Version 2.0. Last revised September 23, 2026.
What changed in this version: we replaced the list of service providers with the ones we use today, corrected where your data is hosted, replaced an out-of-date safeguard for transfers outside the UK and EEA, rewrote the retention periods to match what our systems actually do, added how we use customer feedback to draft marketing posts and how we publish setup competition entries, and described what the Synergy app sends us when it activates and the daily usage report that business editions send.
This is an important notice regarding your privacy and the way in which Synergy App Ltd (referred to as “we”, “our” or “us” in this policy) collects and makes use of your personal data. We want to be open and transparent with you, and therefore encourage you to contact us if you have any questions about this policy or the ways in which we use your personal data.
This policy applies to our applicants, customers and visitors to our offices generally. We take our privacy responsibilities seriously and are committed to protecting and respecting your privacy.
This policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.
For the purpose of applicable privacy legislation, the data controller is Synergy App Ltd of Albany House, Claremont Lane, Esher, Surrey, KT10 9FQ. Our company registration number is 12839069.
Questions regarding this policy should be directed to our Data Protection Compliance Manager. The Data Protection Compliance Manager is responsible for ensuring compliance with the General Data Protection Regulations and this policy. That post is held by our Operations Manager, who can be contacted at privacy@symless.com. You can also contact our Support team at support@symless.com. Any questions about the operation of this policy or any concerns that the policy has not been followed should be referred in the first instance to the Data Protection Compliance Manager.
We will comply with data protection law and the GDPR. This says that the personal information we hold about you must be:
We may collect, store and use personal data about you (referred to throughout this privacy policy as personal information):
Applicants
Personal contact details such as your name, title, address, telephone number, date of birth and e-mail address.
Recruitment information (including personal information such as copies your right to work documents, your CV or cover letter which is sent to us as part of the application process).
Information provided to us by recruitment agencies in relation to your application for employment with us.
Customers
Your name, postal address and email address, which is collected when you register an account with us or place an order on the Synergy website, symless.com (“our website”).
Information you provide to us via our website, for example, by using the ‘Contact’ form on our website or by corresponding with our technical team.
When opening a ticket by reporting an issue to our Customer Service team, you may forward your support logs to us. We may collect personal information such as your IP address and name from your support logs to assist us in providing a quick solution to your problem.
Your order and license records, including the product you bought, the price you paid and the license keys we issue to you.
If you sign in with Google, the name and email address that Google shares with us.
Feedback you send us after a purchase or from within the app, including any text you write and any screenshots you attach.
If you enter the Synergy setup competition, the photo, the story and the social media handle you submit.
Error reports generated when the website or the app fails, which can include your IP address and the page or action that failed.
Personal information provided to us by the third party service providers we work with, for example, analytics providers.
In addition to the personal information you provide to us directly, we may collect limited personal information about you from publicly available sources. This may include publicly visible social media information (such as your username, profile URL or follower count) where this relates to your customer account with us. We collect this information for the purpose of identifying customers who may be interested in brand advocacy, referral programs or collaboration. This information is only gathered where it is made publicly available by you and is not sourced from private or restricted profiles.
Product license activation and usage reporting
When you activate Synergy, the app sends us your serial key, the app version, your operating system name, whether the computer is acting as a server or a client, and one-way hashes of your computer's machine identifier and hostname. We record the public IP address the request came from. Activation happens once per computer for each role, and we never deactivate an activated computer remotely.
Business editions also send us a usage report once a day while the app is running. It contains the serial key, the app version, the operating system name, and the same hashed identifiers, and we record the public IP address it came from. Because the serial key identifies the license holder, the report is personal data. We process it on the basis of our legitimate interest in license compliance, so that seat usage can be reconciled against the license at renewal, and for nothing else.
The report is mandatory for business editions and cannot be switched off in the app. An organization that does not want to send it can block it at its firewall, and the app continues to work. Personal licenses and offline serial keys send no usage report. The Enterprise edition is licensed by agreement rather than enforced in the app: it has no serial key, never activates and sends us nothing at all.
Business contacts
Contact details such as your name, title, business telephone number and business e-mail address.
Information that you provide or we collect during our interactions with you or your employer, such as how long we have done business with you or how long you have worked at your company.
