Privacy
Your Privacy Matters
At Sync, we prioritize your privacy and are committed to protecting your personal information.
Table of contents
Overview
Information We Collect
Scope of this Policy
Information We Collect
How We Use Your Information
Sharing and Disclosure
Data Retention
Legal Basis For Processing
California Users
Changes to This Notice
Your Privacy Rights
This Privacy Policy (“Policy”) explains how Sync Intelligence, Inc. and its affiliates and subsidiaries operating under the ‘Sync’ brand (“Sync”, “we”, “our” or “us”) collect, store, use, disclose, and otherwise process information about you in the course of our business. This includes interactions through our website (www.syncdocs.ai) (the “Website”), our software platform known as Sync (the “Service”), and other means such as email, phone communications, and marketing activities. This Policy also outlines your privacy rights and how you can exercise them.
We provide the Service to our customers under an agreement that specifies the terms of use and purposes for which it is provided. Our customers designate which individuals (including third-party contractors, agents, etc.) are authorized to access and utilize their accounts on the Service (“Authorized Users”). Authorized Users may access and use the Service globally, subject to the agreement between Sync and the customer, as well as any applicable laws.This Policy does not apply to the content that our customers and their Authorized Users upload and store within the Service (“Customer Content”).
Sync processes Customer Content solely on behalf of the customer, who is responsible for the collection and use of your data. Therefore, the customer’s privacy notice (and not this Policy) will apply to the customer’s collection and use of Customer Content. For any inquiries related to your data within Customer Content, you should refer to their privacy notice and direct any questions to them. The customer’s agreement with Sync governs our use of and processing of Customer Content. For information regarding our data collection and use concerning Authorized Users' interactions with the Service, please refer to the relevant sections of this Policy.
Information You Provide:
The personal information we collect when you use the Website or the Service, including when you sign up for the Service through our self-service portal (“Self-Service”), and the reasons why we ask for it, will be explained to you at the point of collection. We will clarify whether providing the requested information is mandatory or voluntary.
When using the Website: We may collect personal information such as your name, email address, phone number, postal address, and other details that you provide when, for example:
Submitting inquiries or requesting more information about our services.
Completing surveys or providing feedback.
Downloading content (e.g., whitepapers or guides).
Registering for webinars, sales events, or marketing activities.
When using the Service: If you register for and use the Service, we may collect personal information such as your name, email address, and contact details.
When communicating with us: We may collect information such as your name, title, company name, and other details you voluntarily provide during interactions. This may include audio transcripts, audio-visual recordings, or other information you consent to share during calls, meetings, or other forms of communication.
Information We Automatically Collect:
We automatically collect certain information when you use our Website or Service. This information may include data about your device, activities, and interactions, some of which may identify you.
When using the Website: We collect information such as:
Your device details (e.g., operating system, browser type, and Internet Protocol (IP) address).
Usage data, such as how you arrived at and interacted with the Website and event information (e.g., access times and language preferences)
We may also share device-related information with third-party providers for purposes like fraud detection and network security.
When using the Service: We collect data related to the performance and configuration of the Service, as well as how clients and their Authorized Users interact with it (collectively referred to as “Usage Data”). While most Usage Data does not include personal information, some may, such as:
Technical data, including log files, API usage data, and details about software or systems hosting the Service.
Metadata about an Authorized User, including their user ID, email address, IP address, and information about the device, browser, or operating system they use.
Information about an Authorized User’s activities within the Service, such as feature usage and click patterns.
We use Usage Data to:
Provide, support, and operate the Service.
Ensure network and information security.
Analyze and improve our products and services.
Information We Receive from Third Parties:
Occasionally, we may obtain information about you from external sources, such as public databases, resellers, and social media platforms. Examples of such information include:
Data from fraud detection providers or security firms.
Search results or links, including sponsored or paid listings.
We utilize the personal information collected through our Website, the Service, and other channels (such as in-person interactions or phone calls) for various purposes as outlined below. These uses include:
Operating and Improving Our Services: We use your information to operate, audit, and enhance our Website, products, and services.
Customer Support: We provide customer service and support to address your inquiries and resolve issues.
Product and Service Delivery: We facilitate the delivery of products and services you request, ensuring a smooth experience.
Communication: We send you related information, such as confirmations, invoices, technical notices, updates, security alerts, training materials, and administrative messages.
Account Maintenance: We maintain and manage your account to ensure accurate and efficient service.
Security and Fraud Prevention: We enhance security, monitor and verify identity or service access, and combat fraud, spam, malware, or other network and information security risks.
Quality Assurance: We detect bugs, report errors, and perform activities to maintain the quality and safety of our services.
Research and Development: We conduct research and development to improve our offerings and better understand user needs.
Personalization: We aim to understand your preferences to enhance and personalize your experience when using our Website, products, and services.
Marketing Communications: We may develop and send you direct and online advertising, sales promotions, and other communications, in accordance with your marketing and cookie preferences.
Event Communication: We communicate with you about our events or partner events, including webinars and demonstrations.
Responding to Inquiries: We respond to your comments or questions and provide information you request.
Legal Compliance: We maintain compliance with legal and regulatory requirements.
Legitimate Business Purposes: We process your information for other legitimate business purposes, including customer surveys, data analysis, audits, feedback collection, identifying usage trends, evaluating marketing effectiveness, and enhancing our products, services, and customer relationships.
We may store and process personal information in the United States and other countries. We will not process your personal information for materially different, unrelated, or incompatible purposes without notifying you.
We do not disclose your personal information to third parties except in the following circumstances:
De-identified Information: We may share information that has been de-identified, including through aggregation or anonymization.
