Privacy Policy
Syndeya ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our mobile application, our public digital card pages, and related services (together, the "Application"). Please read this privacy policy carefully. If you do not agree with the terms of this privacy policy, please do not access the Application.
1. Collection of Your Information
The information we collect depends on the features you use, and includes:
- Account Registration Data: To use the Application, you are required to create an account using Sign in with Apple or Google. We collect personally identifiable information, such as your name and email address, when you register. Registration is directly tied to the core functionality of the Application, allowing us to securely back up your data, sync your connections across devices, and restore your data if you reinstall the Application.
- Your Profile and Card: The details you add to your digital card, such as your name, title, company, phone, email, short bio, photo, banner, and any translated versions of your card. Your card is public: anyone with your card link, QR code, or smart card can view it.
- Information About People You Add: When you add people to Syndeya, by scanning a business card or QR code, recording a voice memo, typing details, importing from your phone's contacts, or importing a conversation, we store the information you provide about them, such as names, contact details, where you met, notes, follow-up points, personal details, and important dates. You are responsible for having the right to store this information. We process it only to provide the Application to you.
- Voice Memos and Imported Conversations: Audio you record and the text transcribed from it, and files you import (for example meeting transcripts or recordings exported from devices such as Plaud). These are used to create notes, follow-up points, and dates, which you review and approve before they are saved.
- Information from People Who View Your Card: When someone opens your public card and chooses to share their details back with you, we collect what they enter (such as name, phone, email, and company) and their approximate city and region, estimated from their internet address. We also count how many times each physical smart card is tapped; this count does not include personal information about the person tapping.
- Device Permissions: With your permission, the Application uses features of your device. You can change these permissions at any time in your device's settings.
- Camera: to scan business cards and QR codes.
- Microphone and Speech Recognition: to record voice memos and turn them into text.
- Contacts: to import people you select from your phone's contacts, to fill in details for meeting guests already in your contacts, and to save people to your contacts when you ask. Your phone's address book is not changed except when you choose to save a contact to it. Only the people you select are copied into Syndeya.
- Calendar (optional, "Calendar prep"): to find upcoming meetings with people in your network so we can remind and brief you beforehand. Calendar events are read and matched on your device; your calendar events are not stored on our servers.
- Photos: to choose a profile picture or banner.
- NFC: to set up a Syndeya smart card. When you activate a card, we record the card chip's serial number and link it to your account.
- Notifications: to deliver reminders, meeting alerts, and briefings.
- Device and Diagnostic Data: Information such as your device model, operating system, app version, language, time zone, and a notification token. If the Application crashes, a crash report (including technical details of the error, your device model, and app version) is sent to help us fix the problem.
- Derivative Data: Information our servers automatically collect when you use the Application or view a card page, such as your IP address, browser type, operating system, and access times.
- Purchases: Smart card orders on syndeya.com and company plans bought on the Syndeya team dashboard are processed by Stripe. In-app purchases, if offered, are processed by Apple or Google. We receive the order details, billing country, and payment status, but never your full payment card details.
2. Use of Your Information
We use the information we collect to:
- Provide, operate, and maintain the Application, including your digital card, reminders, and briefings.
- Send you reminders, meeting alerts, and morning briefings at the time you choose, and, if you opt in, email recaps of people you have met.
- Generate meeting briefs, suggested messages, notes from voice memos and imported conversations, and translations of your card, using AI services, for your use only.
- Improve, personalize, and expand the Application, and understand how it is used.
- Diagnose and fix crashes and errors.
- Communicate with you, including for customer service, updates relating to the Application, and, where permitted, marketing and promotional purposes.
- Find and prevent fraud and abuse.
- Data Usage for Utility: We use your contact data strictly for the utility of the Application's features, such as logging interactions and setting reminders. We do not use your contact data for training artificial intelligence models unrelated to your direct user experience, and we do not sell your personal information.
3. Disclosure of Your Information
We may share information in the following situations:
- Third-Party Service Providers: We share information with providers that perform services for us, only as needed to provide those services:
- Google Cloud Platform and Firebase: hosting, sign-in, database, file storage, notifications, crash reporting, speech-to-text, and text-to-speech.
- Google Generative AI (Gemini): meeting briefs, suggested messages, notes from voice memos and imported conversations, and card translations.
- Resend: delivery of email recaps.
- ipapi.co: estimating the approximate city and region of people who share their details back on a card page.
- Apple and Google: sign-in, and payment processing for in-app purchases if offered (with RevenueCat for subscription status).
- Stripe: payment processing for smart card orders and company plans.
- Our card manufacturing partner: the name and shipping address on a smart card order, to make and ship the card.
- Your Organization: If you join a company account (for example by invitation, a join code, or a company-issued card), the account is provided by your company. The people, notes, and follow-ups you save while on the company account belong to your company and are visible to its owners and managers. Contacts you import from your phone's address book are copies used for your reminders; they are not added to your company's shared contacts, and the originals never leave your phone. If you leave the company, its owners and managers can transfer the company's contacts to a colleague and remove them from your app. For information saved in a company account, your company decides how it is used and Syndeya processes it on the company's behalf, as described in our Data Processing Agreement.
- Integrations You Connect: If you or your organization connect an integration such as HubSpot, the contacts you choose to sync are sent to that service.
- By Law or to Protect Rights: If we believe the release of information is necessary to respond to legal process, to investigate or remedy potential violations of our policies, or to protect the rights, property, and safety of others, we may share information as permitted or required by any applicable law, rule, or regulation.
4. Data Retention and Account Deletion
Where data is stored: Syndeya is operated from the United States, and your information is stored and processed in the United States by the providers listed above. If you use Syndeya from another country, your information is transferred to the United States. Companies that need contractual protections for these transfers can rely on our Data Processing Agreement.
Company accounts: Information in a company account is kept while the company's plan is active and is deleted within 90 days after the company closes its account, unless the company exports it first or the law requires us to keep it.
We retain your personal data and network contacts only for as long as your account is active. You have the right to request deletion of your personal data at any time. You can delete your account and all associated data directly in the Application under Settings › Delete account. Upon account deletion, your profile, stored contacts, and voice memos are permanently removed from our active databases. If you cannot access the Application, email support@syndeya.com from your account's email address and we will delete your account for you.
5. Your Choices
- Turn device permissions on or off at any time in your device's settings.
- Turn Calendar prep on or off in Settings › Calendar prep.
- Choose or turn off email recaps in Settings › Email recap.
- Change the time of your daily reminders in Settings › Reminder time.
- Edit or delete any person, note, or memo in the Application at any time.
6. Security of Your Information
We use administrative, technical, and physical security measures to help protect your personal information. While we have taken reasonable steps to secure the personal information you provide to us, please be aware that despite our efforts, no security measures are perfect or impenetrable, and no method of data transmission can be guaranteed against any interception or other type of misuse.
7. Policy for Children
We do not knowingly solicit information from or market to children under the age of 13. If you become aware of any data we have collected from children under age 13, please contact us using the contact information provided below.
8. Changes to This Policy
We may update this Privacy Policy from time to time. We will post the updated version on this page with a new effective date, and, for significant changes, notify you in the Application.
9. Contact Us
For problems or questions about using the Application, including account deletion: support@syndeya.com
For general questions about Syndeya or this Privacy Policy: info@syndeya.com