Privacy Policy

1. Information We Collect

We collect information in several ways when you interact with our platform, website, and services. The types of information we collect include:

1.1 Personal Information You Provide

When you create an account, fill out forms, subscribe to our services, or contact us, you may provide us with:

• Full name and business name
• Email address and phone number
• Billing address and payment information
• Business industry, size, and other demographic information
• Login credentials and account settings
• Any other information you voluntarily submit through our forms, onboarding flows, or communications

1.2 Usage Data

We automatically collect certain information about how you access and use our platform, including:

• IP address, browser type, and operating system
• Device identifiers and screen resolution
• Pages visited, features used, and time spent on the platform
• Referring URLs and search terms used to find our website
• Click patterns, navigation paths, and user interaction data
• Error logs and performance metrics

1.3 Cookies and Tracking Technologies

We use cookies, web beacons, pixels, and similar tracking technologies to:

• Maintain your session and remember your preferences
• Analyze website traffic and usage patterns
• Deliver targeted advertising and measure campaign effectiveness
• Improve our platform’s functionality and user experience

You may control cookies through your browser settings. However, disabling cookies may limit your ability to use certain features of our platform.

1.4 AI Interaction Data

When you use our AI services, including voice agents, chat agents, and workflow automation tools, we may collect:

• Conversation transcripts and voice recordings processed by AI agents
• Prompts, inputs, and instructions you provide to AI tools
• AI-generated outputs, responses, and actions taken
• Configuration settings, agent parameters, and workflow definitions
• Performance metrics, response times, and quality scores for AI interactions

2. How We Use Your Information

We use the information we collect for the following purposes:

2.1 Providing and Maintaining Services

• Create, manage, and maintain your account and subscriptions
• Process payments and manage billing
• Deliver the CRM platform, AI agents, and related services you have purchased
• Provide customer support and respond to your inquiries
• Fulfill our contractual obligations to you

2.2 Communications

• Send transactional emails and notifications related to your account
• Deliver service updates, maintenance alerts, and security notices
• Send marketing communications where you have provided consent
• Respond to your inquiries, feedback, and support requests

2.3 Platform Improvement

• Analyze usage patterns to improve the platform’s functionality and user experience
• Conduct research and development for new features and services
• Monitor and improve platform performance, reliability, and security
• Generate aggregated, anonymized analytics and reports

2.4 AI Training and Improvement

We may use anonymized and aggregated AI interaction data to:

• Improve the accuracy, performance, and reliability of our AI services
• Train and fine-tune AI models used across our platform
• Develop new AI features and capabilities
• Conduct quality assurance and testing

We take steps to de-identify and anonymize data before using it for AI training purposes. Personally identifiable information is stripped from training datasets. You may opt out of having your data used for AI improvement by contacting us at the information provided in Section 11.

3. SMS/Text Message Communications

Synapse Solutions and its clients may use our platform to send SMS (Short Message Service) and MMS (Multimedia Messaging Service) text messages. This section describes our practices regarding text message communications.

3.1 Types of Messages

By providing your phone number and opting in, you may receive text messages including but not limited to:

• Appointment reminders and confirmations
• Service updates, order notifications, and account alerts
• Marketing and promotional messages (only with your express prior consent)
• Two-factor authentication codes and security alerts
• Responses from AI-powered chat and voice agents

3.2 Consent

By providing your phone number and opting in to receive text messages, you consent to receive recurring automated text messages from Synapse Solutions LLC, including messages generated and sent by AI agents or automated systems on our behalf, at the phone number you provide. You understand that you may be contacted by an AI-powered voice or chat agent acting on behalf of Synapse Solutions LLC. Consent is not a condition of purchase of any goods or services. You may opt in through web forms, keyword responses, or other consent mechanisms provided by us or our clients.

3.3 Message Frequency

Message frequency varies based on the services you use and your communication preferences. You may receive multiple messages per week depending on your account activity, scheduled appointments, and marketing preferences.

3.4 Message and Data Rates

Message and data rates may apply. Your mobile carrier’s standard messaging and data rates will apply to any text messages you send or receive. Please contact your mobile carrier for details about your specific plan and pricing.

3.5 Opting Out

You may opt out of receiving text messages at any time by:

• Replying STOP to any text message you receive from us. You will receive a one-time confirmation message acknowledging your opt-out request.
• Contacting us directly at admin@synapsesolutions.ltd or (323) 800-6070.

After opting out, you will no longer receive text messages from us unless you opt in again. Please note that opting out of marketing messages does not opt you out of transactional messages related to your account (such as appointment reminders), which may require separate opt-out.

3.6 Help

For help with text messaging, reply HELP to any text message you receive from us, or contact us at admin@synapsesolutions.ltd or (323) 800-6070.

3.7 Carrier Liability

Mobile carriers are not liable for delayed or undelivered messages. Delivery of text messages is subject to effective transmission by your mobile carrier and is outside of our control. We are not responsible for messages that are not received due to carrier issues, device incompatibility, or incorrect phone numbers.

3.8 No Sharing of Phone Numbers

We do not sell, rent, or share your phone number or mobile information with third parties or affiliates for their own marketing or promotional purposes. We may share your phone number with service providers who assist us in delivering text messages, but only for the purpose of facilitating those messages on our behalf and subject to appropriate confidentiality obligations.

4. Information Sharing

We do not sell your personal information for money. However, under the California Consumer Privacy Act (CCPA/CPRA), our use of advertising and chat technologies (such as the Meta Pixel) may be considered a “sale” or “sharing” of personal information for cross-context behavioral advertising. You can opt out at any time via our Do Not Sell or Share My Personal Information page, by using our cookie banner, or by enabling Global Privacy Control (GPC) in your browser — which we honor automatically. We may share your information in the following circumstances:

4.1 Service Providers

We share information with third-party service providers who perform services on our behalf, such as payment processing, email delivery, hosting, analytics, customer support, and AI processing. These providers are contractually obligated to use your information only for the purposes of providing services to us and are required to maintain appropriate security measures.

4.2 Legal Requirements

We may disclose your information if required to do so by law or in response to valid legal process, including subpoenas, court orders, or government requests. We may also disclose information when we believe in good faith that disclosure is necessary to protect our rights, protect your safety or the safety of others, investigate fraud, or respond to a government request.

4.3 Business Transfers

In the event of a merger, acquisition, reorganization, bankruptcy, or sale of all or a portion of our assets, your personal information may be transferred as part of that transaction. We will notify you via email and/or a prominent notice on our website of any change in ownership or uses of your personal information, as well as any choices you may have regarding your personal information.

4.4 With Your Consent

We may share your information for other purposes with your explicit consent. We will always inform you of the purpose and the recipient before sharing your information in such cases.

4.5 Advertising & Analytics Partners (“Sharing” under CCPA)

With your consent (or where permitted by law), we load third-party technologies that receive identifiers such as cookies, IP address, and device/usage data:

• Meta Pixel (Meta Platforms, Inc., pixel ID 26066367409694891) — measures ad conversions, page views, and interactions, and supports advertising targeting. This constitutes a “share” for cross-context behavioral advertising under the CCPA. Meta is a separate controller under its own privacy policy.
• LeadConnector Chat Widget (our CRM platform infrastructure provider) — powers the on-site chat and may collect interaction data for support and lead capture.

These tags do not load until you grant marketing consent through our cookie banner, and they are suppressed automatically when we detect a Global Privacy Control (GPC) signal or when you opt out via the Do Not Sell or Share page.

4.6 How We Identify and Contact Businesses

For our own sales and marketing, we may identify prospective business clients using publicly available sources (such as business directories and map listings) and automated website audits, and we may store that business contact information (business name, address, phone, email, website) in our CRM to support outreach. Recipients of our marketing emails can opt out at any time using the unsubscribe link in every message; we honor opt-outs promptly. This practice involves business-contact data, not consumer data.

5. Data Security

We implement and maintain reasonable administrative, technical, and physical security measures designed to protect your personal information from unauthorized access, disclosure, alteration, and destruction. Our security measures include:

• Encryption of sensitive data in transit (TLS/SSL) and at rest (AES-256)
• Secure authentication mechanisms, including multi-factor authentication
• Regular security assessments and vulnerability testing
• Access controls limiting employee access to personal information on a need-to-know basis
• Secure cloud infrastructure with industry-standard certifications
• Encrypted storage of API keys and sensitive credentials

While we strive to protect your personal information, no method of transmission over the Internet or method of electronic storage is 100% secure. We cannot guarantee absolute security of your data. If you have reason to believe that your interaction with us is no longer secure, please contact us immediately.

6. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes for which it was collected, including to satisfy any legal, accounting, or reporting requirements. Specifically:

• Account Data: Retained for the duration of your account and for a reasonable period after account closure to comply with legal obligations and resolve disputes.
• Billing and Transaction Data: Retained for a minimum of seven (7) years in accordance with tax and accounting regulations.
• Usage and Analytics Data: Retained in aggregated or anonymized form for analytics and improvement purposes. Identifiable usage data is retained for up to twenty-four (24) months.
• AI Interaction Data: Conversation logs and AI-generated content are retained for up to twelve (12) months in identifiable form. Anonymized data may be retained indefinitely for model improvement.
• Marketing Data: Retained until you withdraw your consent or opt out, plus a reasonable period to process your request.

When data is no longer required, we securely delete or anonymize it. You may request early deletion of your data by contacting us, subject to any legal retention requirements.

7. Your Rights

Depending on your location and applicable law, you may have the following rights regarding your personal information:

7.1 Right to Access

You have the right to request a copy of the personal information we hold about you. We will provide this information in a commonly used, machine-readable format within thirty (30) days of receiving your request.

7.2 Right to Correction

You have the right to request that we correct any inaccurate or incomplete personal information we hold about you. You can update much of your information directly through your account settings.

