Cookies and Privacy Policy
COOKIES AND PRIVACY POLICY
Last Updated: 7 July 2025
Version: 1.0
1. ABOUT THIS POLICY
1.1 Who We Are
Syntra AI Solutions Limited (“Syntra“, “we“, “us“, or “our“) is a company registered in England and Wales under company number 16510381. Our registered office is at 1 Locker ave, Warrington, WA29PS.
We specialise in providing artificial intelligence automation software solutions for the property management industry. We develop and supply software code that property management companies install on their own systems to automate tenant communications, maintenance workflows, and property management processes.
1.2 About This Policy
This Cookies and Privacy Policy explains how we collect, use, store, and protect your personal information when you:
- Visit our website at www.syntraaisolutions.com
- Enquire about our services
- Purchase or use our software solutions
- Communicate with us
This policy applies only to data we collect directly. We do not have access to tenant data or other information processed through our software once installed by our clients.
1.3 Our Role as Data Controller
For the personal data described in this policy, Syntra AI Solutions Limited is the “data controller” under UK data protection law. This means we decide how and why your personal data is processed.
Important: When our clients use our software to process tenant data, the client (not Syntra) is the data controller for that information. We do not have access to or control over tenant data processed through our installed software.
2. INFORMATION WE COLLECT
2.1 Information You Provide Directly
Contact Information:
- Name, job title, and company details
- Email address and telephone number
- Business address and correspondence preferences
- Information in enquiry forms or support requests
Business Information:
- Property portfolio size and type
- Current property management software and systems
- Business requirements and preferences
- Contract and billing information
Communication Records:
- Records of telephone calls, emails, and meetings
- Support tickets and technical assistance requests
- Feedback and survey responses
- Marketing communication preferences
2.2 Information We Collect Automatically
Website Usage Data:
- IP address and browser type
- Pages visited and time spent on our website
- Referring website and search terms used
- Device information and screen resolution
- Date and time of website visits
Technical Information:
- Browser settings and capabilities
- Operating system and device type
- Cookie preferences and settings
- Website performance data
2.3 Information We Do Not Collect
We do not collect or have access to:
- Tenant personal data processed through our software
- Property management data stored on client systems
- Financial information of tenants or properties
- Any data processed through our software once installed by clients
3. HOW WE USE COOKIES
3.1 What Are Cookies
Cookies are small text files stored on your device when you visit our website. They help us understand how you use our website and improve your experience.
3.2 Types of Cookies We Use
Strictly Necessary Cookies These cookies are essential for our website to function properly and cannot be switched off.
| Cookie Name | Purpose | Duration |
|---|---|---|
| syntra_session | Maintains your session state | Session only |
| csrf_token | Prevents cross-site request forgery | Session only |
| cookie_consent | Remembers your cookie preferences | 12 months |
Performance Cookies These cookies help us understand how visitors interact with our website.
| Cookie Name | Purpose | Duration |
|---|---|---|
| _ga | Google Analytics – distinguishes users | 2 years |
| _gat | Google Analytics – throttles request rate | 1 minute |
| _gid | Google Analytics – distinguishes users | 24 hours |
Functional Cookies These cookies enable enhanced functionality and personalisation.
| Cookie Name | Purpose | Duration |
|---|---|---|
| preferred_contact | Remembers contact preferences | 6 months |
| demo_requested | Tracks demo request status | 30 days |
| roi_calculator_data | Saves ROI calculator inputs | 7 days |
Marketing Cookies These cookies track visitors across websites to display relevant advertisements.
