1. Introduction

Zynaptix Ltd ("Zynaptix", "we", "us", or "our") is committed to protecting your privacy and ensuring that your personal data is handled securely, lawfully, and transparently.

Zynaptix AI Solutions is a trading style of Zynaptix Ltd. References in this Privacy Policy to "Zynaptix", "we", "us" or "our" mean Zynaptix Ltd.

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 Ltd
Registered Address: Unit 13 Precision 2 Industrial Estate, Bingham Road, Sittingbourne, England, ME10 3TR
Company Number: 17220412
Email: [email protected]

Zynaptix AI Solutions is a trading style of Zynaptix Ltd. Zynaptix Ltd is the legal entity responsible as data controller.

We act in two different roles depending on the circumstances.

Where you visit our website, enquire about our services, or purchase from us, Zynaptix Ltd is the data controller for your personal data and this Privacy Policy applies.

Where we provide AI receptionist services to a business customer, that customer is the data controller for the personal data of the people who call them or contact them through their website. In those cases we act as a data processor on that customer's instructions, and our processing is governed by our Terms and Conditions rather than by this Privacy Policy. If you have contacted a business that uses our services and you wish to exercise your data protection rights, please contact that business directly.

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

3.8 Call and Conversation Data

• Audio recordings of telephone calls answered by our AI receptionist services

• Written transcripts of those calls

• Text and voice conversations held with AI assistants on our own or our customers' websites

• Enquiry details captured during those conversations, including name, contact details, location, and the nature of the enquiry

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, including Google Analytics;

• Website session analytics, including Microsoft Clarity, which records page interactions such as scrolling and clicks in order to show us how visitors use our pages;

• Advertising and conversion tracking technologies, including the Meta (Facebook) Pixel;

• 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:

• Stripe, our payment processor, for taking and managing payments and subscriptions;

• HighLevel Inc., trading as GoHighLevel and LeadConnector, which provides our CRM, calendar booking, email and SMS messaging, the speech and language technology behind our AI receptionist services, and hosting for some of our web pages;

• Google, for website analytics;

• Microsoft, for website session analytics;

• Meta Platforms Ireland Limited, for advertising and conversion measurement;

• Cloud hosting and website technology 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

• Call recordings and transcripts: For the duration of the customer's subscription, and 90 days after it ends

Where necessary, personal data may be retained for longer periods to establish, exercise, or defend legal claims.

13. Data Security

We have implemented appropriate technical and organisational measures to protect personal data against unauthorised access, alteration, disclosure, loss 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;

• Measure how our pages are used, through Google Analytics and Microsoft Clarity;

• Measure the performance of our advertising, including conversion tracking through the Meta (Facebook) Pixel; and

• Enhance security.

Where required by law, we obtain consent before placing non-essential cookies on your device, including advertising and analytics cookies.

For further information, please refer to our Cookie Policy at https://plan.zynaptix.ai/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 us using the details set out in section 19.

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 Ltd
Unit 13 Precision 2 Industrial Estate
Bingham Road
Sittingbourne
England
ME10 3TR

Company Number: 17220412

Zynaptix AI Solutions is a trading style of Zynaptix Ltd.

Email: [email protected]