Privacy Policy

1. Introduction

Syncio Software Solutions Ltd ("Syncio", "we", "us", "our") is committed to protecting your personal information and your right to privacy. This Privacy Policy explains how we collect, use, store, share and protect information about you when you visit our website at synciosolutions.com or interact with any of our services.

By using this website you consent to the practices described in this policy. If you do not agree with this policy please do not use our website.

2. Who We Are

Syncio Software Solutions Ltd is a technology company incorporated and operating under the laws of the Republic of Ghana.

We are registered with the Data Protection Commission of Ghana under the Data Protection Act, 2012 (Act 843).

3. Information We Collect

We collect personal information in the following circumstances:

3.1 Early Access and Waitlist Registration

When you submit an early access request we collect your email address and your industry or area of interest.

3.2 Contact and Enquiry Forms

When you contact us through our website we collect your name, email address, phone number and the content of your message.

3.3 Careers Applications

When you submit a job application we collect your first name, last name, email address, phone number, area of interest and personal statement.

3.4 Virtual Assistant Interactions

When you interact with Ama, our AI-powered virtual assistant, we collect the content of your conversation in order to provide responses. Conversation data is processed in real time and is not stored permanently in our systems.

3.5 Website Usage Data

When you visit our website we may automatically collect non-personal technical information including your browser type, device type, pages visited, time spent on pages and referring website. This data is collected in aggregate and is not used to identify you personally.

4. Legal Basis for Processing

We process your personal information on the following legal bases under the Data Protection Act, 2012 (Act 843):

Consent: where you have freely given your consent for us to process your information such as when you submit a form or interact with our virtual assistant.

Legitimate Interest: where processing is necessary for our legitimate business interests such as responding to enquiries, improving our services and managing our operations, provided those interests are not overridden by your rights.

Legal Obligation: where we are required to process information to comply with applicable law.

5. How We Use Your Information

We use the information we collect for the following purposes:

• To respond to your enquiries, questions and messages.
• To notify you when products you expressed interest in become available.
• To process and consider your careers application.
• To improve and optimise our website and services.
• To communicate important updates about our products and services.
• To comply with our legal obligations under Ghanaian law.
• To protect the security and integrity of our systems and services.

We will not use your information for any purpose incompatible with the purpose for which it was originally collected without first obtaining your consent.

6. How We Share Your Information

We do not sell, rent or trade your personal information to third parties.

We may share your information with trusted third party service providers who assist us in operating our website and delivering our services. These providers are contractually bound to handle your information securely and only for the purposes we specify. Our current service providers include:

Supabase: cloud database and backend infrastructure for storing form submissions securely.

Anthropic: provider of the Claude AI model that powers our Ama virtual assistant. Conversation data is processed according to Anthropic's privacy policy.

Google: for calendar and booking services when you schedule a demo call.

Cloudflare: for website hosting, security and content delivery.

We may also disclose your information where required by law, court order or regulatory authority in Ghana or any other applicable jurisdiction.

7. Data Storage and Security

Your personal information is stored on secure cloud infrastructure provided by Supabase. All data is encrypted in transit using TLS and encrypted at rest.

We implement appropriate technical and organisational measures to protect your personal information against unauthorised access, loss, destruction or alteration.

Data Retention

• Early access registrations: until the relevant product launches or until you request deletion, whichever comes first.
• Contact and enquiry submissions: 24 months from the date of submission.
• Careers applications: 12 months from the date of submission unless an employment relationship is established.
• Website analytics data: 12 months in aggregate form.

After the applicable retention period your information will be securely deleted or anonymised.

8. Data Breach Notification

In the event of a personal data breach that is likely to result in a risk to your rights and freedoms we will notify the Data Protection Commission of Ghana within 72 hours of becoming aware of the breach. Where the breach is likely to result in a high risk to your rights and freedoms we will also notify you directly without undue delay.

9. Cross-Border Data Transfers

Some of our service providers are located outside Ghana. When we transfer your personal information outside Ghana we ensure that appropriate safeguards are in place in accordance with the Data Protection Act, 2012 (Act 843) and any applicable regulations.

10. Your Rights

Under the Data Protection Act, 2012 (Act 843) you have the following rights:

Right of Access: you have the right to request a copy of the personal information we hold about you.

Right to Rectification: you have the right to request that we correct any inaccurate or incomplete information we hold about you.

Right to Erasure: you have the right to request that we delete your personal information where there is no longer a legitimate reason for us to hold it.

Right to Restrict Processing: you have the right to request that we restrict the processing of your personal information in certain circumstances.

Right to Data Portability: you have the right to receive your personal information in a structured, commonly used and machine-readable format.

Right to Object: you have the right to object to our processing of your personal information where we are relying on legitimate interest as our legal basis.

Right to Withdraw Consent: where we process your information based on your consent you have the right to withdraw that consent at any time.

To exercise any of these rights please contact us at hello@synciosolutions.com. We will respond within 30 days.

11. Cookies

Our website does not currently use advertising or tracking cookies. We may use strictly necessary cookies to ensure the website functions correctly. These cookies do not collect personal information and cannot be used to identify you.

12. Children

Our website and services are not directed at or intended for use by children under the age of 18. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a child please contact us immediately at hello@synciosolutions.com.

13. Third Party Links

Our website may contain links to third party websites. We are not responsible for the privacy practices or content of those websites. We encourage you to read the privacy policy of any website you visit.

14. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by updating the effective date at the top of this policy. Your continued use of our website after any changes constitutes your acceptance of the updated policy.

15. Contact Us

If you are not satisfied with our response you have the right to lodge a complaint with the Data Protection Commission of Ghana.