| Cookie Name | Purpose | Duration |
|---|---|---|
| _fbp | Facebook Pixel – tracks conversions | 3 months |
| linkedin_analytics | LinkedIn Insight Tag | 12 months |
| google_ads | Google Ads conversion tracking | 90 days |
3.3 Managing Your Cookie Preferences
Cookie Consent Banner When you first visit our website, you’ll see a cookie consent banner where you can:
- Accept all cookies
- Reject non-essential cookies
- Customise your cookie preferences
Browser Settings You can control cookies through your browser settings:
- Chrome: Settings > Privacy and Security > Cookies
- Firefox: Options > Privacy & Security > Cookies
- Safari: Preferences > Privacy > Cookies
- Edge: Settings > Cookies and Site Permissions
Opt-Out Links
4. HOW WE USE YOUR INFORMATION
4.1 Providing Our Services
Legal Basis: Contract performance and legitimate interests
We use your information to:
- Process enquiries and provide quotations
- Deliver software solutions and technical support
- Manage client accounts and billing
- Provide training and implementation assistance
- Respond to support requests and technical issues
4.2 Communication and Marketing
Legal Basis: Legitimate interests and consent (for direct marketing)
We use your information to:
- Send service updates and important notices
- Provide industry insights and software updates
- Invite you to relevant webinars and events
- Send marketing communications (with your consent)
- Respond to your enquiries and feedback
4.3 Website Improvement and Analytics
Legal Basis: Legitimate interests
We use website data to:
- Improve our website design and functionality
- Understand how visitors use our website
- Optimise our content and user experience
- Monitor website performance and security
- Generate anonymised usage statistics
4.4 Legal and Regulatory Compliance
Legal Basis: Legal obligation and legitimate interests
We may use your information to:
- Comply with legal and regulatory requirements
- Respond to law enforcement requests
- Protect our rights and interests
- Investigate suspected fraud or misconduct
- Maintain business records as required by law
5. HOW WE SHARE YOUR INFORMATION
5.1 Service Providers
We may share your information with trusted third-party service providers who assist us in operating our business:
Technology Providers:
- Website hosting and content delivery networks
- Email marketing and communication platforms
- Customer relationship management systems
- Analytics and performance monitoring tools
Professional Services:
- Legal advisers and solicitors
- Accountants and auditors
- Insurance providers
- Business consultants
Marketing Partners:
- Digital marketing agencies
- Event management companies
- Industry publications and websites
- Professional association partners
5.2 Legal Requirements
We may disclose your information when required by law or to:
- Comply with legal obligations or court orders
- Respond to requests from law enforcement
- Protect our rights, property, or safety
- Investigate fraud or security incidents
- Enforce our terms and conditions
5.3 Business Transfers
In the event of a merger, acquisition, or sale of assets, your information may be transferred to the new entity, subject to the same privacy protections.
5.4 What We Don’t Share
We never sell your personal information to third parties for their marketing purposes.
6. INTERNATIONAL TRANSFERS
6.1 Data Transfers Outside the UK
Some of our service providers may be located outside the United Kingdom. When we transfer your personal data internationally, we ensure appropriate safeguards are in place:
Adequacy Decisions: Countries deemed to have adequate data protection by the UK government
Standard Contractual Clauses: Legally binding commitments between Syntra and service providers
Certification Schemes: Providers certified under recognised data protection frameworks
6.2 Specific International Transfers
United States:
- Google Analytics (covered by adequacy decision)
- Microsoft services (Standard Contractual Clauses)
- Salesforce CRM (Standard Contractual Clauses)
European Union:
- Various service providers (covered by UK adequacy finding)
7. DATA RETENTION
7.1 Retention Periods
We retain your personal information for different periods depending on the type of data and our legal obligations:
Client Information:
- Active clients: Duration of contract plus 7 years
- Former clients: 7 years after contract termination
- Financial records: 7 years for tax and accounting purposes
Prospect Information:
- Active prospects: 3 years from last meaningful contact
- Inactive prospects: 12 months if no engagement
- Marketing consent: Until withdrawn or 3 years inactive
Website Analytics:
- Google Analytics: 26 months (automatically deleted)
- Server logs: 12 months for security purposes
- Cookie data: As specified in cookie table above
Legal and Regulatory:
- Compliance records: As required by applicable law
- Legal proceedings: Until proceedings concluded plus 7 years
7.2 Data Deletion
When retention periods expire, we securely delete or anonymise your personal information unless:
- Legal obligations require longer retention
- Legitimate interests justify continued storage
- You have specifically requested data deletion
8. YOUR RIGHTS
8.1 Your Data Protection Rights
Under UK data protection law, you have the following rights:
Right of Access Request a copy of the personal information we hold about you
Right to Rectification Ask us to correct inaccurate or incomplete information
Right to Erasure Request deletion of your personal information in certain circumstances
