Privacy Policy

SYNOTIC DIGITAL — PRIVACY POLICY Version 1.3 · Effective September 22, 2026 Synotic Digital Apps is operated by Synotic Digital ("Synotic Digital", "we", "us"). This Privacy Policy explains what information we collect, how we use it, who we share it with, how long we keep it, and the choices you have. It applies to every edition of the Synotic Digital Apps platform — Life, DJ, Artist, Entertainer, Studio, Venue, Enterprise Film, Enterprise Event, Vendor Gateway, and any custom edition — and to the administrative control portal. 1. SCOPE This policy covers the websites, web applications, and mobile applications published under the Synotic Digital Apps name, and every account created on them. It does not cover third-party services you reach through the platform; those services have their own privacy policies. 2. INFORMATION WE COLLECT Account information: your email address, name and contact details, password (stored only as a secure hash), profile photo, role, and the editions you subscribe to. Content you create: projects, tasks, schedules, bookings and invoices, contacts and rosters, contracts, budgets and ledger entries, fan club records, media and files you upload, messages, and forum posts. Connected services: when you connect Google, Microsoft, Meta/Instagram, Slack, Discord, or an accounting service, we receive the data you authorise — for example calendar events, mail or message threads, page and direct-message activity, or invoice records. Section 4 describes Google user data in detail. Payment information: billing history, subscription status, and identifiers from our payment processor. Card numbers are handled exclusively by the processor, never by us. Usage and device data: pages viewed, features used, approximate location derived from IP address, browser and device type, and error diagnostics. 3. HOW WE USE INFORMATION To create and secure your account, to provide the features of the editions you subscribe to, to process payments and invoices, to synchronise data between editions where you have enabled sync, to deliver notifications, to provide support, to prevent abuse and fraud, to meet legal and tax obligations, and to improve the platform. 4. GOOGLE USER DATA Synotic Digital Apps offers optional Google integrations: Gmail and Google Calendar. They are off until you connect them, and you can disconnect them at any time. 4.1 What Google user data we access When you connect your Google Account you choose which permissions to grant. Our Google integrations request only the following, and nothing more: • Gmail (read-only). The sender, recipients, subject line, date, snippet, labels, and message body of the email messages and threads in your mailbox. We request read access so your mail can be displayed inside the app's unified inbox. We do not send, delete, archive, or modify your email, and we do not read anything you have not connected to the app. • Google Calendar (read-only). The title, date and time, location, description, and attendee details of the events on the calendars you connect. We request read access so your schedule can be shown alongside the app's own calendar and scheduling tools. We do not create, edit, or delete calendar events. 4.2 How we use Google user data We use Google user data only to provide and improve the user-facing features you have switched on: displaying your mail and calendar inside the app, syncing them with the edition you are working in, and generating the reminders and notifications those features produce. Our use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. We do not use Google user data for advertising, we do not sell it, we do not transfer it to third parties except as needed to provide the features described above or as required by law, and we never use it — whether raw, aggregated, anonymised, or derived — to create, train, improve, or otherwise develop foundational or generalised artificial-intelligence or machine-learning models. Section 13 sets out our full Limited Use compliance statement. 4.3 How we protect Google user data Google user data is transmitted over encrypted connections and stored on access-controlled infrastructure. Access tokens are held securely and are used only by the server-side services that need them to fetch your data. Our personnel cannot browse your mail or calendar contents. 4.4 Retention and deletion of Google user data We keep Google user data only while the relevant integration is connected and while it is needed to provide the feature. When you disconnect an integration, we stop syncing, delete the stored access tokens, and remove the cached mail and calendar data associated with that connection. You can also ask us to delete Google user data at any time using the contact details in section 15, and we will action the request within 30 days. 4.5 Revoking access You can disconnect a Google integration from inside the app at any time, and you can additionally revoke our access from your Google Account security settings. Revoking access stops all future data collection immediately. 