1. Introduction
Vendigent (“we,” “our,” or “us”) operates https://vendigent.com (the “Site”) and provides a software-as-a-service platform for managing, monitoring, and operating vending machines (the “Service”). This Privacy Policy explains how we collect, use, disclose, and safeguard information when you use our Site and Service.
This policy applies to:
- Business customers who use our platform to manage their vending machine fleets (“Customers”)
- End users who purchase products from vending machines connected to our platform (“End Users”)
- Visitors to our website
By using our Site or Service, you agree to the practices described in this policy. If you do not agree, please do not use the Site or Service.
2. Information We Collect
2.1Information You Provide Directly
- Account Information: Name, email address, phone number, company name, job title, and password when you register for an account.
- Billing Information: Billing address and payment details. Payment card data is processed by our third-party payment processor, Stripe; we do not store full card numbers on our own servers.
- Customer Support Communications: Information you provide when contacting support, including messages, attachments, and correspondence history.
- Machine and Inventory Data You Input: Product names, pricing, planogram layouts, restocking schedules, and other configuration data you enter into the platform.
2.2Information Collected Automatically
- Device and Machine Telemetry: Data transmitted by connected vending machines, including machine ID, location (GPS or fixed address), inventory levels, temperature readings (if applicable), door/lock status, error codes, and maintenance alerts.
- Transaction Data: Purchase records processed through connected machines, including timestamp, product SKU, price, and payment method type (e.g., card, mobile wallet, cash) — we do not collect full payment card numbers from machine transactions unless explicitly stated and PCI-compliant systems are used.
- Usage Data: Log data such as IP address, browser type, pages visited, time spent on pages, and referring URLs when you use the Site or web dashboard.
- Cookies and Similar Technologies: We use cookies and similar tracking technologies to operate the Site, remember preferences, and analyze usage. See Section 8 below.
2.3Information from Third Parties
- Payment processors (transaction confirmations, fraud signals)
- Analytics providers (e.g., Google Analytics)
- Integration partners (e.g., accounting software, IoT connectivity providers) that you choose to connect to your account
2.4Information About End Users of Vending Machines
If our customers configure loyalty programs, mobile payment, or age-verification features, we may process limited End User data such as:
- Payment tokens (via third-party processors)
- Loyalty account identifiers
- Purchase history tied to a loyalty account (if applicable)
We act as a data processor/service provider on behalf of our Customers with respect to this End User data, and we process it only as instructed by the Customer.
3. How We Use Information
We use collected information to:
- Provide, operate, and maintain the Service (e.g., displaying real-time inventory, processing restocking alerts)
- Process transactions and send related confirmations
- Create and manage Customer accounts
- Respond to customer support requests
- Send administrative communications (service updates, security alerts, billing notices)
- Send marketing communications (only with consent, where required, and with an opt-out available)
- Monitor and analyze usage trends to improve the Service
- Detect, investigate, and prevent fraud, abuse, and security incidents
- Comply with legal obligations
4. Legal Bases for Processing (EEA/UK Users)
If you are located in the European Economic Area or United Kingdom, we rely on the following legal bases:
- Contract: Processing necessary to provide the Service under our Terms of Service
- Legitimate Interests: Improving the Service, fraud prevention, and security monitoring
- Consent: Marketing communications and non-essential cookies
- Legal Obligation: Tax, accounting, and regulatory compliance
5. How We Share Information
We do not sell your personal information. We may share information with:
- Service Providers: Cloud hosting (e.g., AWS, Google Cloud), payment processors, customer support tools, analytics providers, and IoT connectivity vendors, each bound by confidentiality and data protection obligations.
- Business Customers: If you are an End User, transaction and loyalty data may be visible to the Customer operating the vending machine you purchased from.
- Legal and Safety Reasons: To comply with legal process, protect our rights, or respond to an emergency.
- Business Transfers: In connection with a merger, acquisition, financing, or sale of assets, subject to standard confidentiality protections.
- With Your Consent: For any other purpose disclosed to you and consented to.
6. Data Retention
We retain personal information for as long as necessary to:
- Provide the Service and maintain your account
- Comply with legal, tax, and accounting requirements
- Resolve disputes and enforce agreements
Machine telemetry and transaction data are typically retained for 3 years from the date of collection, or for the duration of your active subscription plus 1 year, whichever is longer, unless a longer period is required by law or requested by the Customer. You may request deletion subject to Section 9 below.
7. Data Security
We implement administrative, technical, and physical safeguards designed to protect information, including encryption in transit (TLS), access controls, and regular security reviews. However, no method of transmission or storage is 100% secure, and we cannot guarantee absolute security.
8. Cookies and Tracking Technologies
We use cookies and similar technologies for:
- Essential functions: Authentication, session management, security
- Analytics: Understanding how the Site and dashboard are used
- Preferences: Remembering settings such as language or display options
You can control cookies through your browser settings. Disabling essential cookies may affect Site functionality. [If applicable: We display a cookie consent banner for users in jurisdictions requiring opt-in consent.]
9. Your Privacy Rights
Depending on your location, you may have the right to:
- Access the personal information we hold about you
- Correct inaccurate information
- Delete your personal information (“right to be forgotten”)
- Restrict or object to certain processing
- Port your data to another provider
- Withdraw consent at any time (where processing is based on consent)
- Opt out of the sale/sharing of personal information (California residents, under CCPA/CPRA — note: we do not sell personal information)
- Non-discrimination for exercising your privacy rights
To exercise these rights, contact us at [privacy@yourcompany.com] (or info@vendigent.com). We may need to verify your identity before fulfilling a request. If you are an End User whose data is controlled by one of our business Customers, we may direct your request to that Customer.
California Residents (CCPA/CPRA)
[Add specific categories of personal information collected in the last 12 months, sources, business/commercial purposes, and categories of third parties shared with, per CCPA disclosure requirements. A “Do Not Sell or Share My Personal Information” link should be added if applicable.]
EEA/UK Residents (GDPR)
Vendigent is based in the United States and does not have an establishment in the EEA or UK. If our processing grows to require an EU/UK representative under Article 27 GDPR, we will appoint one and update this policy. You have the right to lodge a complaint with your local data protection authority.
10. International Data Transfers
Vendigent is based in the United States, and our servers and service providers may be located in the United States or other countries. If you access the Service from outside the United States, your information will be transferred to, stored, and processed in the United States and potentially other countries whose data protection laws may differ from those of your home jurisdiction.
Where we transfer personal information from the EEA, UK, or other regions with data transfer restrictions to the United States, we rely on appropriate safeguards such as Standard Contractual Clauses (SCCs), the UK International Data Transfer Addendum, or other legally recognized transfer mechanisms, as applicable.
11. Children's Privacy
Our Service is not directed to individuals under 18 (or the relevant age of digital consent in your jurisdiction). We do not knowingly collect personal information from children. If we learn we have collected such information, we will delete it promptly.
12. Third-Party Links and Integrations
Our Site and Service may contain links to or integrations with third-party services (e.g., payment processors, accounting tools). This Privacy Policy does not apply to those third parties, and we encourage you to review their privacy policies.
13. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. We will post the updated version with a revised “Last Updated” date and, for material changes, provide additional notice (e.g., email or in-app notification).
14. Contact Us
If you have questions about this Privacy Policy or wish to exercise your privacy rights, contact us at:
Office Address
Vendigent1005 Congress Avenue, Suite 925
Austin, TX 78701