Legal
Privacy Policy
Last updated
Who we are
Synkd is made by Synkd.Ai AS, org. nr. 935 805 988, Sørumsgata 1 A, 2000 Lillestrøm, Norway. Questions about this policy go to [email protected].
Overview
- Synkd is a B2B platform used by companies that do jobs for their customers: an office app, a field app, a customer page, and an inbox for the email accounts the office connects.
- For end-customer data, the company using Synkd is the Data Controller and Synkd is the Data Processor.
- For Synkd user accounts, connected email accounts and administrative data, Synkd acts as Data Controller.
- All processing complies with GDPR and EU law.
1. What we process and why
1.1 Purpose limitation & data minimisation
We only process data needed to:
- take in requests from customers, by form, phone, SMS and email
- plan and deliver jobs
- provide ETA, routing and live status
- send notifications and communication
- operate, secure and improve the platform
We never use identifiable end-customer data for advertising or external commercial use.
1.2 Office users
Name, phone number and email address, used to sign in and to show colleagues and customers who is handling a job. Signing in with Google or Microsoft gives us your name, email address and account ID from that provider, and nothing else unless you connect the account's email as described in section 2.
1.3 Field workers
Name, phone number, the jobs assigned to them, and location data as described in section 3.
1.4 End customers
Name, phone number, email address, the address of the job, what the customer wrote or sent about the job (messages, photos, files), and the conversation between the customer and the company. Processed on the company's behalf to deliver the job.
2. Email accounts you connect (Google and Microsoft)
Office users can connect a Google or Microsoft account so that their email shows in Synkd's inbox. This is optional and can be switched off at any time.
2.1 What we access
With your permission we read your mailbox (messages, attachments and read state), mark messages as read, and send email on your behalf. For Google this is the Gmail gmail.readonly, gmail.modify and gmail.send permissions, plus your name and email address to identify the account. For Microsoft it is the equivalent Mail.Read, Mail.ReadWrite and Mail.Send permissions, including for mailboxes shared with you, and Calendars.Read to show your calendar in Synkd.
2.2 How we use it
- to show your inbox and threads in Synkd, and how much is unread
- to let you reply and write new email from Synkd
- to mark a thread read in your mailbox when you have read it in Synkd
- to turn an email into a job: the emails in that thread are copied into the job so the conversation continues there, and new emails in the thread are copied in as they arrive
- to let Synkd's AI read the emails of a job and suggest a title, contact details, tasks and replies for that job (see section 4)
2.3 What we store
Your account's email address, the permissions you granted, and the access keys Google or Microsoft give us, encrypted. We do not store your mailbox. Your inbox is read live from Google or Microsoft each time you open it. Only the emails in threads you have turned into jobs are stored, as part of that job, together with their attachments.
2.4 Who sees it
- Colleagues in your company who have access to the job see the emails copied into it.
- Colleagues can see your inbox itself only if you choose share with company for the account. Mailboxes shared with you in Microsoft are never visible to colleagues.
- The customer the job is for sees the emails copied into their job conversation on their customer page.
- Our sub-processors process this data on our behalf and may not use it for their own purposes: DigitalOcean (hosting and file storage, Frankfurt), Cloudflare (images and video), OpenRouter with OpenAI and Anthropic (AI features), and Sentry (error monitoring). See section 5.
2.5 What we never do
We do not use email data for advertising, sell it, or use it to develop, improve or train generalised AI or machine-learning models. Google Workspace data is not used to develop, improve or train non-personalised AI/ML models.
Synkd's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
2.6 Human access
Synkd staff do not have access to or read your email.
2.7 Disconnecting and deleting
Disconnect the account under Inbox in Synkd. This deletes the stored access keys at once. Emails already copied into jobs stay with those jobs until the job is deleted (see section 7). You can also revoke Synkd's access from your Google account or Microsoft account settings, or ask us at [email protected].
3. Location data
Synkd uses location data to deliver accurate arrival windows and optimise routes.
Principles:
- tracking occurs only within defined working-time windows, never 24/7 by default
- each worker can toggle tracking on/off in the app
- administrators can configure custom default tracking windows for their company or teams
This ensures full control for both companies and workers.
4. AI features
Synkd uses language models to write a title and description for a new request, fill in contact details the customer gave, suggest tasks, visit times and replies, and draft messages for the office to approve. Nothing is sent to a customer without someone in the office approving it, except the automatic confirmations the company has turned on.
The text of requests, messages and emails on a job is sent to the model for this. We use models from OpenAI and Anthropic through OpenRouter, with settings that exclude any provider that stores prompts or trains on them. Synkd does not train models, on this data or any other.
5. Sub-processors
We use these providers to run Synkd. Each is bound by a data processing agreement. Transfers outside the EEA are covered by the EU standard contractual clauses.
- DigitalOcean: database and file storage, Frankfurt (EU)
- Cloudflare: images and video on jobs, content delivery, bot protection
- OpenRouter, OpenAI, Anthropic: AI features (section 4)
- Google: sign-in, Gmail when you connect it, and Maps for addresses
- Microsoft: sign-in, Outlook and calendar when you connect them
- Sentry: error monitoring
- Mixpanel (EU): product analytics, without message content
- Resend: email Synkd sends on the company's behalf
- Telnyx, Twilio, Sveve: SMS and phone calls to customers
- Apple, Google Firebase: push notifications to the apps
- Inngest: scheduling of background work
We tell our customers before adding a sub-processor that will process their data, and we tell users when our handling of connected email accounts changes.
6. GDPR roles, security & transfers
Company using Synkd = Data Controller for its customers' data
Synkd = Data Processor
Synkd:
- processes data only under documented customer instructions
- maintains agreements with all sub-processors
- implements strong security: encryption in transit and at rest, encrypted access keys, access control, logging, monitoring
- stores data primarily within the EEA, with transfers outside protected via valid mechanisms (e.g. SCCs)
7. Retention & deletion
- Jobs, their conversations, files and emails copied from connected accounts are kept until the company deletes the job or its subscription ends.
- When a subscription ends, the company's data is deleted within 90 days.
- Access keys for a connected email account are deleted when the account is disconnected.
- A user's account is deleted on request from the app or by email.
- Invoicing records are kept as long as Norwegian accounting law requires.
8. Your rights
Synkd facilitates access, rectification, erasure and other GDPR rights.
End-customer requests are carried out by the Data Controller (the company using Synkd), with Synkd providing support. Office users and field workers can contact us directly.
9. Changes to this policy
We update this page when our practices change and change the date at the top. Users with a connected email account are told before we use its data in a new way.
Questions? Email us at [email protected]. See also our Terms and Conditions.