Privacy Policy

01Introduction

Synclo is a modular ERP platform. This policy explains how we handle information when you use the Synclo platform, our website, any Synclo module (including our AI assistant, Alci), our integrations and our support services. Please read it together with our Terms of Service, Cookie Policy and Security Overview.

02Who this policy covers

This policy applies to every part of Synclo: the platform, the website, all modules, integrations, AI features and support. It covers the people whose information may pass through Synclo, including:

• client companies and their authorised users
• employees, candidates and learners managed in a workspace
• customers, vendors and partners recorded by a client
• visitors to our website and people who contact us

03Our role with your data

For data that a client puts into its Synclo workspace, Synclo acts as a processor (or service provider) working on the client's instructions. The client company owns that data and is its primary controller.

For information Synclo collects for its own purposes, such as sales enquiries, partner applications and website activity, Synclo acts as an independent controller.

Clients are responsible for informing their own employees, candidates and contacts about how their data is used in Synclo, and for meeting the laws that apply to them.

04Information we collect

Depending on the modules a client uses, we may process:

• account and company details, such as company name, administrators and billing contacts
• user and access data, such as names, roles, permissions and login history
• workspace and ERP data, such as HR, payroll, finance, sales, project, supply chain and learning records
• recruitment data, such as applications, CVs, interview notes and offers
• communication and workflow data, such as comments, approvals and notifications
• AI interaction data, such as questions asked to Alci and the answers given
• technical and security data, such as device, browser, IP address and error logs
• website, sales and support data, such as forms you submit and messages you send us

05How we collect it

Most information is provided by clients and their users when they set up and use Synclo, upload files or connect other systems. Some information is collected automatically as the platform is used, through integrations a client enables, through forms on our website, and when you contact our support team or use AI features.

06How we use information

We use information to:

• run, secure and support the Synclo platform
• set up accounts, roles and permissions
• operate each module and its workflows
• send service notifications and reports
• answer enquiries and provide support
• improve the reliability and usability of Synclo
• meet our legal and regulatory obligations

07AI features and Alci

Alci and other AI features are there to assist people, not replace their judgement. AI answers, summaries and suggestions can be incomplete or wrong, so they should be reviewed by a person before important decisions are made.

We do not use client workspace data to train public AI models.

08Ownership and client controls

Clients own their workspace data. Each client controls who has access, what each role can see and do, its settings, and its exports. Synclo keeps logs of key actions so clients can see who did what.

09When we share information

Synclo does not sell, rent or trade client data for third-party marketing or advertising. We share information only where needed:

• with service providers who help us host, run and support Synclo, under contract and confidentiality obligations
• with third-party services a client chooses to connect
• with authorities where the law requires it
• as part of a merger, acquisition or similar business transaction, with appropriate protections

10How we protect information

We use safeguards that include role-based access controls, encryption where applicable, audit logs and backups. No system can be completely secure, so we also ask clients to manage their users and passwords carefully. Our Security Overview gives more detail.

11Retention, export and deletion

We keep client data for as long as the subscription is active. After cancellation, we keep it for 14 days so the client can export it, unless we agree a different period in writing. After that, data is deleted, de-identified or made inaccessible, subject to backup cycles and any legal requirement to keep it longer.

12Your privacy rights

Depending on where you live, you may have the right to access, correct, delete, restrict, object to or export your personal information.

If your information is held in a client company's workspace (for example, as an employee or candidate), please contact that company first, because it controls that data. For information Synclo controls directly, contact us using the details below.

13Cookies and website data

We use essential, analytics, performance and marketing cookies on our website. Our Cookie Policy explains each type and how to manage your choices.

14Integrations and third-party services

When a client connects another service to Synclo, we share data with that service only as the client enables. Those services are governed by their own terms and privacy policies.

15International transfers

Synclo serves companies in many countries, so information may be processed outside the country where it was collected. When this happens we apply reasonable safeguards. Clients remain responsible for their own cross-border compliance.

16Security incidents

If we become aware of a security incident, we investigate it and notify affected clients where the law or our agreements require. If you suspect a problem, please tell us straight away.

17Compliance

Synclo provides tools that help clients meet their obligations, but each client remains responsible for its own legal compliance. Using Synclo does not by itself guarantee compliance.

18Changes to this policy

We may update this policy from time to time. When we do, we will change the effective date above and tell clients about material changes. Continuing to use Synclo after an update means you accept the updated policy.