Syntera Privacy Policy

Agreement to Policy

This Privacy Policy applies to the Syntera website located at www.syntera.ca, all associated sites linked to it by Syntera Inc., and any online forms, proposals, client portals, dashboards, reports, booking pages, payment pages, communications, and services made available by Syntera (collectively, the "Site" or the "Services"). The Site and Services are operated by Syntera Inc. ("Syntera," "we," "our," or "us").

This Privacy Policy describes how Syntera collects, uses, stores, processes, transfers, discloses, and protects personal information. It should be read together with our Terms of Use and any proposal, statement of work, retainer agreement, subscription agreement, master service agreement, or other agreement that applies to your engagement with Syntera.

By accessing the Site, using the Services, submitting information to Syntera, accepting a proposal, paying an invoice, approving work, or otherwise engaging Syntera, you acknowledge that you have read and understood this Privacy Policy.

Syntera may update this Privacy Policy from time to time. It is your responsibility to review this Privacy Policy periodically for changes. Your continued use of the Site or Services following the posting of changes means that you acknowledge the updated Privacy Policy.

Personal Information

For purposes of this Privacy Policy, "personal information" means information about an identifiable individual, or information that can reasonably be linked to an identifiable individual. Personal information may include information that directly identifies you, such as your name, email address, phone number, or company role, as well as information that may indirectly identify you, such as online identifiers, device information, analytics data, lead information, interaction data, or information associated with a business contact record.

Aggregated, anonymized, or de-identified information that cannot reasonably be used to identify an individual is not treated as personal information under this Privacy Policy.

Information We Collect

The personal information Syntera collects depends on how you interact with us and the Services we provide. We may collect information you provide directly, information generated through your use of the Site or Services, information provided by clients, and information received from third-party platforms or other lawful sources.

Information you provide may include your name, email address, phone number, company name, job title, mailing address, communication preferences, billing details, proposal requests, support requests, form submissions, messages, meeting notes, feedback, and other communications with Syntera. If you engage Syntera for Services, we may also collect business goals, brand materials, creative assets, website information, campaign instructions, approvals, customer lists, CRM data, lead data, sales data, analytics data, and other materials provided by you or on your behalf.

When you visit or interact with the Site or Services, we may automatically receive certain information, including IP address, browser type, device type, operating system, referral source, pages viewed, links clicked, forms started or submitted, time spent, search activity, approximate location derived from IP address, and information collected through cookies, pixels, tags, scripts, web beacons, local storage, and similar technologies.

Syntera may also receive information from clients, authorized representatives, advertising networks, analytics providers, CRM systems, email service providers, automation tools, hosting providers, payment processors, security providers, fraud-prevention providers, public sources, referrals, partners, contractors, vendors, and other lawful sources. Where information is provided through a third party, that third party's privacy policy and terms may also apply.

You are not required to provide personal information. However, if you choose not to provide certain information, Syntera may not be able to provide Services, respond to requests, prepare proposals, process payments, manage campaigns, or maintain an engagement with you.

Client Information

Syntera may process personal information on behalf of clients in connection with the Services. This may include information about a client's customers, prospects, leads, website visitors, subscribers, employees, contractors, business contacts, or other individuals.

Where Syntera processes personal information on behalf of a client, the client is responsible for ensuring that it has provided all required notices, obtained all required consents, established all lawful bases, and complied with all applicable privacy, anti-spam, consumer protection, advertising, and platform rules.

Syntera uses client-provided personal information only for the purpose of providing the Services, carrying out client instructions, complying with legal obligations, enforcing agreements, protecting rights and security, and as otherwise permitted by applicable law or written agreement.

Use of Information

Syntera uses personal information to operate, provide, maintain, protect, and improve the Site and Services. This includes using information to respond to inquiries, prepare proposals and statements of work, manage projects and accounts, provide services, process payments, maintain records, send administrative communications, deliver support, and manage client relationships.

Syntera may use personal information to provide marketing, advertising, consulting, design, development, analytics, automation, content, SEO, paid media, email marketing, social media, CRM, reporting, and related services. This may involve configuring, operating, measuring, optimizing, and reporting on campaigns, websites, funnels, automations, CRM systems, analytics systems, and other service infrastructure.

Syntera may also use personal information to send marketing communications where permitted by law, personalize content and communications, improve Syntera's operations and internal processes, perform quality control, conduct analytics, develop services, detect and prevent fraud or abuse, respond to security incidents, comply with legal obligations, enforce our Terms of Use and agreements, and protect Syntera, its clients, users, and the public.