Generally
If you visit our offices, images, videos and audio are recorded by the CCTV system in operation at our offices.
Information gathered when you visit our offices via our visitor sign-in process, including your name.
Any personal information you provide to us during your interactions with us.
Information gathered by cookies used on our website. Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse and also allows us to improve the way our website works. For detailed information on the cookies we use and the purposes for which we use them, please refer to our Cookie Policy.
Personal information provided to us by third party service providers we work with, for example, payment service or analytics providers.
We will only use your personal information when the law allows us to. When we use your personal information, we must have a legal ground for doing so. The following are (amongst others) the legal grounds by which we can use your personal information:
Where you have provided us with your consent for us to do so.
Where we need to perform the contract we have entered into with you or to take steps to enter into a contract with you.
Where we need to comply with a legal obligation to which we are subject.
Where it is in pursuit of our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
More specifically, we will use your personal information in the following circumstances:
Applicants:
To evaluate and progress your application for employment with us – to perform the contract with you or to take steps to enter into a contract with you, and in pursuit of our legitimate interests to verify your suitability for our vacancies.
To carry out right to work checks – to comply with a legal obligation.
Using a third party document and signature service to send you a contract of employment if you are successful in a job application with us. We are pursing our legitimate interest as sending documents out using this service is quicker and more reliable.
Customers:
Dealing with your enquiry made via the ‘Contact’ page on our website – in pursuit of our legitimate interests to ensure your enquiry is dealt with promptly and efficiently.
Your contact details to provide you with information on our products and services. This may include technical information and/or marketing information – where we have your consent to do so.
To provide you with invoices for our products and services – to perform the contract with you or to take steps to enter into a contract with you.
Dealing with your support request – in pursuit of our legitimate interests to ensure your issue is dealt with promptly and efficiently.
To take payment through Paddle, our payment provider and merchant of record, or through Stripe or PayPal for business customers. These providers handle your card details so that we never see or store them – to perform the contract with you or to take steps to enter into a contract with you.
To open and manage a support ticket in Zendesk when you contact our support team – in pursuit of our legitimate interests to ensure your issue is dealt with promptly and efficiently.
To record enquiries from businesses in Salesforce so that we can follow them up – in pursuit of our legitimate interests in selling to organizations.
To send you the emails you have asked for, such as a receipt, a license key or a password reset, using Mailgun – to perform the contract with you.
To draft marketing posts from the feedback you give us. We send the text of your feedback, and nothing that identifies you, to Anthropic, an AI provider, which drafts a social media post that a member of our team reviews before anything is published – in pursuit of our legitimate interests in promoting our products. You can object at any time by contacting support, and we will mark your feedback so that it is never used again.
To publish your setup photo, your story and your social media handle on our social media channels and on the Synergy website, and to tag you, if you enter the Synergy setup competition – with your consent, which you give when you enter and can withdraw at any time by contacting support.
To protect our forms from automated abuse using Google reCAPTCHA – in pursuit of our legitimate interests in keeping the website secure.
To let you sign in with your Google account, if you choose to – to perform the contract with you.
We may use your contact details (such as your email address or name) to check whether you have publicly available social media profiles (for example, YouTube, Instagram, LinkedIn or similar). Where such profiles are publicly visible, we may record limited information such as your social media username, profile URL and number of followers for the purpose of identifying customers who may be interested in advocacy, referral or collaboration opportunities. This processing is carried out on the basis of our legitimate interests (Article 6(1)(f) GDPR), namely promoting our products and developing customer advocacy. You have the right to object to this processing at any time (see “Rights of access, correction, erasure and restriction” below).
Generally:
Storing your personal information on servers provided by Amazon Web Services and serving the website through Cloudflare – in pursuit of our legitimate interests in hosting our systems securely and reliably.
Recording errors when the website or the app fails, using Sentry, so that we can fix them – in pursuit of our legitimate interests in keeping our products working.
Sending internal notifications to our team in Slack, which can include your name and order details – in pursuit of our legitimate interests in running our business.
To ensure our premises are kept secure – in pursuit of our legitimate interests (site security and evidence).
Health and safety purposes – to comply with a legal obligation.
