions.ai.

Read Microsoft’s Privacy Statement.

7Data Storage and Protection

We implement multiple layers of security, including:

• Location: Data is stored on secure facilities located in Canada and the United States.
• Encryption: All data is encrypted at rest and in transit to ensure privacy and security.
• Access Controls: Only authorized personnel can access sensitive data, adhering to strict confidentiality requirements.
• Cloud-Based Storage: User data is securely backed up on private cloud-based systems within Canada and the U.S. for redundancy and recovery.

8Data Retention

We retain personal information only as long as necessary to fulfill our services or as required by law. Data no longer needed is securely deleted in line with industry best practices.

9Information Sharing and Disclosure

Information is shared solely with:

• Trusted Third-Party Providers: For essential services, such as data backup and secure storage, analytics, AI routing, and AI model processing. These providers receive only the information needed to perform the service and are subject to their contractual safeguards.
• Spam and Abuse Protection: Our forms and Leo lead handoff use Cloudflare Turnstile to confirm a submission comes from a person. Cloudflare receives a challenge token and technical signals from your browser, such as IP address and browser details, and not the contents of your form. See Cloudflare’s Privacy Policy.
• Legal Obligations: In compliance with applicable laws and regulations, if required.

10User Rights and Choices

Users have the right to:

• Access Personal Information: Request the data we hold about them.
• Correct Inaccuracies: Request corrections to their data.
• Request Deletion: Request the deletion of personal information, subject to legal and business requirements.
• Data Portability: We're happy to provide you with your data in a commonly used electronic format upon request, allowing you to transfer it to other service providers if needed.

For any privacy-related requests or questions about your rights, please contact us at: info@davincisolutions.ai

11Children's Privacy

Our services are intended for users 18 and older. We do not knowingly collect data from children under this age.

12Policy Updates

We may update this policy periodically. Clients will be notified of significant changes, with updates posted to our website.

13Questions About Your Privacy?

For questions or concerns about this Privacy Policy, contact us at: