Privacy Policy
Effective Date: 01/01/2026
Last Updated: 01/01/2026
1. Introduction
Zynaptix AI Solutions Ltd ("Zynaptix", "we", "us", or "our") is committed to protecting your privacy and ensuring that your personal data is handled securely, lawfully, and transparently.
This Privacy Policy explains how we collect, use, store, share, and protect your personal data when you:
Visit our website;
- Use our products or services;
- Contact or communicate with us;
- Subscribe to updates or marketing communications;
- Receive SMS messages from us; or
- Otherwise interact with our business.
We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations (PECR).
2. Data Controller
The data controller responsible for your personal data is:
Zynaptix AI Solutions Ltd
Registered Address: 13 Precision 2 Business Park, Sittingbourne, Kent, ME10 3TR
Company Number: 17220412
Email: [email protected]
3. Personal Data We Collect
We may collect and process the following categories of personal data.
3.1 Identity Data
- Name
- Job title
- Company name
- Username or account identifiers
3.2 Contact Data
- Email address
- Telephone number
- Postal address
3.3 Technical Data
- IP address
- Browser type and version
- Device information
- Operating system
- Time zone settings
- Website access logs
3.4 Usage Data
- Website activity
- Pages viewed
- Session duration
- Clickstream information
- Product and service usage analytics
3.5 Transaction Data
- Purchase information
- Payment records
- Billing information
- Contractual records
3.6 Communications Data
- Customer support enquiries
- Email correspondence
- SMS communications
- Survey responses
- Feedback submissions
3.7 Marketing Data
- Marketing preferences
- Communication preferences
- Consent records
- Subscription history
4. How We Collect Personal Data
4.1 Information You Provide Directly
We collect personal data directly from you when you:
- Complete forms on our website;
- Contact us by email, telephone, SMS, or other means;
- Purchase or enquire about our products or services;
- Create an account;
- Subscribe to newsletters or updates; or
- Request support.
4.2 Information Collected Automatically
We may collect information automatically through:
Cookies;
- Analytics tools;
- Website logs; and
- Similar tracking technologies.
4.3 Information from Third Parties
In some circumstances, we may receive personal data from:
- Service providers;
- Analytics providers;
- Payment processors;
- Marketing platforms; and
- Publicly available sources.
5. How We Use Your Personal Data
We use personal data for the following purposes:
- Providing and managing our products and services;
- Administering customer accounts;
- Processing payments and transactions;
- Responding to enquiries and support requests;
- Improving our website, products, and services;
- Maintaining security and preventing fraud;
- Complying with legal and regulatory obligations;
- Sending service-related communications;
- Sending marketing communications where permitted by law; and
- Maintaining business records and operational systems.
6.Lawful Bases for Processing
Under the UK GDPR, we rely on one or more of the following lawful bases:
- Performance of a Contract – where processing is necessary to provide products or services.
- Legal Obligation – where processing is necessary to comply with applicable laws or regulations.
- Legitimate Interests – where processing supports our legitimate business interests and does not override your rights and freedoms.
- Consent – where consent is required by law.
Where processing is based on consent, you may withdraw your consent at any time.
7. AI and Automated Processing
As an AI-focused organisation, we may use artificial intelligence technologies as part of our services.
Where personal data is processed using AI systems:
- Processing will only occur where we have a lawful basis to do so;
- Appropriate safeguards will be implemented to protect personal data;
- Customer personal data will not be used to train third-party AI models unless expressly disclosed and authorised;
- Appropriate assessments and reviews will be conducted where required; and
- Where solely automated decision-making produces legal or similarly significant effects, we will provide information about your rights under applicable data protection laws.
8. Mobile Messaging and SMS Communications
If you provide your mobile telephone number, you may receive SMS messages relating to:
- Account notifications;
- Transaction confirmations;
- Service updates;
- Customer support communications; and
- Marketing communications where you have provided consent.
Message frequency may vary depending on your interactions with us.
Standard message and data rates may apply according to your mobile network provider.