To administer our website and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes – in pursuit of our legitimate interests (to better understand how people interact with our website and solve any issues it may have).
To improve our website to ensure that content is presented in the most effective manner for you and your computer – in pursuit of our legitimate interests (to improve our content and your or other third parties’ experience of our products and services).
To improve our services or solve technical issues – in pursuit of our legitimate interest (to improve our content and your or other third parties’ experience of our products and services).
To contact you if we wish to use your personal information for a purpose not set out in this policy – to comply with a legal obligation.
We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
We require third parties to respect the security of your personal information and to treat it in accordance with the law. For example, where we instruct third party service providers, we carry out due diligence on those providers to ensure they treat your personal information as seriously as we do.
We may share your personal information with the following types of third parties:
Paddle, our payment provider and merchant of record, which processes your payment and issues your invoice.
Amazon Web Services, which hosts our website, our database and the files you upload.
Cloudflare, which sits in front of our website to serve it securely and protect it from attack.
Mailgun, which delivers the emails we send you.
Salesforce, where we record enquiries from businesses.
Zendesk, where we manage support tickets.
Sentry, which receives error reports when the website or the app fails.
Anthropic, an AI provider, which receives the text of customer feedback, with nothing that identifies you, to draft marketing posts.
Buffer, which schedules posts to our social media channels, including any setup photo you have entered into the competition.
Stripe and PayPal, which process payments from business customers.
Google, for sign-in with a Google account, reCAPTCHA on our forms and Google Tag Manager for website analytics.
Slack, where our team receives internal notifications that can include your name and order details.
Providers assisting us with online signatures, for example to send a contract of employment.
Recruitment partners assisting us with filling our vacancies.
Professional advisers such as lawyers, accountants and business analysts.
Providers which help us collate and organize information effectively and securely.
When paying for our services or products, you will be re-directed to a secure third-party payment service provider. Please be aware that any personal information you supply to these providers will be processed in accordance with their policies and procedures in place for data protection.
Service providers that help us verify publicly available information, such as social media profile lookup or data enrichment services. Where this happens, we only provide the minimum information necessary (such as email address) and require those providers to process the data securely and in accordance with data protection laws.
We record which campaign or referring website brought you to us so that we can measure which of our marketing produces sales. This is limited to sanitized campaign parameters, the hostname of the referring site and the page you landed on, and it is kept with the record of any account, order or enquiry that follows. We process it in pursuit of our legitimate interests in measuring our marketing.
How long will we use your personal information for?
We will only retain your personal information for as long as necessary to fulfill the purposes we collected it for.
We assess the appropriate retention period for different information based on the size, volume, nature and sensitivity of that information, the potential risk of harm to you from unauthorised use or disclosure of that information, the purposes for which we are using that information, applicable legal requirements for holding that information, and whether we can achieve those purpose(s) through other means.
Applicants
Where your application for employment with us is successful, we will provide you with further information as to how we use your personal information during the course of your employment.
Where your application for employment with us is unsuccessful, we will keep your personal information for 12 months.
Customers
The period we keep your personal information depends on a number of circumstances. For example:
Where we have collected your personal information during the course of you or your organisation and us doing business, we will keep your personal information for as long as this business continues, or for as long as we have a commercial interest in holding your personal information, for example, with a view to doing business in the future.
Your account, order and license records are kept for as long as your license is valid, and for as long afterwards as tax and accounting law requires us to keep records of the sale.
If you start creating an account but do not finish, we remove the partial record shortly afterwards.
Feedback sent from the app, and any screenshots attached to it, is deleted around six months after we receive it.
Where we have not been in contact with you for two years, we delete your contact details.
Setup competition entries are kept while the competition runs and, if published, for as long as the post remains on our channels. You can ask us to take a post down at any time.
Where you use our website and one of our cookies are activated, that cookie will operate for the duration set out in our Cookie Policy.
Where we have collected your personal information for marketing distribution, we will keep this information for as long as you wish to receive the marketing information. You can unsubscribe by following the simple process in the “Right to withdraw consent” section below.
Where we collect publicly available social media profile information about you (such as usernames or follower counts), we will retain this information only for as long as it remains relevant to our business relationship with you, and no longer than 12 months without reconfirmation. If you object to this processing, we will delete or suppress this data sooner.
