| Operator |
Synapse Systems Inc., doing business as Synapse Tech Inc. |
| Website |
www.synapsetechinc.com |
| Effective Date |
01st July, 2025 |
| Last Updated |
01st July, 2025 |
| Privacy Contact |
privacy@synapsetechinc.com |
| Business Address |
Texas, United States |
1. Introduction and Scope
Synapse Systems Inc., doing business as Synapse Tech Inc. (“Synapse,” “we,” “us” or “our”), provides software applications, integrations and related services that enable business customers to communicate with individuals through the WhatsApp Business Platform, Messenger Platform and Instagram Messaging interfaces, together with related dashboards, webhooks, workflow automation, agent-assistance, analytics, integrations and support services (collectively, the “Services”).
This Privacy Policy explains how Synapse collects, uses, discloses, stores and protects Personal Information when a person visits our website, communicates with us, administers a business customer account, or interacts with a business customer through a Synapse-enabled WhatsApp, Messenger or Instagram application.
This Privacy Policy does not replace the privacy notice of a business customer. When a business customer determines why and how Personal Information is processed through the Services, that customer is responsible for providing its own legally required notices, obtaining appropriate permissions or consent, and responding to individuals as required by applicable law.
2. Our Role in Processing Personal Information
2.1 Information we control
Synapse generally determines the purposes and means of processing information about website visitors, prospective customers, customer account administrators, support contacts, vendors and other direct business contacts. For this information, Synapse generally acts as a controller, business or similar responsible entity under applicable privacy law.
2.2 Information processed for business customers
When Synapse processes messages, contact details, conversation records or other information on instructions from a business customer, Synapse generally acts as that customer’s processor, service provider or contractor. The business customer remains responsible for the legality of its communications, the accuracy of its instructions, its privacy notices, its opt-in and opt-out processes, and the rights of the individuals with whom it communicates.
2.3 Separate Meta processing
Meta Platforms, Inc., WhatsApp LLC and their affiliates process information under their own terms and privacy policies. Synapse does not control Meta’s independent processing. Individuals and business customers should review the applicable Meta, WhatsApp, Facebook and Instagram notices.
3. Information We Collect
3.1 Website and business-contact information
- Name, business name, job title, department and professional contact details.
- Information submitted through contact, demo, partnership, support or other website forms.
- Communications with our sales, implementation, support, privacy, security or legal teams.
- Website activity, device, browser, IP address, approximate location derived from IP address, referral source, cookie identifiers and analytics information.
- Marketing preferences and records of consent, unsubscribe or objection.
3.2 Customer account and administrator information
- Account administrator names, usernames, business email addresses, telephone numbers, authentication data and access roles.
- Company profile, billing contacts, subscription, invoicing and transaction information.
- Configuration records, workflow settings, integration preferences, account activity and audit logs.
- Support tickets, implementation notes, training records and customer-feedback information.
3.3 Meta and messaging integration information
- Meta user, business, Page, app, Instagram Professional Account, WhatsApp Business Account and telephone-number identifiers.
- Account names, business profile information, messaging permissions, authorization records and integration status.
- Access-token metadata, webhook subscription information and API request or response metadata. Synapse does not ask customers to provide personal Meta passwords.
- Message template names, categories, content, approval status and usage information.
- Messaging quality, delivery, read, failure, restriction, opt-in and opt-out information.
3.4 Messages, contacts and conversation content
- Names, usernames, profile information, telephone numbers and other contact identifiers of people communicating with a business customer.
- Message text and interactive responses.
- Images, audio, video, documents and other media submitted through a supported channel.
- Timestamps, routing data, message status, conversation history, agent notes and human-handoff records.
- Order, appointment, support, lead or other business information that the individual or customer chooses to include in a conversation.
3.5 Connected systems and customer-provided data
Business customers may connect third-party systems or upload data, including product catalogs, order records, customer relationship management records, knowledge-base documents, appointment information or business procedures. The categories of information depend on the customer’s configuration and instructions.
3.6 Artificial intelligence and automation data
Where enabled, Synapse may process message content, knowledge-base material, workflow context, user instructions and generated output through automated rules, machine-learning models, large language models, embeddings, vector search or other artificial intelligence functions. Automated outputs may be inaccurate and should be reviewed by the business customer where appropriate.
Synapse’s use of customer data for model training: Synapse does not use customer content to train its own or third-party general-purpose AI models. Customer data is processed only to provide the requested services, subject to applicable contractual and technical safeguards.
4. Sources of Information
- Directly from website visitors, customers, administrators, employees, contractors and other business contacts.
- From individuals who communicate with a business customer through WhatsApp, Messenger or Instagram.
- From Meta and its APIs, webhooks, business tools and messaging platforms after appropriate authorization.
- From systems connected by a customer, such as commerce, customer-support, scheduling, email or customer relationship management platforms.
- Automatically from devices, browsers, server logs, cookies and similar technologies.
- From service providers, business partners and publicly available business sources, where lawful.
5. How We Use Information
- Provide, configure, maintain, secure and improve the Services.
- Authenticate users, manage roles and administer customer accounts.
- Receive, route, display, generate and transmit messages as instructed by business customers.
- Operate workflows, automations, integrations, knowledge retrieval, analytics and human-agent handoff.
- Manage message templates, delivery status, account health and policy-related events.
- Provide onboarding, implementation, training, technical support and account management.
- Process payments, maintain financial records and enforce agreements.
- Monitor performance, prevent abuse, troubleshoot errors and protect the security and integrity of the Services.
- Comply with law, respond to lawful requests, establish or defend legal claims, and enforce acceptable-use requirements.
- Send requested information and, where permitted, business communications about Synapse services.
6. Legal Bases Where Applicable
Where a law requires identification of a legal basis, Synapse may process Personal Information because the processing is necessary to perform a contract or take requested pre-contract steps; to comply with a legal obligation; for legitimate interests such as operating, securing and improving the Services; with consent; or to establish, exercise or defend legal claims. The applicable basis depends on the information, relationship and jurisdiction.
7. Messaging Consent and Customer Responsibilities
Business customers are responsible for having a valid basis to contact each recipient, providing all legally required notices, obtaining and recording any required opt-in, honoring opt-out and deletion requests, and complying with applicable Meta and WhatsApp rules. Synapse may provide technical tools to record consent or suppress messages, but the customer remains responsible for the lawfulness and content of its communications.
Recipients may stop promotional or other eligible communications by using a recognized opt-out command, following instructions in the message, contacting the relevant business, or using available channel controls. A request to stop messages is not necessarily the same as a request to delete all Personal Information.
8. How We Disclose Information
8.1 Business customers and authorized users
Information processed for a business customer may be available to that customer and its authorized administrators, agents and connected systems. The customer controls its own access assignments and use of exported information.
8.2 Meta and messaging platforms
Synapse exchanges information with Meta, WhatsApp, Facebook and Instagram as necessary to establish authorized integrations, send or receive messages, receive webhooks, manage messaging assets and support platform functionality.
8.3 Service providers and subprocessors
Synapse may engage hosting, database, storage, security, monitoring, communications, payment, analytics, support and artificial-intelligence providers. They may process information only for specified services and subject to contractual or other safeguards appropriate to the relationship.
Current public subprocessor list: A current list of Synapse subprocessors is available upon request by contacting privacy@synapsetechinc.com.
8.4 Legal, safety and corporate events
Synapse may disclose information when reasonably necessary to comply with law or legal process; protect rights, safety or security; investigate fraud, abuse or policy violations; enforce agreements; or evaluate or complete a merger, financing, acquisition, restructuring, sale of assets or similar transaction, subject to appropriate protections.
8.5 No sale or targeted advertising statement
Synapse’s position regarding sale, sharing and targeted advertising: Synapse does not sell Personal Information or share it for cross-context behavioral advertising. Synapse uses only necessary and limited analytics cookies to operate and improve its website.
9. International Data Transfers
Synapse and its service providers may process information in the United States and other countries where they operate. Those countries may have data-protection rules that differ from the rules in the individual’s jurisdiction. Where required, Synapse will use an approved transfer mechanism or other legally recognized safeguard.
Primary hosting and processing locations: Synapse and its service providers may process data in the United States and other countries, using appropriate contractual and legal safeguards for international data transfers.
10. Data Retention
Synapse retains information for the period reasonably necessary to provide the Services, follow customer instructions, maintain security and audit records, resolve disputes, enforce agreements and satisfy legal obligations. Business customers may be able to configure certain retention periods. Deletion from active systems may be followed by deletion from backups according to the backup-rotation schedule.
| Data Category |
Retention Rule |
| Customer account data |
30 days after account closure |
| Messages and conversation history |
90 days by default; configurable from 30–365 days |
| Media and attachments |
30 days |
| Meta authorization and integration records |
30 days after disconnection |
| Security and audit logs |
12 months |
| Support and implementation records |
3 years |
| Financial and tax records |
7 years, or longer if legally required |
| Backups |
35-day rolling deletion cycle |
| Deletion request records |
3 years |
11. Security
Synapse uses administrative, technical and organizational safeguards designed to protect information against unauthorized access, alteration, disclosure or destruction. Depending on the production configuration, safeguards may include access controls, least-privilege permissions, encryption in transit, encryption at rest, secrets management, multi-factor authentication, logging, monitoring, backups, vulnerability management and incident-response procedures.
No security measure is perfect. Customers are responsible for maintaining secure administrator accounts, protecting credentials, assigning appropriate access and promptly notifying Synapse of suspected compromise.
Security contact: security@synapsetechinc.com
12. Individual Rights and Choices
Depending on applicable law and the person’s relationship with Synapse, rights may include requesting access, correction, deletion, portability or restriction; objecting to certain processing; withdrawing consent; opting out of certain sales, sharing, targeted advertising or profiling; and appealing a decision. These rights may be subject to legal exceptions and identity verification.
12.1 Requests relating to a business customer
If an individual communicated with a business through a Synapse-enabled application, the relevant business may be the primary party responsible for the request. Synapse may direct the individual to that business or assist the business under contractual instructions.
12.2 Requests directed to Synapse
Submit a privacy request through email: privacy@synapsetechinc.com
Synapse may request information reasonably necessary to verify identity, locate records and prevent fraudulent requests. An authorized agent may submit a request where permitted by law, subject to verification of authority.
12.3 Marketing choices
Recipients may unsubscribe from Synapse marketing emails using the link in the message or by contacting Synapse. Transactional, security and service communications may continue where necessary.
12.4 Cookies
Website cookie practices and consent controls:
Synapse uses essential cookies necessary for website operation and does not use non-essential cookies without user consent.
13. Children’s Privacy
The Services are intended for business use and are not directed to children. Minimum age and child-data position: The Services are intended for business users aged 18 or older and are not directed to children under 13. Synapse does not knowingly collect Personal Information from children under 13.
If Synapse learns that it has collected Personal Information from a child contrary to applicable law or customer instructions, it will take appropriate steps to delete or otherwise address the information.
14. Third-Party Sites and Services
The Services may link to or integrate with third-party sites and systems. Their privacy practices are governed by their own notices and agreements. Synapse is not responsible for a third party’s independent processing.
15. Changes to This Privacy Policy
Synapse may update this Privacy Policy to reflect changes in the Services, technology, law or business practices. The revised policy will state a new “Last Updated” date. Where required, Synapse will provide additional notice or obtain consent.
16. Contact Us