You may opt out of SMS communications at any time by replying STOP.
Your consent to receive SMS messages is not a condition of purchasing products or services.
We do not sell mobile telephone numbers.
Mobile telephone numbers are only shared with authorised service providers where necessary to deliver messaging services.
9. Marketing Communications
We may send marketing communications by email, SMS, telephone, or other electronic means where permitted by law.
You may opt out of marketing communications at any time by:
- Clicking the unsubscribe link in our emails;
- Replying STOP to SMS messages; or
- Contacting us directly.
Opting out of marketing communications will not affect essential service-related communications.
10. Sharing Your Personal Data
We may share personal data with:
- Cloud hosting providers;
- Website and technology providers;
- Payment processors;
- Customer relationship management (CRM) providers;
- Analytics providers;
- SMS and communications providers;
- Professional advisers, including solicitors, accountants, auditors, and insurers; and
- Regulatory authorities, courts, law enforcement agencies, or government bodies where required by law.
We do not sell personal data.
SMS consent information and mobile opt-in data will not be shared with third parties for their own marketing purposes.
11. International Transfers
Some of our suppliers and service providers may process personal data outside the United Kingdom.
Where international transfers occur, we ensure that appropriate safeguards are implemented, including:
- UK adequacy regulations;
- International Data Transfer Agreements (IDTAs);
- UK Addenda to Standard Contractual Clauses; and
- Other legally recognised transfer mechanisms.
Further information regarding international transfers is available upon request.
12. Data Retention
We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, regulatory, tax, accounting, and reporting requirements.
Typical Retention Periods
Customer account records: Up to 7 years after the business relationship ends
Financial and accounting records: 6 years plus the current financial year
Marketing consent records: Duration of consent plus 6 years
Website logs: Up to 12 months
SMS logs: Up to 12 months
Customer support records: Up to 3 years
Where necessary, personal data may be retained for longer periods to establish, exercise, or defend legal claims.
13. Data Security
We implement appropriate technical and organisational measures designed to protect personal data against accidental loss, unauthorised access, disclosure, alteration, or destruction.
These measures include:
- Encryption where appropriate;
- Access controls and authentication procedures;
- Secure hosting infrastructure;
- Security monitoring and auditing;
- Staff training; and
- Incident response procedures.
While we take reasonable precautions, no method of transmission over the internet can be guaranteed to be completely secure.
14. Cookies and Similar Technologies
Our website uses cookies and similar technologies to:
- Operate and maintain website functionality;
- Remember user preferences;
- Improve website performance;
- Analyse website traffic and usage; and
- Enhance security.
Where required by law, we obtain consent before placing non-essential cookies on your device.
For further information, please refer to our Cookie Policy.
15. Your Rights
Under the UK GDPR, you have the following rights:
- The right to be informed;
- The right of access;
- The right to rectification;
- The right to erasure;
- The right to restrict processing;
- The right to data portability;
- The right to object;
- Rights relating to automated decision-making and profiling; and
- The right to withdraw consent where consent is relied upon.
To exercise any of these rights, please contact u
16. Complaints
If you have concerns about how we handle your personal data, please contact us first so that we can attempt to resolve the issue.
You also have the right to lodge a complaint with the Information Commissioner's Office (ICO).
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113
Website: https://ico.org.uk
17. Children's Privacy
Our services are not intended for those under the age of 16.
We do not knowingly collect personal data from children. If we become aware that personal data has been collected from a child without appropriate consent, we will take steps to delete that information.
18. Changes to This Privacy Policy
We may update this Privacy Policy from time to time.
Any changes will be published on this page together with a revised "Last Updated" date. Where appropriate, we may also notify users of significant changes by email, SMS, or website notice.
19. Contact Us
If you have any questions regarding this Privacy Policy or our privacy practices, please contact:
Zynaptix AI Solutions Ltd
13 Precision 2 Business Park
Bingham Road
Sittingbourne
Kent
ME10 3TR
Email: [email protected]