Privacy Policy

Effective March 8, 2026 · Last updated: October 15, 2026

Syntro Solutions LLC provides AI voice assistants, lead follow-up, custom technology solutions, website design, managed website hosting, and related implementation and support services to business clients. This Privacy Policy explains how we collect, use, disclose, retain, and protect personal information in connection with our website at syntrosolutions.com (the “Site”), our business communications, and the services we deliver. “Personal information” means information that identifies, or can reasonably be linked to, a particular individual or household.

1. Scope

1.1. This Policy applies to personal information processed by Syntro in connection with:

  • (a) visits to the Site, including its contact form, its live AI voice demo and its AI website chat;
  • (b) client onboarding and account administration;
  • (c) service delivery and support;
  • (d) voice-agent and workflow operations; and
  • (e) business communications.

1.2. This Policy does not apply to websites or services that Syntro does not operate, or to personal information that a client controls and Syntro processes only on that client's behalf, which is governed by the client's own privacy notice and by our agreement with the client.

2. Role of the Parties

2.1. Depending on the engagement, Syntro may act as:

  • (a) a processor or service provider, processing personal information on a client's documented instructions; or
  • (b) a controller or business, processing personal information for Syntro's own business operations, such as responding to inquiries, billing, fraud prevention, and support.

2.2. Where Syntro acts as a processor or service provider, the client is responsible for providing required notices, obtaining required consents, and issuing lawful instructions. Client engagements involving personal information are governed by the Data Processing Agreement, which states the processing instructions, security measures, and deletion obligations this Policy refers to.

3. Categories of Information We Process

3.1. Information you provide through the Site

  • Contact form: full name; email address; telephone number (if provided); company name (if provided); and the content of your message.
  • Call booking: if you book a call, your name, telephone number, email address, the time you choose, and any notes you add.
  • Live voice demo: the Site offers an optional live demo of an AI receptionist. If you start a demo call, we process the call audio, a transcript of the conversation, call metadata (such as start time and duration), and anything you choose to say during the call.
  • Review form: if you leave a review, your name; the email address or telephone number you give us; your review; and whether you allow us to show your first name and review on the Site. We show a review only when you check that box.
  • Website chat: the Site offers an optional AI website chat. If you send a message, we process the text of the conversation, chat metadata (such as start time), and anything you choose to type, such as a name, phone number or address.

3.2. Information collected when you visit

  • Connection data. Our host, Cloudflare, processes your IP address, browser and device type, the page requested, and the referring page in order to deliver the Site and protect it from attacks and bot abuse.
  • Site performance statistics. The Site uses Cloudflare Web Analytics, which records page views, the referring page, and page-load performance, and reports them to us only in aggregate. See §7.
  • How you found us. When you send the contact form or book a call, we keep with your inquiry the first page of that visit and, if you came from one of our ads, the ad's campaign tags and click ID, so we can measure which pages and ads bring inquiries. We do not send it to any advertising platform. See §7.2.
  • Usage limits. When you start a voice demo, use the website chat, book a call, send the contact form or leave a review, your IP address is used to limit how often one visitor can use them. For a booking, a contact-form message or a review, the phone number and email address you enter are also counted, so one number or address cannot be flooded (see §9).

3.3. Information processed in delivering services

Subject to applicable law and client configuration, we may process:

  1. Business Contact Information (name, business email, telephone number, company, title).
  2. Account and Billing Information (billing contacts, invoice records, payment status metadata).
  3. Service and Support Data (configuration records, support tickets, troubleshooting logs, service communications).
  4. Integration Data from third-party systems and APIs the client authorizes.
  5. Technical and Usage Data (IP address, device and browser metadata, timestamps, diagnostics, security telemetry).
  6. Voice-Agent Data (call recordings and transcripts, call metadata, and information voluntarily provided by callers).

4. Voice, Recording, and Sensitive Data Notice

4.1. The Site's voice demo is an artificial-intelligence agent, not a person. Every demo call is recorded and transcribed. No call begins unless you press the button to start one, and a demo call ends after about two minutes. Please do not share sensitive personal information, such as health, financial, or account details, during a demo. The Site's website chat is also an artificial-intelligence assistant, not a person, and every chat is saved. No chat begins until you send a message.

4.2. For voice-agent services, call content may include personal or sensitive information voluntarily disclosed by callers.

  • Default retention window: up to 90 days for call and chat content, including Site demo calls and website chats, and related operational logs, unless a different period is required by law or agreed in writing.
  • Redaction: by default, retained records may be unredacted during the retention period unless Syntro has accepted a specific redaction scope in writing.
  • Client controls: at the client's direction, guardrail and redaction settings may be enabled, limited, or disabled.
  • No voiceprints: Syntro does not use call audio to create voiceprints or other biometric identifiers.

4.3. Clients are responsible for giving callers any legally required notice that they are speaking with an AI agent and that the call is recorded, and for obtaining any consent the law requires, including under state wiretap and recording-consent laws and telecommunications rules. Suggested disclosure language and an implementation checklist are in the Call Recording & Consent Disclosure.

5. Purposes of Processing

5.1. We process personal information to:

  • (a) respond to inquiries and provide requested services;
  • (b) provide, operate, secure, and improve contracted services;
  • (c) configure and maintain workflows and integrations;
  • (d) monitor performance, quality, and reliability;
  • (e) respond to support requests and incidents;
  • (f) contact you by telephone, text message, or email about your inquiry;
  • (g) manage invoicing, collections, and account administration;
  • (h) measure and improve the Site's performance in aggregate;
  • (i) prevent fraud, abuse, and unauthorized activity; and
  • (j) comply with legal obligations and enforce our agreements.

5.2. Calls and text messages. If you give us your telephone number, Syntro may call you at that number about your inquiry and any services you request. We text you only if you checked the text consent box on our booking form or contact form (Terms of Service §7.3). If you check that box, some texts are sent automatically, such as a booking confirmation and reminders before your call. We contact you personally; we do not send automated or prerecorded marketing calls or texts to Site visitors. Message and data rates may apply. To stop text messages, reply STOP to any message from us or tell us by email, and we will honor the request within the time the law requires.

5.3. Email offers. Our booking and contact forms include a box, checked unless you uncheck it, to get tips and offers from Syntro by email. If you leave it checked, we may email you about our services. Every such email includes a way to unsubscribe, and we honor an unsubscribe request within 10 business days. Unchecking the box or unsubscribing does not stop emails about your inquiry or a call you booked.

6. Legal Bases (Where Applicable)

Where the law requires a legal basis for processing (for example, the EU or UK General Data Protection Regulation), we rely on one or more of the following: performance of a contract; our legitimate interests in operating and securing our business, where those interests are not overridden by your rights; compliance with a legal obligation; and your consent, where consent is required.

7. Cookies, Browser Storage, and Analytics

7.1. Cookies. The Site uses two functional cookies only:

  • cookie_consent: remembers your answer to the cookie notice, for 12 months.
  • form_submissions: counts contact-form sends from your browser to help limit repeat sends, for 1 hour.

7.2. Browser storage. If you reach the voice demo's usage limit, your browser's local storage may briefly hold the time of that attempt. While a tab is open, its session storage holds the first page of your visit and, if you came from one of our ads, the ad's tags in the link (such as the campaign name or an ad click ID). It is cleared when you close the tab and is sent to us only with a form you submit, so we know which page or ad brought you. Neither item stored in your browser contains personal information.

7.3. Analytics. The Site uses Cloudflare Web Analytics to count page views and measure page-load performance. Cloudflare states that this service does not use cookies or local storage and does not “fingerprint” individuals by IP address, browser type, or other data. We see only aggregate statistics. We use no advertising cookies, advertising pixels, session-recording tools, or social-media trackers.

7.4. Do Not Track and cross-site tracking. We do not track visitors over time or across third-party websites, and we do not permit any third party to collect personal information about your online activities over time and across different websites through the Site. Because the Site does not engage in that tracking, it does not change its behavior in response to a browser “Do Not Track” or Global Privacy Control signal; it treats every visitor as though such a signal were on.

7.5. You can delete or block cookies through your browser settings. The contact form's flood protection may not work, and the cookie notice may reappear, if you do.

8. Disclosure of Information

8.1. We do not sell personal information, including sensitive data, and we do not share personal information for targeted or cross-context behavioral advertising. We never sell, rent, or share personal information with third parties for their own marketing purposes.

8.2. Mobile information. Mobile telephone numbers and text-message opt-in data will not be shared or sold to third parties, affiliates, or lead generators for marketing or promotional purposes.

8.3. We disclose personal information only to:

  • (a) subprocessors and service providers bound by confidentiality and security obligations, for the purposes described in this Policy (see §9);
  • (b) professional advisors, such as lawyers and accountants, under duties of confidentiality;
  • (c) regulators, law enforcement, courts, or other authorities where required by law, or where we believe in good faith that disclosure is necessary to protect the rights, property, or safety of Syntro, our clients, or others; and
  • (d) a successor entity in connection with a merger, financing, acquisition, or transfer of assets, which will remain bound by this Policy for information collected under it.

9. Subprocessors and Third-Party Platforms

9.1. The Site is hosted on Cloudflare Pages, which also provides Cloudflare Web Analytics (see §7.3), and we use Google Fonts for typography, which receives your IP address and browser information when the font files load.

9.2. Five Site features send information to third parties:

  • Call booking: when you book a call on the Site, your name, phone number, email address, the time you choose and any notes are sent to Cal.com, our scheduling provider, which adds the call to our calendar and emails you the booking. The booking is also recorded as a lead in HubSpot. If you checked the text consent box, booking texts are sent through Twilio. Before the booking is made, your IP address, phone number and email address are checked against a usage limit stored in Supabase. If you book on Cal.com’s own page instead, Cal.com’s privacy policy also applies there.
  • Contact form: submissions are delivered by email through Resend to our inbox at Proton Mail, and recorded as a lead in HubSpot, our customer relationship management system. If you checked the text consent box, a thank-you text is sent through Twilio. Before a message is sent on, your IP address, phone number and email address are checked against a usage limit stored in Supabase.
  • Review form: reviews are delivered by email through Resend to our inboxes at Proton Mail and Google Workspace. Before a review is sent on, your IP address, phone number and email address are checked against a usage limit stored in Supabase.
  • Live voice demo: calls are carried and processed by Retell AI (voice-agent platform, which records and transcribes the call) and LiveKit (real-time media transport). Before a demo starts, your IP address is checked against a usage limit stored in Supabase, so that one visitor or bot cannot overuse the demo.
  • Website chat: chat messages are processed and stored by Retell AI, which runs the AI assistant. Before a chat starts and with each message, your IP address is checked against a usage limit stored in Supabase. If you book a call with us in the chat, the details you type are sent to Cal.com; if you ask for a callback, they are sent to us.

9.3. Our services may also rely on third-party cloud, telephony, AI, and integration providers. Their handling of data is governed by their contracts with us and by their own privacy notices. The current list is maintained in the Subprocessor List and is available to clients on request.

10. Data Retention

10.1. We retain personal information only for as long as reasonably necessary for the purposes described in this Policy, including service delivery, records management, legal compliance, dispute resolution, and enforcement of our rights.

10.2. Unless otherwise required by law or agreed in writing:

  • contact-form submissions are retained no longer than 24 months;
  • voice-agent call and chat content and related logs, including Site demo calls and website chats, are retained up to 90 days;
  • usage-limit records tied to an IP address, phone number or email address are kept only as long as the limit they enforce, and booking and contact-form records are deleted after 2 days;
  • billing and financial records are retained as required by tax and accounting laws; and
  • security logs may be retained as needed for fraud prevention and incident response.

10.3. You may request deletion at any time using the contact details in §17.

11. Security

We maintain commercially reasonable administrative, technical, and organizational safeguards designed to protect personal information, including encryption in transit (HTTPS), security headers, restricted access, and validated form handling. No method of transmission or storage is completely secure, and we cannot guarantee absolute security. If we learn of a security incident affecting your personal information, we will notify you as and when the law requires.

12. Data Subject / Consumer Rights

12.1. Depending on applicable law, you may have the right to request:

  • (a) access to, or a copy of, your personal information;
  • (b) correction of inaccurate personal information;
  • (c) deletion of your personal information;
  • (d) portability of your personal information;
  • (e) restriction of, or objection to, certain processing;
  • (f) to opt out of further communications; and
  • (g) to appeal our decision on a request, where the law provides that right.

12.2. How to make a request. Email syntrosolutions@protonmail.com with the subject line “Privacy Request,” describing the request. To review or correct the contact information you gave us, you may also call us. We will verify your identity before acting, respond within the time the applicable law requires, and not discriminate against you for exercising any right.

12.3. Where Syntro processes personal information as a processor for a client, we will refer your request to that client and assist the client in responding.

13. U.S. State Privacy Disclosures (Where Applicable)

13.1. Residents of certain U.S. states, including California, may have additional rights under their state's consumer privacy laws. Syntro may act as a “service provider” or “processor” for client data and as a “business” or “controller” for its own operational data, as described in §2. Whether or not a particular state law applies to us, we extend the rights in §12 to every individual.

13.2. California. This Policy is intended to meet the California Online Privacy Protection Act. The categories of personal information we collect are listed in §3, the categories of third parties with whom we share it in §8 and §9, how to review and request changes in §12, how we announce changes in §16, and our response to Do Not Track signals in §7.4.

13.3. Nevada and Texas. We do not sell personal information, including sensitive data, as those terms are defined in Nevada Revised Statutes Chapter 603A and the Texas Data Privacy and Security Act.

14. International Data Transfers

Syntro is located in the United States, and personal information is processed in the United States and in other countries where our service providers operate. Where the law requires, we implement appropriate safeguards for transfers.

15. Children's Privacy

The Site and our services are intended for businesses and are not directed to children under 13 (or a higher age where required by law). We do not knowingly collect personal information from children under 13. If we learn that we have collected such information, we will delete it.

16. Changes to This Policy

We may update this Policy from time to time. We will post the updated Policy on the Site and change the “Last Updated” date above, and where a change is material we will also place a notice on the Site's home page or notify clients directly. Changes take effect when posted unless the law requires otherwise. If a change materially expands how we use personal information we have already collected, we will obtain your consent where the law requires.

17. Contact