5. HOW WE SHARE INFORMATION We do not sell your personal information. We share it only with service providers who help us run the platform — for example hosting, payment processing, email delivery, error monitoring, and the AI service providers that power assisted features — and only to the extent needed for them to perform that work. We may also disclose information where the law requires it, to protect the rights and safety of the platform and its users, or as part of a merger, acquisition, or sale of assets, in which case we will tell you before your data moves. AI service providers are engaged under terms that prohibit them from using the content we submit to train or improve their generalised models, and we enable zero-data-retention or no-training configurations wherever a provider offers them. Google Workspace API user data (Gmail and Google Calendar content) is never transferred to a third-party AI service provider. 6. DATA RETENTION We keep account and content data for as long as your account is open. If you close your account, we delete or anonymise your personal data within a reasonable period, except where we must keep records for tax, accounting, dispute-resolution, or legal reasons. Backups are purged on their normal cycle. 7. SECURITY We use administrative, technical, and physical safeguards to protect your information, including encryption in transit, hashed passwords, access controls, and monitoring. No system is perfectly secure, so please use a strong password and tell us straight away if you believe your account has been accessed without permission. 8. YOUR CHOICES AND RIGHTS You can access and correct most of your information from inside the app. You can also ask us for a copy of your data, ask us to correct or delete it, object to certain processing, or withdraw consent for an optional integration. Contact us using the details in section 15 and we will respond within the time limits set by applicable law. 9. COOKIES AND ANALYTICS We use essential cookies to keep you signed in and to remember your preferences, and limited analytics to understand how the platform is used. You can block cookies in your browser, although some parts of the service may then not work as intended. 10. CHILDREN'S PRIVACY The platform is not intended for children under 13, and we do not knowingly collect their personal information. If you believe a child has created an account, contact us and we will remove it. 11. INTERNATIONAL DATA TRANSFERS We may process and store information in countries other than the one you live in. Where we do, we put appropriate safeguards in place so your information continues to be protected. 12. AI-ASSISTED FEATURES AND AUTOMATED PROCESSING Some Synotic Digital features use artificial intelligence to help you work faster — for example drafting social posts and messages, suggesting venue and street addresses, analysing tracks and media, appraising collection items, summarising your news feed, and answering questions in the support centre. When you use one of these features, the content you submit for that task (such as the text you are drafting, a file you choose to analyse, or a question you type) is sent to our AI service providers so a response can be generated for you. We send only what is needed for the feature you are using, we do not use your content to train AI models, and we do not sell it. What our AI features do not receive. AI-assisted features run on managed third-party AI service providers, which are contractually prohibited from using the content we submit to create, train, or improve their generalised or foundational models; where a provider offers a zero-data-retention, no-training, or equivalent configuration, we enable it. Our AI features never receive Google Workspace API user data — Gmail and Google Calendar content is not sent to any AI service provider, and no data derived from it is used for model training or for any secondary purpose. See section 13. AI output is generated automatically and may be inaccurate or incomplete, so please review it before you rely on it or share it. Some platform services are also automated and run without human review — scheduled reminders, booking deadline enforcement, referral credit processing, and automatic replies in the community forum. If you have questions about AI processing, or would like a copy of the information we hold about you, contact us using the details at the end of this policy. 13. GOOGLE WORKSPACE API LIMITED USE COMPLIANCE The use of raw or derived user data received from Google Workspace APIs will adhere to the Google User Data Policy, including the Limited Use requirements. In particular, and without limitation: • Google Workspace API user data — whether raw, aggregated, anonymised, or derived — is never used, transferred, or sold to create, train, improve, or otherwise develop foundational or generalised artificial-intelligence or machine-learning models. • Google Workspace API user data is never transferred to third-party services that use the data they receive to train their AI or machine-learning models, and it is not sent to any AI service provider at all. • Google Workspace API user data is used solely to provide the user-facing features you have switched on (section 4.2). It is never used for advertising, never sold, and never used for any secondary purpose. • Access is read-only, granted by you, limited to the minimum scopes the feature requires, and revocable by you at any time (section 4.5). • Any AI-assisted feature in the platform operates only on the specific content you deliberately submit for that task, and that content never includes Google Workspace API user data. 14. CHANGES TO THIS POLICY We may update this policy. Material changes are published here with a new version number and effective date. Where a change is significant, we will also notify you in the app or by email. 15. CONTACT Questions about this policy or your data: support@synoticdigital.com