Right to Restrict Processing Ask us to limit how we use your information
Right to Data Portability Request your data in a portable format for transfer to another provider
Right to Object Object to processing based on legitimate interests or direct marketing
Rights Related to Automated Decision-Making Rights regarding automated decisions that significantly affect you
8.2 How to Exercise Your Rights
To exercise any of these rights, please contact us using the details in Section 12. We will:
- Respond within one month (extendable by two months for complex requests)
- Verify your identity before processing requests
- Provide information free of charge (unless requests are manifestly unfounded)
- Explain any limitations or exemptions that may apply
8.3 Right to Complain
If you’re not satisfied with how we handle your personal information, you have the right to complain to the Information Commissioner’s Office (ICO):
Information Commissioner’s Office
- Website: www.ico.org.uk
- Telephone: 0303 123 1113
- Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
9. DATA SECURITY
9.1 Technical Measures
We implement robust technical security measures to protect your personal information:
Encryption:
- Data encrypted in transit using TLS 1.3
- Data encrypted at rest using AES-256
- Database encryption and secure key management
Access Controls:
- Multi-factor authentication for all admin accounts
- Role-based access permissions
- Regular access reviews and deprovisioning
Infrastructure Security:
- Secure hosting with ISO 27001 certified providers
- Regular security assessments and penetration testing
- Automated backup systems with encryption
9.2 Organisational Measures
Staff Training:
- Regular data protection training for all employees
- Specific privacy training for customer-facing staff
- Incident response and breach notification procedures
Policies and Procedures:
- Comprehensive data protection policies
- Clear procedures for handling personal data
- Regular policy reviews and updates
Vendor Management:
- Due diligence on all service providers
- Contractual data protection requirements
- Regular vendor security assessments
9.3 Incident Response
In the unlikely event of a data breach, we will:
- Contain the incident and assess the risk
- Notify the ICO within 72 hours if required
- Inform affected individuals without undue delay
- Take steps to prevent future incidents
10. CHILDREN’S PRIVACY
Our website and services are designed for business users and are not intended for children under 16. We do not knowingly collect personal information from children under 16. If we become aware that we have collected such information, we will take steps to delete it promptly.
If you believe we have collected information from a child under 16, please contact us immediately using the details in Section 12.
11. CHANGES TO THIS POLICY
11.1 Policy Updates
We may update this Cookies and Privacy Policy from time to time to reflect:
- Changes in our business practices
- New legal requirements
- Improvements to our privacy practices
- Feedback from users and regulators
11.2 Notification of Changes
When we make material changes to this policy, we will:
- Update the “Last Updated” date at the top of this policy
- Notify you by email if you’re a current client
- Display a prominent notice on our website
- Provide a summary of key changes
11.3 Your Continued Use
Your continued use of our website or services after we post changes constitutes your acceptance of the updated policy. If you disagree with changes, please stop using our services and contact us about deleting your information.
12. CONTACT INFORMATION
12.1 Data Protection Enquiries
For any questions about this Cookies and Privacy Policy or how we handle your personal information, please contact us:
Email: support@syntraaisolutions.com
Telephone: 0333 335 6995
Post: Data Protection Officer, Syntra AI Solutions Limited, 1 Locker ave, Warrington, WA29PS
12.2 General Business Enquiries
Email: hello@syntraaisolutions.com
Website: www.syntraaisolutions.com
Telephone: [Phone Number]
12.3 Technical Support
Email: support@syntraaisolutions.co
13. LEGAL BASIS SUMMARY
For transparency, here’s a summary of the legal basis we rely on for processing your personal information:
| Purpose | Legal Basis | Data Types |
|---|---|---|
| Providing services and support | Contract performance | Contact details, business information |
| Website functionality | Legitimate interests | Website usage data, technical information |
| Marketing communications | Consent | Contact details, communication preferences |
| Service improvement | Legitimate interests | Analytics data, feedback |
| Legal compliance | Legal obligation | All relevant data as required |
| Fraud prevention | Legitimate interests | Contact details, transaction data |
14. GLOSSARY
Data Controller: The organisation that determines how and why personal data is processed.
Data Processor: An organisation that processes personal data on behalf of a data controller.
Data Subject: An individual whose personal data is being processed.
Personal Data: Any information relating to an identified or identifiable individual.
Processing: Any operation performed on personal data, including collection, storage, use, and deletion.
UK GDPR: The UK General Data Protection Regulation, which governs data protection in the UK.
SYNTRA AI SOLUTIONS LIMITED
Registered in England and Wales
Company Number: 16510381
Registered Office: 1 Locker Ave, Warrington, WA29PS
This Cookies and Privacy Policy is effective as of 7 July 2025 and supersedes all previous versions.