Privacy Policy

Effective March 8, 2026 · Last updated: September 1, 2026

Syntro Solutions LLC ("Syntro," "we," "our," or "us") provides AI, automation, integration, implementation, and support services for business clients. This Privacy Policy explains how we collect, use, disclose, retain, and protect personal information in connection with our website at syntrosolutions.com, our business communications, and the services we deliver.

1. Scope

This Policy applies to personal information processed by Syntro in connection with:

  • visits to our website and use of our contact form;
  • client onboarding and account administration;
  • service delivery and support;
  • voice-agent and workflow operations;
  • business communications.

This Policy does not apply to third-party services that Syntro does not control.

2. Role of the Parties

Depending on the engagement, Syntro may act as:

  • Processor / Service Provider — processing data on a client's instructions; or
  • Controller / Business — processing data for Syntro's own business operations, such as billing, fraud prevention, and support.

Where Syntro acts as a processor or service provider, the client is responsible for providing required notices, collecting required consents, and issuing lawful instructions. Client engagements involving personal data are governed by our Data Processing Agreement.

3. Information We Collect

Information You Provide

When you use our contact form, we collect:

  • Full name
  • Email address
  • Phone number (if provided)
  • Company name (if provided)
  • Message content

Live Voice Demo

Our website offers an optional live voice demo. If you start a demo call, we process the call audio, a transcript of the conversation, and call metadata, along with anything you choose to say during the call. The demo is voluntary — no call is placed unless you start one.

Information Collected Automatically

When you visit our website, we may automatically collect:

  • Browser type and version
  • Operating system
  • Pages visited and time spent
  • Referring website
  • IP address (anonymized where possible)

Information Processed in Delivering Services

Subject to applicable law and client configuration, we may process:

  1. Business Contact Information — name, business email, phone, company, title.
  2. Account and Billing Information — billing contacts, invoice records, payment status metadata.
  3. Service and Support Data — configuration records, support tickets, troubleshooting logs, service communications.
  4. Integration Data from approved third-party systems and APIs.
  5. Technical and Usage Data — IP address, device and browser metadata, timestamps, diagnostics, security telemetry.
  6. Voice-Agent Data — call recordings and transcripts, call metadata, and information voluntarily provided by callers.

4. Voice, Recording, and Sensitive Data Notice

For voice-agent services, call content may include personal or sensitive information voluntarily disclosed by callers.

  • Default retention window: up to 90 days for call content and related operational logs, unless a different period is required by law or agreed in writing.
  • Redaction: by default, retained records may be unredacted during the retention period unless Syntro has accepted a specific redaction scope in writing.
  • Client controls: at client direction, guardrails and redaction settings may be enabled, limited, or disabled.

Clients are responsible for implementing legally required call-recording and consent disclosures where applicable, including state wiretap and recording-consent laws and telecommunications rules.

5. How We Use Your Information

We process information to:

  • respond to your inquiries and provide requested services;
  • provide, operate, secure, and improve contracted services;
  • configure and maintain workflows and integrations;
  • monitor performance, quality, and reliability;
  • respond to support requests and incidents;
  • send follow-up communications related to your inquiry;
  • manage invoicing, collections, and account administration;
  • improve our website and user experience;
  • prevent fraud, abuse, and unauthorized activity;
  • comply with legal obligations and enforce agreements.

6. Legal Bases (Where Applicable)

Where required by law, such as under the GDPR or UK GDPR, we rely on one or more legal bases:

  • performance of a contract;
  • legitimate interests;
  • legal obligation;
  • consent, where required.

7. Cookies

Our website uses minimal, functional cookies:

  • Theme preference: Remembers your light/dark mode choice.
  • Cookie consent: Remembers your cookie consent decision.
  • Form rate limiting: Prevents abuse of our contact form.

We do not use third-party tracking cookies or advertising cookies. You can control cookies through your browser settings.

8. Disclosure of Information

We do not sell personal information for money, and we will never sell, rent, or share your personal information with third parties for marketing purposes. We may disclose personal information to:

  • subprocessors and service providers under confidentiality and security obligations;
  • professional advisors (legal, accounting, audit);
  • regulators, law enforcement, or authorities where legally required;
  • successor entities in connection with a merger, financing, acquisition, or asset transfer.

We do not share personal information for cross-context behavioral advertising unless explicitly disclosed and legally permitted.

9. Subprocessors and Third-Party Services

Our website is hosted on Cloudflare Pages, and we use Google Fonts for typography. These services may collect minimal technical data as described in their respective privacy policies.

Two website features send information to third parties:

  • Contact form — submissions are delivered by email through Resend and recorded as a lead in HubSpot, our CRM.
  • Live voice demo — calls are carried and processed by Retell AI (voice-agent platform) and LiveKit (real-time media transport).

Our services may also depend on third-party cloud, telephony, AI, and integration providers. Their handling of data is governed by their own terms and privacy notices. Clients may request our current subprocessor list at the address below.

10. Data Retention

We retain personal information only for as long as reasonably necessary for service delivery, records management, legal compliance, dispute resolution, and enforcement of rights.

Unless otherwise required by law or written agreement:

  • contact form submissions are retained no longer than 24 months;
  • voice-agent call content and related logs are retained up to 90 days;
  • billing and financial records are retained as required by tax and accounting laws;
  • security logs may be retained for fraud prevention and incident response.

You may request deletion of your data at any time.

11. Security

We maintain commercially reasonable administrative, technical, and organizational safeguards designed to protect personal information, including HTTPS encryption, security headers, and secure form handling. No method of electronic transmission or storage is fully secure, and absolute security cannot be guaranteed.

12. Your Rights

Depending on applicable law, you may have the right to request:

  • access to the personal information we hold about you;
  • correction of inaccurate information;
  • deletion of your personal information;
  • portability of your data;
  • restriction of or objection to processing;
  • opt-out of future communications;
  • appeal of a denial decision, where required.

To submit a request, contact us using the details below. We may verify your identity before processing a request.

13. U.S. State Privacy Disclosures

Residents of certain U.S. states, including California and other states with consumer privacy statutes, may have additional rights. Syntro may act as a "service provider" or "processor" for client data, and as a "business" or "controller" for its own operational data, as described in Section 2.

14. International Data Transfers

Personal information may be processed in countries other than the individual's country of residence. Where required, we implement appropriate transfer safeguards.

15. Children's Privacy

Our website and services are not directed to children under 13, or a higher age where required by law, and we do not knowingly collect children's personal information in violation of applicable law.

16. Changes to This Policy

We may update this Policy from time to time. Updates are effective upon posting unless otherwise required by law. The "Last updated" date above indicates the latest revision.

17. Contact Us

If you have questions about this Privacy Policy or wish to exercise your data rights, contact us: