Privacy Policy

Syncrozone (“Syncrozone”, “we”, “us”, or “our”) provides a customer relationship management platform that helps service businesses manage bookings, contacts, and client outreach across channels such as WhatsApp, email, voice, and web chat (the “Service”). This Privacy Policy explains what information we collect, how we use it, and the choices you have.

This policy applies to (a) businesses and their staff who create an account and use the Service (“Customers”), and (b) the individuals a Customer communicates with through the Service, such as leads, contacts, and appointment bookers (“End Users”). If you are an End User, the business you are communicating with is responsible for how it collects and uses your information; we process it on that business’s behalf, as described below.

1. Information We Collect

Account & billing information

Name, email address, business name, and login credentials (authentication is handled by our identity provider). Payments are processed by Stripe — we do not store full card numbers on our servers.

Business data you create or upload

Contacts, leads, notes, tags, appointments, and calendar bookings that a Customer creates, imports, or receives through the Service.

Communications data

When a Customer connects a WhatsApp Business number, sends email campaigns, makes or receives calls through our voice assistant, or uses our web chat widget, we process the phone numbers, email addresses, message content, call transcripts, and delivery status (sent/delivered/read/failed) needed to send and receive those communications and to display them in the Customer’s inbox.

Calendar data

If a Customer connects Google Calendar, we access and create calendar events needed to schedule and sync appointments.

Automatically collected data

Standard log and usage data (IP address, browser type, pages visited, timestamps) and essential session cookies used to keep you signed in. We do not use advertising or cross-site tracking cookies.

2. How We Use Information

• To operate, maintain, and provide the features of the Service.
• To send and receive messages on a Customer’s behalf via WhatsApp, email, SMS, or voice, as directed by that Customer.
• To power AI-assisted features — such as automated WhatsApp/chat replies and appointment booking — which process incoming conversation content to generate a relevant response.
• To schedule appointments and keep connected calendars in sync.
• To process payments and manage subscriptions.
• To detect, prevent, and address fraud, abuse, and technical issues.
• To comply with legal obligations.

We do not sell personal information, and we do not use it for third-party advertising.

3. WhatsApp & Meta Platform Data

Where a Customer connects the WhatsApp Business Platform, information obtained through that integration (phone numbers, message content, template delivery status) is used solely to provide and improve messaging features within the Service, in line with Meta’s WhatsApp Business Messaging Policy and Platform Terms. This data is not sold, shared for unrelated advertising, or used outside the scope the Customer has authorized. Access tokens and API credentials are encrypted at rest.

4. How We Share Information

We share information only with the service providers (“subprocessors”) needed to operate the Service, under contractual confidentiality and data-protection terms:

• Meta / WhatsApp Business Platform — WhatsApp messaging
• Google — Calendar sync, sign-in (where used)
• Stripe — payment processing
• Email delivery providers (Resend, Mailgun, Gmail) — sending email campaigns
• Voice AI provider (Vapi) — call handling
• MongoDB Atlas and our hosting provider — data storage and infrastructure

We may also disclose information if required by law, to protect the rights and safety of our users, or in connection with a merger, acquisition, or sale of assets (with notice to affected Customers).

5. Data Retention

We retain information for as long as an account is active and as needed to provide the Service. A Customer may request deletion of their account and associated data at any time, subject to reasonable retention required for legal, security, or accounting purposes.

6. Data Security

Connected account credentials (such as WhatsApp and email API keys) are encrypted at rest using industry-standard encryption. Data in transit is protected with TLS. We restrict internal access to personal data to what is needed to operate the Service. No method of transmission or storage is 100% secure, and we cannot guarantee absolute security.

7. Your Choices & Rights

• Customers can access, correct, export, or delete data within their account.
• End Users who wish to stop receiving messages can reply “STOP” / unsubscribe, or contact the Customer (business) they interacted with directly.
• Depending on your location, you may have additional rights to access, correct, or delete your personal information — contact us using the details below to make a request.

8. International Data Transfers

Our infrastructure and service providers may process and store data in countries other than your own. Where this occurs, we take reasonable steps to ensure it is handled consistently with this policy.

9. Children’s Privacy

The Service is intended for business use and is not directed at children. We do not knowingly collect personal information from children under 13.

10. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be reflected by updating the “Last updated” date above.

11. Contact Us

Questions about this Privacy Policy or your data can be sent to zamanhabib@syncrozone.com.