Privacy policy | Function Dynamic

1. About this policy

This policy explains what information Function Dynamic Inc. ("Function Dynamic", "we", "us") collects through functiondynamic.com, how we use it, and the choices you have. It applies to this website only. Work we do for clients is covered by separate written agreements.

2. What we collect

What you send us. When you use the contact form: your first and last name, work email, company, role, timeline and your message. With each message we also receive your IP address and technical details your browser sends, such as browser type and version, language and time zone settings, and your network provider. We use them to filter out spam and to estimate your general location, such as your country or region. We keep these technical details with your enquiry, but not your IP address.
Server logs. When you visit the site, our server records your IP address, browser and device type, the page requested and the time. This is standard for any website, and we may review these logs to understand how the site is used.
Security data. Our network provider, Cloudflare, processes connection data to protect the site from abuse and automated traffic.

3. What we do not do

We do not sell your information, share it with advertisers or marketing affiliates, or use advertising or third-party tracking cookies. Our tools run entirely in your browser, so nothing you enter into them reaches us.

4. How we use your information

To reply to your enquiry and prepare for a conversation with you.
To keep the site secure and working properly, filter spam, and understand how the site is used so we can improve it.
To detect and block spam and abuse. Messages our filters identify as spam are kept separately from genuine enquiries. We review them, including with AI tools, to improve the accuracy of our filtering and the security of the site.
To meet legal obligations.

We only send you a reply to your enquiry. We will not add you to newsletters or marketing emails unless you separately agree to receive them.

5. Research and AI tools

When you contact us, we may learn more about your business before we reply. We only use publicly available information, for example your company's website, public business listings and published news about your industry. We do not buy data about you or use private sources.

We may also use AI tools to help summarize your enquiry and that public information. The AI tools only work with what you sent us, your general location and what we found publicly.

We also use AI tools to analyze messages our filters identify as spam, so we can improve our filtering and keep the site secure.

This helps us understand your situation and make the first conversation more useful. We do not make automated decisions about you that have legal or similarly significant effects.

6. Cookies and browser storage

Security cookie. Cloudflare may set a strictly necessary cookie to tell people apart from automated traffic. It is not used for tracking.
Theme preference. If you switch between light and dark mode, that choice is saved in your own browser. It is never sent to us.
Videos. Videos are embedded from YouTube in privacy-enhanced mode and only load when you choose to play them. Once a video loads, YouTube may set its own cookies, as described in Google's privacy policy (opens in a new tab).

7. Where your information is stored

We use a small number of trusted service providers, who process information on our behalf:

Zoho (CRM and email): contact form submissions and our email replies are stored in Zoho's United States data center. See Zoho's privacy policy (opens in a new tab).
DigitalOcean (hosting): the site and its server logs are hosted in New York, United States.
Cloudflare (network and security): processes connection data across its global network.
AI tool providers: process enquiry details, and messages identified as spam, when we use AI tools as described above. We use paid plans with model training turned off, so these providers do not use this information to train their own models.

Because these services are based in the United States, your information may be stored and processed outside your country. Where required, transfers rely on safeguards offered by these providers, such as standard contractual clauses.

8. How long we keep it

Enquiries: up to two years after our last contact, then deleted. You can ask us to delete them sooner.
IP address sent with an enquiry: used when your message arrives to filter spam and estimate your general location, then discarded. Only the general location is kept with your enquiry.
Technical details sent with an enquiry: kept with the enquiry, or with the message if it is identified as spam, for the same period.
Messages identified as spam: kept for up to 12 months to improve our spam filtering, then deleted. If a genuine message is flagged by mistake, we move it to our enquiries when we find it and handle it as an enquiry from then on.
Server logs: 30 days, then deleted.
Clients: if you become a client, we may keep your contact and project information longer, for as long as it serves our legitimate business interests, such as maintaining records, supporting the work we have built for you and future projects, and as the law requires.

9. Your rights

You can ask us to access, correct or delete the personal information we hold about you, or withdraw your consent where we rely on it. To make a request about your own information, email privacy [at] functiondynamic [dot] com. We may need to confirm your identity first, and we will respond within 30 days.

We follow Canada's Personal Information Protection and Electronic Documents Act (PIPEDA). If you are not satisfied with our response, you can contact the Office of the Privacy Commissioner of Canada.

10. Visitors in the EU and UK

If you are in the European Union or the United Kingdom, the GDPR or UK GDPR also applies to the extent required. We process your information based on our legitimate interests in responding to your enquiry, preparing to work with you, and keeping the site secure and free of spam, or on steps you ask us to take before entering an agreement. In addition to the rights above, you may ask us to restrict or stop processing, or to provide your information in a portable format, and you can complain to your local data protection authority.

11. Security

We use reasonable safeguards, including encrypted connections (HTTPS) and restricted access to our systems. No method of transmission or storage is completely secure, but we work to protect your information.

12. Children

This site is intended for businesses and is not directed to children. We do not knowingly collect or solicit personal information from children. If you believe a child has sent us personal information, contact us and we will delete it.

13. Changes to this policy

We may update this policy from time to time. The "last updated" date at the top shows when it last changed.

14. Contact

For requests about your own personal information, email privacy [at] functiondynamic [dot] com. See your rights above for what you can request and how we respond.