Your Instructions: We disclose your information when you specifically instruct us to do so.
With Your Consent: We may share your information with third parties with your explicit consent, such as when you agree to let us disclose your information for their marketing purposes, subject to their separate privacy policies.
Affiliates: We may share your information with our affiliates, in which case the information will be processed as described in this Policy.
Service Providers: We may disclose your information to third-party vendors, consultants, and other service providers who have entered into a written agreement with us and require access to your information to perform their services. This includes vendors and service providers assisting with marketing, billing, payment processing, data analysis, fraud prevention, network security, technical support, and customer service.
Legal Compliance: We may disclose your information to comply with laws, respond to lawful requests, protect our rights and property, enforce our agreements and policies, and safeguard the personal safety of any individual in emergency situations.
Vital Interests: We may disclose your information if necessary to protect the vital interests of any person.
Business Transfers: In connection with or during negotiations for any business transfer, merger, financing, acquisition, or dissolution transaction, we may disclose your information as part of the sale, transfer, divestiture, or disclosure of all or a portion of our business or assets to another company.
Sync Intelligence does not knowingly sell personal information of individuals under 16 years of age.
We retain personal information we collect from you where we have an ongoing legitimate business need to do so (for example, to comply with applicable legal, tax or accounting requirements, to enforce our agreements or comply with our legal obligations). When establishing a retention period for specific categories of personal information, we consider who we collected the data from, our need for the personal information, why we collected the personal information, and the sensitivity of the personal information. When we have no ongoing legitimate business need to process your personal information, we will either permanently delete or anonymize it or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible.
When processing Customer Content on behalf of our customers, we will retain Customer Content as described in our agreement with that customer.
We retain personal information we collect from you where we have an ongoing legitimate business need to do so (for example, to comply with applicable legal, tax or accounting requirements, to enforce our agreements or comply with our legal obligations). When establishing a retention period for specific categories of personal information, we consider who we collected the data from, our need for the personal information, why we collected the personal information, and the sensitivity of the personal information. When we have no ongoing legitimate business need to process your personal information, we will either permanently delete or anonymize it or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible.
When processing Customer Content on behalf of our customers, we will retain Customer Content as described in our agreement with that customer.
If you are located in the European Economic Area (EEA) or the United Kingdom (UK), we process your personal information in accordance with the General Data Protection Regulation (GDPR) and other applicable data protection laws. The legal basis for our processing of your personal information depends on the specific context in which we collect and use it. These legal bases include:
Performance of a Contract: We process your personal information when it is necessary to fulfill a contract with you or to take steps prior to entering into a contract. For example, we process your information to provide our services, respond to your inquiries, or deliver products you have requested.
Legitimate Interests: We may process your personal information when it is necessary for our legitimate business interests, provided that those interests are not overridden by your fundamental rights and freedoms. Examples include:
Improving and personalizing our Website, products, and services.
Detecting fraudulent activity and enhancing the security of our systems.
Conducting research and analysis to better understand our customers and their needs.
Sending you communications about our products and services (where permitted by law).
Consent: With your consent, we may process your personal information for specific purposes. For example, we rely on your consent to send you direct marketing communications or to use certain cookies and similar tracking technologies. You have the right to withdraw your consent at any time.
Legal Obligations: In some cases, we are required to process your personal information to comply with applicable laws, regulations, or legal obligations. For instance, we may process your data to meet tax, accounting, or reporting requirements or to respond to lawful government requests.
Protection of Vital Interests: We may process your personal information where it is necessary to protect your vital interests or the vital interests of another person. For example, this may apply in situations involving threats to safety or emergencies.
If you are a California resident, you have specific rights regarding your personal information under the California Consumer Privacy Act (CCPA) and the California Privacy Rights Act (CPRA). This section describes the categories of personal information we collect. Other sections of this Policy cover your rights, how we use your information, and our data retention practices.
The table below outlines the categories of personal information we collect, the purposes for collection, and the categories of third-party recipients to whom we disclose such information for business purposes:
We do not disclose your personal information to third parties except in the following circumstances:
De-identified Information: We may share information that has been de-identified, including through aggregation or anonymization.
Your Instructions: We disclose your information when you specifically instruct us to do so.
With Your Consent: We may share your information with third parties with your explicit consent, such as when you agree to let us disclose your information for their marketing purposes, subject to their separate privacy policies.
Affiliates: We may share your information with our affiliates, in which case the information will be processed as described in this Policy.
Service Providers: We may disclose your information to third-party vendors, consultants, and other service providers who have entered into a written agreement with us and require access to your information to perform their services. This includes vendors and service providers assisting with marketing, billing, payment processing, data analysis, fraud prevention, network security, technical support, and customer service.
Legal Compliance: We may disclose your information to comply with laws, respond to lawful requests, protect our rights and property, enforce our agreements and policies, and safeguard the personal safety of any individual in emergency situations.
Vital Interests: We may disclose your information if necessary to protect the vital interests of any person.
Business Transfers: In connection with or during negotiations for any business transfer, merger, financing, acquisition, or dissolution transaction, we may disclose your information as part of the sale, transfer, divestiture, or disclosure of all or a portion of our business or assets to another company.
Sync Intelligence does not knowingly sell personal information of individuals under 16 years of age.
Preferences: you may opt out of receiving promotional emails from us by following the instructions in those emails. If you opt out, we may still send you non-promotional emails, such as emails about your accounts or our ongoing business relationship. You may have additional privacy rights as further described in the Privacy Rights section.
Contact: If you have any questions about this Notice or privacy-related issues, please contact us at privacy@syncdocs.ai
