Privacy policy

Last updated: 25 August 2026

This policy explains what personal information Syntra Systems collects, why we collect it, and what you can do about it. If anything here is unclear, email us at hello@syntrasystems.co.

Who we are

Syntra Systems builds custom operating systems for coaching, consulting and information businesses. We are the controller of the personal information described below.

What we collect

Application details. When you submit the application form we collect your name, email address, phone number, company, website and your answers to the five qualification questions.
Attribution data. UTM parameters and the referring page, so we know which campaign brought you here. We store a one-way hash of your IP address, never the address itself.
Account data. If you become a client, the name and email of each person you give portal access to, plus a securely hashed password.
Files you upload. Documents you place in your client workspace, along with their filename, size, type and upload time.
Usage data. Standard server logs and, if you consent, analytics about how the site is used.

Why we use it

To assess whether we can help you, and to prepare for your Blueprint call.
To deliver the work you have engaged us for, and to run your client portal.
To communicate with you about your project.
To measure which marketing channels work, and to improve the site.
To meet our legal and accounting obligations.

Our legal bases are your consent (for optional analytics and marketing), the performance of a contract (for delivery and the portal), and our legitimate interests (for security and improving the service).

Who we share it with

We share personal information only with service providers who help us operate: our hosting and database providers, our scheduling tool, our email provider, and our payment processor. Each processes data on our instructions. We do not sell personal information.

How long we keep it

Applications that do not become clients: up to 24 months, then deleted.
Client records and uploaded documents: for the duration of the engagement plus the period required for tax and legal records.
Server logs: up to 90 days.

How we protect it

Data is encrypted in transit. Passwords are stored only as bcrypt hashes and cannot be recovered. Access to client workspaces is restricted so that each client can reach only their own files. Documents are served as downloads with no-store caching.

Your rights

You can ask us to give you a copy of your data, correct it, delete it, restrict how we use it, or object to its use. You can withdraw consent for analytics at any time. Email hello@syntrasystems.co and we will respond within 30 days. If you are in the EEA or UK, you also have the right to complain to your data protection authority.

International transfers

Our providers may process data outside your country. Where that happens we rely on appropriate safeguards, such as standard contractual clauses.

Changes

If we make a material change to this policy we will update the date above and, where appropriate, tell you directly.