Business contacts
Where we have collected your personal information during the course of you or your organisation and us doing business, we will keep your personal information for as long as this business continues, or for as long as we have a commercial interest in holding your personal information, for example, with a view to doing business in the future.
Generally
Any personal information collected through our CCTV system is stored for 7 days only.
Electronic versions of the information you provide to us or that we collect about you are stored on servers provided by Amazon Web Services in Ohio, United States, and served through Cloudflare.
Some of the providers listed above process your personal information outside the UK and the European Economic Area, mainly in the United States. Where they do, we rely on the EU-US Data Privacy Framework and its UK Extension for providers certified under it, and on the standard contractual clauses approved by the European Commission together with the UK International Data Transfer Addendum for the rest. We have a data processing agreement in place with each provider.
We do not store credit card details. Payment details are entered directly with Paddle, our payment provider, and never pass through our systems.
Your rights in connection with your personal information
Under certain circumstances, by law you have the right to:
Request access to your personal information (known as a "data subject access request"). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
Request the erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to stop processing personal information where we are relying on a legitimate interest and there is something about your particular situation which makes you want to object to processing on this ground.
Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
Request the transfer of your personal information to another party.
If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal information, or request that we transfer a copy of your personal information to another party, please contact our Data Protection Compliance Manager in writing using the contact details set out at the beginning of this privacy policy.
Where we process your personal information on the basis of our legitimate interests, including using your email address or name to identify publicly available social media profiles (such as YouTube, Instagram or LinkedIn) for potential advocacy or collaboration opportunities, and using the text of your feedback to draft marketing posts, you have the right to object to this at any time. If you object, we will stop this type of processing and, if requested, remove any social media information we have linked to your customer record and mark your feedback so that it is not used again. If you have entered the Synergy setup competition, you can withdraw your consent at any time by contacting support, and we will take down any post that features your photo and remove it from the Synergy website.
You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.
We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is a security measure to ensure that personal information is not disclosed to another person who has no right to receive it
In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact our Data Protection Compliance Manager in writing using the contact details set out at the beginning of this privacy policy.
Where we are providing you with marketing information, you can also change your marketing preferences by using the unsubscribe button at the bottom of our marketing e-mails sent to you.
If you entered the Synergy setup competition, you can withdraw your consent to us publishing your photo, story and social media handle by contacting support at support@symless.com.
Once we have received notification that you have withdrawn your consent, we will no longer process your personal information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so.
If you fail to provide certain information when requested, we may not be able to perform the contract we have entered into with you (such as providing you with our products or services), or we may be prevented from complying with our legal obligations (such as to ensure the health and safety of visitors to our offices).
You have a right to make a complaint if you wish to do so. The organisation with oversight of our processing is the Information Commissioner’s Office which can be contacted in writing at Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, United Kingdom SK9 5AF, by telephone (0303 123 1113) or by e-mail (casework@ico.org.uk).
We may change, modify, add or remove portions of this privacy policy at any time, and any changes will become effective immediately.
Any changes we make to our privacy policy will be posted on this page and, where appropriate, notified to you.
The version number and revision date at the top of this page are updated with every change, a short summary of what changed is shown beneath them, and every version is recorded in the revision history at the end of this page.
September 23, 2026 (v2.0): Replaced the list of service providers with the ones we use today. Corrected where your data is hosted, to Amazon Web Services in the United States served through Cloudflare. Replaced an out-of-date safeguard for transfers outside the UK and EEA with the EU-US Data Privacy Framework and standard contractual clauses. Rewrote the retention periods to match what our systems actually do, and removed a promise to delete attribution data within 72 hours and a 12-month period for support logs. Added how we use customer feedback to draft marketing posts and how we publish setup competition entries. Described what the Synergy app sends us when it activates and the daily usage report that business editions send. Added the version number, the revision date and this revision history.
November 2025 (v1.2): Added that we may use your contact details to look up publicly available social media profiles for advocacy or collaboration opportunities, the providers that help us do so, how long we keep that information, and your right to object.
2020 (v1.1): Added a statement that we do not store credit card details.
2018 (v1.0): First version of this privacy policy.