7.3 Right to Deletion

You have the right to request that we delete your personal information, subject to certain exceptions (such as legal retention requirements, ongoing contractual obligations, or fraud prevention). We will process deletion requests within thirty (30) days.

7.4 Right to Opt Out

You have the right to opt out of:

• Marketing communications (via unsubscribe link or by contacting us)
• SMS/text messages (by replying STOP)
• Cookies and tracking technologies (through browser settings)
• Use of your data for AI training and improvement purposes

7.5 Right to Data Portability

Where technically feasible, you have the right to request that we transfer your personal information to another service provider in a structured, commonly used, machine-readable format.

7.6 Exercising Your Rights

To exercise any of these rights, please contact us using the information provided in Section 11. We may ask you to verify your identity before processing your request. We will not discriminate against you for exercising any of your privacy rights.

7.7 California Residents (CCPA / CPRA)

If you are a California resident, you have the right to know what personal information we collect and how we use it; to access, delete, and correct it; and to opt out of the “sale” or “sharing” of your personal information for cross-context behavioral advertising. To opt out:

• Use our Do Not Sell or Share My Personal Information page or the cookie banner; or
• Enable Global Privacy Control (GPC) in your browser — we detect and honor it automatically as a valid opt-out.

We will verify your identity and respond within 45 calendar days(extendable by up to 45 more days with notice). You may use an authorized agent. We do not discriminate against you for exercising these rights.

7.8 EU/UK Residents (GDPR / UK GDPR)

If you are in the European Economic Area, United Kingdom, or Switzerland, we process your personal data under the following lawful bases (GDPR Art. 6): performance of a contract (providing our services), legitimate interests (securing and improving our services, B2B marketing), legal obligation, and consent (non-essential cookies, marketing). You have the rights of access, rectification, erasure, restriction, portability, and objection, and the right to withdraw consent at any time.

• We respond to requests within one month (GDPR Art. 12).
• International transfers: data transferred to the U.S. is protected by Standard Contractual Clauses and/or the EU-US Data Privacy Framework, with a transfer impact assessment on file.
• You may lodge a complaint with your local supervisory authority.
• Personal-data breaches affecting EU/UK individuals are notified to the relevant supervisory authority within 72 hours where required (GDPR Art. 33).

For GDPR requests or to reach our EU/UK contact point, email admin@synapsesolutions.ltd.

8. Third-Party Services

Our platform integrates with and relies on various third-party services to deliver our CRM and AI offerings. These third-party services have their own privacy policies, and we encourage you to review them:

8.1 CRM Platform Infrastructure

Our CRM platform is built on top of a third-party enterprise CRM infrastructure provider. Data processed through the CRM, including contacts, conversations, pipelines, calendars, and workflow data, is subject to the underlying provider’s privacy practices and data processing agreements. Vendor identity available on request.

8.2 Stripe

We use Stripe for payment processing. When you make a payment, your payment information is processed directly by Stripe. We do not store your full credit card numbers on our servers. Stripe’s use of your personal information is governed by their privacy policy.

8.3 AI Service Providers

Our AI agents and automation features may utilize third-party AI models and services. Data sent to these providers is processed in accordance with their respective privacy policies and our data processing agreements with them. We take steps to minimize the personal information shared with AI providers and ensure appropriate safeguards are in place.

8.4 Advertising, Analytics & Chat

Subject to your consent, we use the following third-party technologies, which set cookies and may receive identifiers (cookies, IP address, device data):

• Meta Pixel (ID 26066367409694891) — ad measurement and targeting; a “share” under CCPA. Governed by Meta’s privacy policy.
• LeadConnector Chat Widget — on-site chat and lead capture, provided by our CRM platform infrastructure provider.

These do not load until you grant marketing consent in our cookie banner, and are automatically suppressed when we detect a Global Privacy Control (GPC) signal or when you opt out. Manage your choice any time via the “Cookie Preferences” link in the footer.

8.5 Calls, Meetings & Recording

When you book or join a call or video meeting with us (e.g., via our scheduling and voice tools), the session and/or its transcript may be recorded for quality, training, follow-up, and record-keeping. Where required by law (including all-party-consent states such as California and Florida), we will disclose recording at the start of the call and proceed only with your consent; you may decline or ask us not to record. Recordings and transcripts are handled under this Policy and our vendors’ data-processing terms.

9. Children’s Privacy

Our platform and services are not directed at individuals under the age of thirteen (13). We do not knowingly collect personal information from children under 13. If we become aware that we have collected personal information from a child under 13 without verified parental consent, we will take steps to delete that information as quickly as possible.

If you are a parent or guardian and believe that your child has provided us with personal information, please contact us at admin@synapsesolutions.ltd so we can take appropriate action.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, or other factors. When we make material changes, we will:

• Update the “Last Updated” date at the top of this page
• Notify you via email or a prominent notice on our platform for significant changes
• Where required by law, obtain your consent before applying material changes to how we process your personal information

We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your information. Your continued use of our platform after any changes to this Privacy Policy constitutes your acceptance of those changes.

11. Contact Information

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us: