Privacy Policy

Synaptiq ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI-powered sales automation platform and related services.

1. Information We Collect

1.1 Information You Provide

• Account information: name, email address, company name, job title, and billing details when you register or subscribe.
• Chat and conversation data: messages exchanged through the Synaptiq chat widget between your website visitors and our AI agent.
• CRM and integration data: lead records, contact details, and pipeline information synced through third-party integrations you configure.
• Support requests: any information you provide when contacting our support team.

1.2 Information Collected Automatically

• Usage data: pages visited, features used, session duration, and interaction patterns within the dashboard.
• Device and browser data: IP address, browser type, operating system, and device identifiers.
• Cookies and tracking: we use essential and analytics cookies as described in our Cookie Policy.

2. How We Use Your Information

We use the information we collect to:

• Provide, operate, and improve our AI-powered lead qualification and sales automation services.
• Process conversations through our AI models to qualify leads, answer questions, and book meetings on your behalf.
• Analyze usage patterns to improve our product and develop new features.
• Send transactional emails, product updates, and (with your consent) marketing communications.
• Detect and prevent fraud, abuse, and security incidents.
• Comply with legal obligations.

3. AI Processing

Synaptiq uses artificial intelligence to process chat conversations, qualify leads, and automate follow-up actions.

What data is sent to our AI provider: When you interact with our chat agent, the following information is transmitted to OpenAI for processing:

• Your chat messages (full conversation history)
• Your name, email address, and company name (if provided)
• Relevant excerpts from the knowledge base configured by your account administrator

How AI data is used: AI-generated outputs (lead scores, qualification assessments, suggested responses) assist the sales process. No fully automated decisions with legal or similarly significant effects are made without human oversight.

AI provider data policy:Our AI provider (OpenAI) processes data under a Data Processing Agreement and does not use API data for model training. For details, see OpenAI's API data usage policy.

Knowledge base content: Documents you upload to your knowledge base are processed by our AI provider to generate accurate responses. Customer-uploaded content is transmitted to OpenAI as contextual data during chat interactions.

We maintain data processing agreements with all AI providers to ensure appropriate safeguards are in place.

4. Sub-Processors

We use the following third-party sub-processors to operate the Service. Each processes data under a data processing agreement:

Enterprise customers may request a Data Processing Agreement by contacting privacy@synaptiqintel.com.

5. Third-Party Integrations

When you connect third-party services (CRM platforms, calendar tools, email providers), we access and process data from those services as necessary to provide our features. Each integration is governed by its own terms and privacy policy. We only access the minimum data required for the integration to function.

6. Data Sharing and Disclosure

We do not sell your personal data. We may share information with:

• Service providers: cloud infrastructure, AI processing, payment processing, and analytics providers who assist in operating our platform (see Sub-Processors above).
• Legal requirements: when required by law, legal process, or to protect our rights and safety.
• Business transfers: in connection with a merger, acquisition, or sale of assets, with prior notice to affected users.

7. Data Retention

We retain your data for as long as your account is active or as needed to provide our services. Conversation data is retained for 24 months after the last interaction unless you request earlier deletion. You may request deletion of your data at any time by contacting us.

8. Data Security

We implement industry-standard security measures including encryption in transit (TLS 1.3) and at rest (AES-256), access controls, regular security audits, and infrastructure monitoring. However, no method of transmission or storage is completely secure.

9. Your Rights

Depending on your jurisdiction, you may have the right to:

• Access, correct, or delete your personal data.
• Object to or restrict processing of your data.
• Data portability (receive your data in a structured format).
• Withdraw consent where processing is consent-based.
• Lodge a complaint with a supervisory authority.

For users in the European Economic Area (EEA): We process your personal data under the General Data Protection Regulation (GDPR). Our legal bases for processing include: performance of a contract (to provide the Service), legitimate interest (to improve our products and prevent fraud), and consent (for marketing communications and non-essential cookies). Synaptiq acts as the data controller for personal data collected through the Service.

10. California Privacy Rights (CCPA/CPRA)

If you are a California resident, you have the right to:

• Know what personal information we collect and how it is used.
• Delete your personal information, subject to certain exceptions.
• Opt out of the sale or sharing of your personal information. Synaptiq does not sell personal information.
• Non-discrimination for exercising your privacy rights.

To exercise these rights, contact us at privacy@synaptiqintel.com. We will respond within 45 days.

11. Children's Privacy

Our Service is not directed to individuals under the age of 18. We do not knowingly collect personal data from children. If we become aware that we have collected personal data from a child under 18, we will take steps to delete that information promptly. If you believe we have inadvertently collected data from a minor, please contact privacy@synaptiqintel.com.

12. International Transfers

Your data may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place for international data transfers, including standard contractual clauses where required.

13. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on our website and updating the effective date. Continued use of our services after changes constitutes acceptance of the updated policy.

14. Contact Us

If you have questions about this Privacy Policy or wish to exercise your data rights, please contact us at privacy@synaptiqintel.com.