This Privacy Policy describes how Vendix AI Private Limited ("Vendix AI", "we", "us") collects, uses, stores, and shares personal data through the Vendix Sales Force Automation platform (the "Service"), including the Vendix SFA mobile applications for Android and iOS, the Vendix web portal, and the embedded AI chatbot.
Vendix is a business-to-business platform. Each customer organisation ("Tenant") signs a Master Services Agreement with Vendix AI to operate Vendix for their own field sales operations. The Tenant is the data controller for personal data of their sales representatives and the retail outlets / pharmacies / chemists they visit. Vendix AI acts as a data processor on behalf of each Tenant.
1. Data we collect
1.1 Information you provide
- Account information - full name, employee ID, optional email, optional mobile number, optional date of birth, profile / role within the tenant organisation. Collected when a Tenant Administrator creates the user account.
- Authentication credentials - login username and a salted BCrypt-hashed password. We never see or store the plain-text password.
- Transactional data - invoices, payments, deliveries, stock movements, sales returns, customer visits, and other field-sales transactions the representative records during their workday. This data belongs to the Tenant.
- Photos and media - outlet photos, delivery proof, shelf-stock audit images, when the representative takes them through the app.
- Chat conversations - natural-language queries the representative sends to the embedded AI assistant, and the assistant's responses.
1.2 Location data (Android only)
The Vendix SFA Android app collects precise GPS location data only while a sales representative has actively started a daily tour using the in-app "Start Tour" action. Collection stops automatically when the representative taps "End Tour" or at midnight, whichever is earlier.
Location data we collect:
- GPS coordinates (latitude, longitude) with timestamp.
- Speed and movement type (still / walking / vehicle) derived via the Android Activity Recognition API.
- Geofence transition events (ENTER, EXIT, DWELL) at retail outlet locations.
Why we collect it:
- To verify that representative visits to retail outlets actually took place (geofence-based visit confirmation).
- To compute route compliance - how closely the representative's actual path matches their assigned daily route plan.
- To generate a movement summary for the representative's manager at end of day.
Who can see it:
- The representative themselves, on the in-app Sync Status and Route Plan screens.
- The representative's direct manager, on the Vendix web portal.
- The Tenant's nominated Administrator, on the Vendix web portal.
We do not:
- Share location data with any third party for advertising, analytics, or any purpose other than the Tenant's internal sales operations.
- Collect location data outside of an active tour session.
- Use location data for any purpose other than the visit-verification and route-compliance features described above.
Retention:
- Raw location traces are purged from our servers 90 days after collection.
- Aggregated daily visit summaries (date, outlet, duration - no raw GPS) are retained for the lifetime of the representative's employment with the Tenant.
User control:
- The representative can decline the location permission at runtime on the Android device. The app continues to function for invoice creation, order entry, and payment collection; only the GPS visit-verification feature is unavailable.
- The representative can request deletion of all their data by contacting their Tenant Administrator. Deletion triggers a 90-day purge cycle.
1.3 Information collected automatically
- Device identifiers - Firebase Installation ID (for push notification delivery), device model, OS version, app version. Used for diagnostics and to deliver push notifications targeted to the specific device.
- Crash and performance data - collected via Firebase Crashlytics. Includes stack traces, device model, OS version, and the user's tenant + role identifiers (for support triage). Does NOT include personal identifiers like name or email.
- Audit logs - every change a user makes to data inside their Tenant is logged (who changed what, when, from where) so the Tenant Administrator can review their team's activity. Retained for 7 years for compliance.
2. How we use data
We use the data above strictly to:
- Operate the Vendix Service for the Tenant - process transactions, sync the representative's mobile app with the Tenant's database, deliver push notifications.
- Verify representative visits and compute route compliance (location data only).
- Respond to the AI chatbot's queries using the Tenant's own data (the chatbot does not see other Tenants' data).
- Generate reports for the Tenant's management.
- Diagnose and fix bugs (Crashlytics).
- Comply with the Tenant's regulatory and audit obligations (financial / pharmaceutical / Sri Lankan Inland Revenue requirements as applicable).
We do not sell personal data. We do not use it for advertising. We do not use it to train AI models intended for other Tenants.
3. How we share data
We share data only with:
- The Tenant - the customer organisation that employs the representative. They are the data controller.
- Sub-processors who help us operate the Service:
- Amazon Web Services (AWS) - hosts the Vendix platform infrastructure.
- Google Firebase - push notifications (FCM), crash reporting (Crashlytics), authentication helpers.
- Vendix team - operates the AI chatbot. Tenant data sent to the chatbot is processed under enterprise data-handling terms; conversations are not used to train models.
- Microsoft Power BI - embedded report rendering, when the Tenant has enabled this feature.
- Authorities - only when legally compelled (court order, law enforcement request meeting Sri Lankan / applicable jurisdiction requirements).
4. Security
- In transit - all network traffic uses TLS 1.2 or higher. The Android app pins production server certificates to defend against MITM attacks (where applicable).
- At rest on the device - the Android app encrypts its local database with SQLCipher; authentication tokens are stored in the Android Keystore.
- At rest on the server - databases use AWS RDS encryption; secrets are held in AWS Secrets Manager.
- Access controls - every Vendix screen and API endpoint enforces role-based access (TenantAdmin, NSM, RSM, ASM, SalesRep, DeliveryPerson, ReportUser, etc.). A representative can never see another representative's transactions outside their territory.
- Audit trail - every data change is logged with the user identity, timestamp, IP address, and device ID.
5. Your rights
Subject to your jurisdiction's data protection law, you have the right to:
- Access the personal data we hold about you.
- Correct inaccurate data.
- Request deletion (your Tenant Administrator processes deletion requests; raw location traces auto-purge after 90 days regardless).
- Object to certain processing.
- Lodge a complaint with a data protection authority.
To exercise these rights, contact your Tenant Administrator first. If your Tenant is unresponsive or the request relates to Vendix AI's processing rather than the Tenant's, contact us using the details below.
6. Children
The Vendix Service is intended for adult business users in the FMCG and pharmaceutical industries. We do not knowingly collect data from children under 18. If you believe we have collected data from a child, please contact us immediately.
7. International transfers
Vendix infrastructure is hosted on AWS in regions selected per Tenant (typically the AWS region closest to the Tenant's primary country of operation - for example, AWS Singapore for Sri Lankan tenants). Data may be transferred to other AWS regions for redundancy and disaster recovery, always within AWS's compliance perimeter.
8. Changes to this policy
We may update this Privacy Policy from time to time. We will update the "Last updated" date at the top of this page and, for material changes, notify users via an in-app message or email. Continued use of the Service after a change constitutes acceptance of the revised policy.
9. Contact us
Vendix AI Private Limited
Colombo, Sri Lanka
Email: info@vendixai.com
Website: vendixai.com
If you are a representative whose data is processed under a specific Tenant's account, please contact your Tenant Administrator first - they are the data controller and we can only act on their behalf.