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Privacy Policy

Last updated: October 20, 2026

1. Introduction

SyntaxSuite ("we," "us," or "our") provides a client operations platform for agencies and service businesses. This Privacy Policy describes how we collect, use, share, and protect information when you use our website, application, and related services (collectively, the "Service").

By using the Service, you agree to the collection and use of information as described in this policy. If you do not agree, please do not use the Service.

2. Information We Collect

We collect information in several categories:

2.1 Account Information

When you create an account, we collect your name, email address, and authentication credentials. If you subscribe to a paid plan, we collect billing information through our payment processor.

2.2 Workspace and Business Information

You may provide business information when setting up your workspace, including your business name, address, tax identification numbers, and other organizational details used to configure the Service.

2.3 Customer-Provided Data

Through the Service, you may enter information about your own clients, contacts, and business relationships. This includes client names, contact details, project information, commercial documents (such as quotations, contracts, and invoices), financial records, notes, and other operational data. You are the controller of this data and are responsible for ensuring you have the appropriate rights to process it.

2.4 Usage and Device Information

We automatically collect information about how you interact with the Service, including your IP address, browser type, device information, pages visited, and actions taken. This information is used to operate, maintain, and improve the Service.

2.5 Communications

When you contact us for support, submit a demo request, or otherwise communicate with us, we collect the information you provide in those communications.

3. How We Use Information

We use collected information to:

  • Provide, operate, and maintain the Service
  • Process transactions and manage subscriptions
  • Generate documents, invoices, and other operational outputs you request
  • Provide AI-powered features you choose to use (see Section 4)
  • Send transactional communications, security alerts, and support messages
  • Analyze usage to improve and develop the Service
  • Detect, prevent, and address technical issues or abuse
  • Comply with legal obligations

4. AI Processing

SyntaxSuite includes AI-powered features that can generate or assist with content such as quotations, contracts, summaries, and other operational documents. When you use these features, the information you submit or select is processed by AI systems to produce the requested output.

AI processing may involve transmitting your input to third-party AI service providers. The specific handling, retention, and use of data by these providers is governed by their respective terms and privacy policies. We select providers with the intent to protect your data, but we encourage you to review the terms of the underlying providers.

You should not submit information to AI features that you do not have the right to process or that you would not want processed by third-party AI systems.

5. Third-Party Services

We use third-party service providers to help operate the Service. These include, but may not be limited to:

  • Payment processing: Subscription payments are processed through Stripe. Stripe collects and processes payment information in accordance with its own privacy policy.
  • AI providers: AI-powered features use third-party AI services to generate content (see Section 4).
  • Infrastructure and hosting: We use third-party cloud infrastructure to host and operate the Service.
  • Email delivery: Transactional emails and notifications are sent through third-party email services.

These providers access your information only to perform tasks on our behalf and are obligated not to use it for other purposes.

6. Data Sharing

We do not sell your personal information. We may share information in the following circumstances:

  • Service providers: As described in Section 5, to providers that help us operate the Service.
  • Legal requirements: When required by law, regulation, legal process, or governmental request.
  • Protection of rights: To enforce our terms, protect our rights or safety, or protect the rights or safety of others.
  • Business transfers: In connection with a merger, acquisition, or sale of assets, in which case your information may be transferred as part of that transaction.

7. Data Retention

We retain your information for as long as your account is active or as needed to provide the Service. We may retain certain information after account deletion as required by law or for legitimate business purposes such as resolving disputes or enforcing agreements.

8. Data Security

We implement reasonable technical and organizational measures to protect your information against unauthorized access, alteration, disclosure, or destruction. This includes encryption of data in transit and at rest. However, no method of transmission over the Internet or electronic storage is completely secure, and we cannot guarantee absolute security.

9. Your Rights and Choices

Depending on your location, you may have rights regarding your personal information, including the right to access, correct, delete, or port your data. You can manage most account and workspace settings directly within the Service.

For requests that cannot be handled through your account settings, please contact us at the address listed below.

10. Account and Data Deletion

You can delete your account and workspace through the Service. Upon deletion, we will remove your data from our active systems. Some information may be retained in backups for a limited period or as required by law.

11. Cookies and Tracking

The Service uses cookies and similar technologies for authentication, preferences, and essential functionality. We do not currently use third-party advertising or analytics tracking cookies on the marketing website.

12. Children's Privacy

The Service is not directed at individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected information from a child, we will take steps to delete it.

13. Changes to This Policy

We may update this Privacy Policy from time to time. If we make material changes, we will notify you by updating the date at the top of this policy and, where appropriate, providing additional notice through the Service or via email.

14. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us at support@syntaxsuite.io.