Privacy Policy

SYN Systems Pty Ltd (ABN 41 173 925 272) is an AI automation agency incorporated in Victoria, Australia. We design, deploy, and manage AI agents for Australian businesses, including voice receptionists, lead qualification systems, CRM automation tools, and content creation agents.

Our registered office is located at:

We collect personal information in the following ways:

Information you provide directly:

• Full name and contact details (email, phone number)
• Business name, ABN, industry, and business size
• Billing information — processed exclusively through Stripe. SYN Systems does not store credit card numbers or payment details.
• Communications submitted via our website contact forms or email
• Responses provided during the free audit booking process

Information collected automatically:

• Website usage data and analytics (page views, session data, referral sources)
• Device and browser information (type, operating system, IP address)
• Interaction data with our AI agents embedded on your website or phone system

When you subscribe to SYN Systems services, our AI packages (AI Receptionist, AI Closer, Lead Capture AI, AI Auditor, Content & SEO AI) interact with your customers and operations on your behalf. As part of delivering these services, the following data may be collected and processed:

Voice and Call Data (AI Receptionist):

• Inbound call audio recordings (where required by law, callers are notified)
• Call transcripts generated by automated speech-to-text processing
• Caller name, phone number, reason for contact, and appointment details
• Call metadata: timestamp, duration, outcome, and booking status

CRM and Email Data (AI Closer):

• Contact records including name, email, phone, and engagement history
• Email open rates, click-through rates, and response times
• Invoice status, overdue amounts, and follow-up history
• CRM pipeline stages and lead scores

Lead and Website Data (Lead Capture AI):

• Website visitor interaction data (chat transcripts, form responses)
• Lead qualification answers and booking preferences
• Referral source and page context at the time of interaction

SEO and Content Data (Content & SEO AI):

• Keyword rankings and content performance metrics
• Competitor benchmarking data sourced from public search indices
• Published content drafts and approval logs

Important: All data collected by AI agents on your behalf is owned by you as the client. SYN Systems processes this data solely to deliver contracted services and does not use your customers' data for any other purpose.

We use collected information to:

• Deliver and manage the AI agent services you have subscribed to
• Process payments and issue invoices through Stripe
• Send service-related communications including performance reports, system alerts, and billing notices
• Respond to support requests and provide ongoing account management
• Conduct your free business audit and prepare personalised recommendations
• Comply with Australian legal and regulatory obligations
• Improve and maintain the security of our platform

We do not sell, rent, or share your personal information with third parties for marketing or advertising purposes. We do not use your data to train general AI models.

Your data is stored on secure cloud infrastructure with encryption at rest (AES-256) and in transit (TLS 1.2+). We use the following infrastructure providers:

• Supabase (PostgreSQL-based cloud database) — hosted on AWS ap-southeast-2 (Sydney)
• Stripe — PCI DSS Level 1 certified payment infrastructure
• Retell AI / Twilio — voice infrastructure with Australian data handling

Access to your data is restricted to authorised SYN Systems personnel who require it to deliver services. We maintain access logs and conduct periodic security reviews.

In the event of a data breach that is likely to cause serious harm, we will notify affected individuals and the Office of the Australian Information Commissioner (OAIC) within 30 days, in accordance with the Notifiable Data Breaches (NDB) scheme under the Privacy Act 1988.

We use the following third-party services to operate our platform. Each has its own privacy policy:

We may disclose your personal information:

• To our contracted service providers (listed in Section 6) solely for the purpose of delivering services to you
• If required by Australian law, court order, or regulatory authority
• To protect the rights, property, or safety of SYN Systems, our clients, or the public
• With your explicit written consent

We will never sell your personal information or disclose it to third parties for commercial gain without your consent.

We retain personal information for as long as necessary to:

• Deliver contracted services during your active subscription
• Comply with Australian tax law (minimum 7 years for financial records under the Corporations Act 2001)
• Resolve disputes and enforce our agreements

Upon cancellation of your subscription, we will delete or anonymise personal data within 90 days, except where retention is required by law. Billing records may be retained for up to 7 years for GST/tax compliance purposes.

Under the Australian Privacy Act 1988 and the Australian Privacy Principles, you have the following rights regarding your personal information:

• Right of access — you may request a copy of the personal information we hold about you
• Right to correction — you may request correction of inaccurate, incomplete, or out-of-date information
• Right to deletion — you may request deletion of your data, subject to legal retention obligations
• Right to opt out — you may withdraw consent for direct marketing communications at any time
• Right to complain — you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au

To exercise any of these rights, contact our Privacy Officer at info@synsystems.com.au. We will respond within 30 days.

Our services are directed exclusively at business operators and are not intended for individuals under 18 years of age. We do not knowingly collect personal information from minors. If you believe we have inadvertently collected information from a minor, please contact us immediately and we will delete it promptly.

Our website uses essential cookies to operate correctly and may use analytics tools to understand aggregate usage patterns. We do not use third-party advertising or retargeting cookies.

• Essential cookies — required for authentication, session management, and security
• Analytics cookies — aggregate traffic data (no personally identifiable information)

You can control and delete cookies through your browser settings. Disabling essential cookies may affect the functionality of our website.

Where data is processed by third-party providers outside Australia (including providers using infrastructure in the United States), we take reasonable steps to ensure those providers comply with privacy standards substantially similar to the Australian Privacy Principles, pursuant to APP 8.1.

Our primary database infrastructure is located in the AWS Asia Pacific (Sydney) region to minimise cross-border transfers.

If you have a complaint about how we have handled your personal information, please contact our Privacy Officer at info@synsystems.com.au. We will acknowledge your complaint within 5 business days and provide a substantive response within 30 business days.

If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC):

• Website: oaic.gov.au
• Phone: 1300 363 992
• Post: GPO Box 5288, Sydney NSW 2001

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. We will notify active clients of material changes via email at least 14 days before they take effect. Continued use of our services after the effective date constitutes acceptance of the revised policy.

ABN: 41 173 925 272