Syntera uses personal information only where it has a lawful basis to do so, which may include consent, performance of a contract, compliance with legal obligations, legitimate business interests, protection of rights and security, or another basis permitted by applicable law.

De-Identified Information

Syntera may aggregate, anonymize, or de-identify personal information so that it no longer identifies an individual. Syntera may use de-identified information for analytics, reporting, research, service development, benchmarking, quality control, and business improvement.

Where Syntera maintains information in de-identified form, Syntera will not attempt to re-identify it except where permitted or required by law.

Marketing Communications

Syntera may send commercial electronic messages, including emails, texts, direct messages, or similar communications, where permitted by Canada's Anti-Spam Legislation (CASL) and other applicable laws. You may unsubscribe from marketing communications at any time by using the unsubscribe mechanism included in the message or by contacting us.

Even if you unsubscribe from marketing communications, Syntera may still send transactional, administrative, legal, security, billing, project, or service-related communications where permitted by law.

Where Syntera sends or manages commercial electronic messages on behalf of a client, the client is responsible for ensuring that all required consents, notices, unsubscribe mechanisms, suppression lists, and records are valid, current, and compliant with applicable law.

Cookies and Technologies

Syntera's Site, emails, advertisements, and Services may use cookies, pixels, tags, scripts, web beacons, software development kits, local storage, and similar technologies. These technologies help Syntera operate and secure the Site, remember preferences, understand how visitors interact with the Site, measure the performance of content and campaigns, improve user experience, detect fraud and errors, and support analytics, attribution, remarketing, and advertising.

You can control cookies through your browser settings and, where available, through cookie preference tools on the Site. If you disable cookies, certain features of the Site or Services may not function properly.

Some emails may include links, pixels, or similar technologies that help Syntera understand whether messages were opened, links were clicked, or communications were effective. You can avoid certain tracking by not clicking links, disabling image loading, or unsubscribing where available.

Advertising and Analytics

Syntera may use advertising and analytics tools to understand Site activity, measure campaign effectiveness, deliver or improve advertisements, attribute conversions, and improve Services. These tools may collect or receive information such as IP address, device identifiers, browser information, pages visited, interactions, referral sources, approximate location, and conversion events.

Third-party advertising and analytics providers may process this information according to their own terms and privacy policies. Syntera may also use advertising and analytics tools on behalf of clients. In those cases, the client is responsible for ensuring that its websites, campaigns, notices, consents, and data uses comply with applicable privacy, anti-spam, advertising, and platform requirements.

AI and Automation

Syntera may use artificial intelligence, machine learning, automation, analytics, or similar tools to support Services, including strategy, copywriting, research, reporting, campaign analysis, workflow automation, creative development, and operational efficiency.

Where appropriate, Syntera takes reasonable steps to limit the personal information provided to such tools and to use them in a manner consistent with applicable law, contractual obligations, and this Privacy Policy.

You should not provide sensitive personal information, confidential business information, regulated information, or information about third parties to Syntera unless it is necessary for the Services and you have authority to do so.

Sharing of Information

Syntera does not sell personal information.

Syntera may share personal information with service providers, technology platforms, contractors, employees, advisors, vendors, representatives, clients, third parties acting at your direction, legal authorities, regulators, courts, government authorities, platforms, or parties involved in a business transaction where such sharing is necessary or appropriate for the purposes described in this Privacy Policy.

This may include sharing information with providers that help Syntera operate the Site, provide Services, process payments, host data, send communications, manage projects, perform analytics, maintain security, and support business operations. It may also include sharing information with advertising, analytics, CRM, email, automation, hosting, domain, payment, and other technology platforms used to provide or support the Services.

Syntera may disclose information where it believes disclosure is required or permitted by law, necessary to enforce agreements, respond to legal process, protect rights or safety, investigate misconduct, prevent fraud, or protect Syntera, clients, users, or the public. Syntera may also disclose or transfer information in connection with a merger, acquisition, financing, reorganization, sale of assets, bankruptcy, or transfer of all or part of Syntera's business.

Service providers are expected to use personal information only for the purposes of providing services to Syntera or as otherwise permitted by law or agreement.

International Transfers

Syntera is based in Canada. Personal information may be processed, stored, transferred, or accessed in Canada, the United States, or other countries where Syntera, its service providers, clients, platforms, or technology providers operate.

Privacy laws in those countries may differ from the laws where you live. When personal information is transferred across borders, Syntera takes reasonable steps designed to protect it in accordance with this Privacy Policy and applicable law.

By using the Site or Services or providing information to Syntera, you understand that your information may be transferred to or processed in countries outside your province, state, or country of residence.

Retention

Syntera retains personal information only for as long as reasonably necessary to fulfill the purposes described in this Privacy Policy, provide Services, maintain business records, comply with legal and accounting obligations, resolve disputes, enforce agreements, protect rights and security, and support legitimate business needs.

How long Syntera retains personal information depends on the type of information, the purpose for which it is processed, the nature of the Services, client instructions, legal requirements, platform requirements, security needs, and business needs. Some information may be retained for longer where necessary for fraud prevention, dispute resolution, financial record-keeping, security, legal compliance, backup systems, audit logs, or enforcement of agreements.

When personal information is no longer required, Syntera will delete, anonymize, de-identify, or securely dispose of it, subject to legal, contractual, technical, and operational limitations.

Your Choices

You may have certain choices and controls over your personal information. Depending on your relationship with Syntera and the Services you use, you may unsubscribe from marketing communications, disable or manage cookies through your browser settings, decline to provide certain personal information, request access to or correction of personal information, request deletion of personal information where permitted by law, withdraw consent where processing is based on consent, or contact Syntera with privacy questions or complaints.

If Syntera processes personal information on behalf of a client, Syntera may direct your request to that client or respond in accordance with the client's instructions.

Privacy Rights

Depending on where you live and the laws that apply, you may have the right to request access to, correction of, deletion of, portability of, or restriction of the processing of your personal information. You may also have the right to withdraw consent where processing is based on consent and to lodge a complaint with an applicable privacy regulator.

To exercise privacy rights, contact Syntera using the contact information below. Syntera may need to verify your identity before responding to a request.

There may be situations where Syntera cannot grant a request, including where doing so would violate legal obligations, interfere with contractual obligations, affect the rights or privacy of others, reveal confidential business information, compromise security or fraud prevention, or be impractical or unreasonable under applicable law.

Protection of Information

Syntera uses commercially reasonable administrative, technical, and organizational safeguards designed to protect personal information against unauthorized access, use, disclosure, alteration, loss, or destruction. These safeguards may include access controls, authentication, encryption where appropriate, secure service providers, internal policies, confidentiality obligations, monitoring, and other security measures.

No method of transmission over the internet or method of electronic storage is completely secure. Syntera cannot guarantee absolute security.

Children

The Site and Services are intended for business and professional use and are not directed to children.

Syntera does not knowingly collect personal information from children without appropriate consent or lawful authority. If Syntera learns that it has collected personal information from a child without appropriate authorization, Syntera will take reasonable steps to delete it.

Client Responsibilities

Clients are responsible for their own privacy notices, consent mechanisms, cookie banners, unsubscribe mechanisms, suppression lists, data retention practices, customer communications, platform settings, and legal compliance relating to their customers, prospects, website visitors, subscribers, employees, contractors, and other individuals.

Clients must not provide Syntera with personal information unless they have all necessary rights, consents, notices, lawful bases, and authority to do so.

Clients are responsible for responding to privacy requests, regulatory inquiries, complaints, and claims relating to personal information collected, used, or disclosed by the client, except where Syntera is legally required to respond directly.

Data Controller

Syntera Inc., located in London, Ontario, Canada, is responsible for personal information it collects and processes for its own business purposes.

Where Syntera processes personal information on behalf of a client as part of the Services, the client may be responsible for determining the purposes and means of processing, and Syntera may act as a service provider or processor, depending on the applicable law and agreement.

Changes to Policy

Syntera may update this Privacy Policy from time to time, including due to changes in law, regulatory requirements, security or safety reasons, changes to third-party platforms, changes in Syntera's business, new technologies, new features, or circumstances beyond Syntera's reasonable control.

If Syntera makes changes that materially affect how personal information is handled, Syntera will make reasonable efforts to provide notice by website posting, email, proposal notice, client communication, or other reasonable means. All other changes are effective when posted.

If you do not agree to the updated Privacy Policy, you must stop using the Site and Services, subject to any obligations in any applicable agreement.

Privacy Questions

Syntera takes privacy questions seriously. If you have questions, requests, or complaints about this Privacy Policy or Syntera's privacy practices, please contact us.

Syntera Inc.
Email: privacy@syntera.ca

You may also contact the Office of the Privacy Commissioner of Canada or another applicable privacy regulator if you are not satisfied with Syntera's response.