Privacy Policy

1. Who We Are

Synaptex AI ("we", "our", "us") operates the Synaptex OS platform and related AI services. We are based in Stratford-upon-Avon, Warwickshire, United Kingdom, and are registered with the Information Commissioner's Office (ICO).

• Website: www.synaptexai.info
• Email: georgkirsty@synaptexai.info
• Phone: +44 7342 398322
• ICO Registration Number: [INSERT ICO REGISTRATION NUMBER]

2. Our Services and How Data Arises

Synaptex OS is an AI-powered business automation platform providing, among other features:

• AI Voice Receptionist — answers, routes, and records inbound calls on your behalf
• WhatsApp lead capture and automated messaging (routed via Meta's infrastructure)
• AI-powered email and inbox management
• CRM, pipeline, and contact management
• Automated follow-up sequences and reputation management
• AI Copilot for your team
• Live reporting dashboards

Personal data is processed as a direct result of providing these services to you and your business contacts.

3. What Data We Collect

We collect information in three ways:

4. How We Use Your Data

• To provide, operate, and maintain the Synaptex OS platform and AI services
• To process payments and manage your subscription
• To deliver automated AI responses, call handling, and follow-up sequences on your behalf
• To send service communications, onboarding materials, and product updates
• To improve our platform, train and refine our AI models, and enhance customer experience
• To comply with legal and regulatory obligations

5. Automated Decision-Making and AI Processing

Synaptex OS uses artificial intelligence and automated processing as core parts of the service. This includes:

• AI Voice Receptionist: automatically answers calls, transcribes speech, and routes enquiries without human review of every interaction
• Automated lead scoring and routing: AI assesses incoming enquiries and assigns them to pipeline stages
• Automated follow-up sequences: the platform sends messages and emails based on contact behaviour and pipeline status

Where these processes have a significant effect on individuals (for example, determining whether an enquiry receives a response), you have the right to request human review. Contact us at georgkirsty@synaptexai.info to exercise this right.

Our AI services are powered in part by OpenAI (based in the United States). See Section 7 for information on international data transfers.

6. Legal Basis for Processing (UK GDPR)

7. Data Sharing and Sub-Processors

We do not sell your personal data. We share data only where necessary to deliver our services, with the following sub-processors:

All sub-processors are bound by data processing agreements. Where you connect additional third-party integrations within Synaptex OS, those providers' own privacy policies apply to data they receive.

8. International Data Transfers

Some of our sub-processors (OpenAI, Meta, PayPal) operate outside the UK. Where personal data is transferred to countries without an adequacy decision, we rely on Standard Contractual Clauses (SCCs) approved by the ICO and/or the sub-processor's UK GDPR-compliant data processing addendum.

Our primary platform infrastructure (website, CRM) maintains UK data residency wherever technically possible.

9. Data Retention

We retain your data for the duration of your subscription plus 12 months, after which it is securely deleted unless a longer retention period is required by law (for example, financial records required by HMRC are retained for 6 years).

Call recordings are retained for 90 days by default unless you request earlier deletion or a longer retention period is agreed for compliance purposes.

You may request deletion of your data at any time by contacting georgkirsty@synaptexai.info.

10. Your Rights Under UK GDPR

You have the right to:

• Access — obtain a copy of the personal data we hold about you
• Rectification — correct inaccurate or incomplete data
• Erasure — request deletion of your personal data ("right to be forgotten")
• Restriction — limit how we process your data in certain circumstances
• Portability — receive your data in a structured, machine-readable format
• Object — object to processing based on legitimate interests or for direct marketing
• Human review — request human review of any automated decision that significantly affects you

To exercise any of these rights, email georgkirsty@synaptexai.info. We will respond within 30 days.

11. Cookies

Our website uses essential cookies for authentication, session management, and security. Analytics cookies are used only with your consent. You can manage cookie preferences through your browser settings at any time.

The Synaptex OS platform uses session and authentication cookies required for the service to function; these cannot be disabled without affecting platform access.

12. Minimum Age

Our services are intended for businesses and individuals aged 18 or over. We do not knowingly collect personal data from anyone under 18. If you believe we have inadvertently collected data from a minor, please contact us immediately at georgkirsty@synaptexai.info.

13. Changes to This Policy

We may update this policy from time to time to reflect changes in our services or legal requirements. Material changes will be notified via email or platform notification at least 14 days before taking effect. Continued use of the platform after changes constitutes acceptance of the updated policy.

The current version is always available at synaptexai.info/privacy.

14. Contact & Complaints

For all privacy enquiries, contact us at georgkirsty@synaptexai.info.

If you are unsatisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

• Website: ico.org.uk
• Phone: 0303 123 1113