Privacy Policy
Last updated: 19 June 2026
This Privacy Policy explains how Synra Systems collects, uses, stores, and protects personal information when you visit our website, contact us, book a consultation, or use our services.
Synra Systems is an automation systems business based in the United Kingdom. For the purposes of data protection law, Synra Systems is the data controller for the personal information described in this Privacy Policy.
If you have any questions about this Privacy Policy or how your personal information is handled, you can contact us at:
1. Information we collect
We may collect and process the following types of personal information:
Information you provide directly
This may include:
your name
email address
phone number
business name
business website
details you provide through contact forms, booking forms, consultation forms, or messages
information about your business processes, workflows, leads, enquiries, customers, systems, or automation needs
any other information you choose to provide when communicating with us
Information collected through bookings and communications
If you book a consultation or communicate with us, we may collect:
appointment details
consultation notes
call, email, SMS, or message history
reminders, confirmations, and follow-up communication records
information needed to provide, manage, or improve our services
Information collected automatically
When you visit our website, we may collect certain technical and usage information, including:
IP address
browser type and version
device type
pages visited
time spent on the website
referral source
approximate location based on technical data
cookie and tracking information
This information may be collected through website analytics, cookies, pixels, tags, or similar technologies.
2. How we use your information
We may use your personal information to:
respond to enquiries
book, confirm, manage, and follow up on consultations
understand your business needs
provide automation, CRM, workflow, and related services
create, configure, test, and improve systems for clients
send service-related messages, confirmations, reminders, and updates
manage client relationships
improve our website, marketing, services, and user experience
maintain internal records
monitor website performance and usage
send marketing communications where permitted by law
comply with legal, regulatory, tax, accounting, or security obligations
protect our business, website, systems, and users from misuse or unauthorised access
3. Lawful bases for processing
We only use personal information where we have a lawful basis to do so.
Depending on the situation, we may rely on:
Contract
Where processing is necessary to take steps before entering into a contract with you, or to provide services under a contract.
Legitimate interests
Where processing is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include responding to enquiries, improving our services, managing client relationships, keeping business records, and promoting our services to relevant business contacts.
Consent
Where you have given consent, such as for certain marketing communications or non-essential cookies and tracking technologies.
Legal obligation
Where processing is necessary for us to comply with the law.
4. Marketing communications
We may use your contact details to send you marketing communications about Synra Systems, our services, resources, updates, or relevant offers.
We will only send marketing communications where permitted by law. Where consent is required, we will ask for your consent before sending marketing messages.
You can opt out of marketing communications at any time by using the unsubscribe link in our emails, replying to a message where appropriate, or contacting us at:
Opting out of marketing will not stop us from sending service-related messages, such as booking confirmations, reminders, important updates, or communications about services you have requested.
5. Cookies, analytics, and tracking technologies
Our website may use cookies, pixels, analytics tools, and similar technologies.
These may be used to:
make the website work properly
understand how visitors use the website
improve website performance
measure marketing effectiveness
personalise or improve future advertising
support analytics and reporting
We may use tools provided by third parties, including website platform analytics, Google tools, Meta Pixel, or similar advertising and analytics services.
Some cookies are necessary for the website to function. Other cookies, such as analytics or marketing cookies, may require your consent.
Where required, we will provide a cookie notice or consent mechanism that allows you to accept, reject, or manage non-essential cookies.
You can also control cookies through your browser settings. Blocking some cookies may affect how the website works.
6. Who we share information with
We may share personal information with trusted third parties where necessary to run our business, deliver our services, or operate our website.
This may include:
website, hosting, CRM, automation, and funnel platform providers
calendar and booking providers
email, SMS, phone, and communication providers
analytics and advertising platforms
payment processors, where applicable
cloud storage and productivity tools
contractors, consultants, or service providers who help us deliver work
legal, accounting, insurance, or professional advisers
regulators, authorities, or other parties where required by law
We only share information where necessary and where we have a lawful basis to do so.
7. International transfers
Some of the platforms, tools, or service providers we use may process or store personal information outside the United Kingdom.
Where personal information is transferred internationally, we aim to ensure appropriate safeguards are in place, such as contractual protections or other lawful transfer mechanisms recognised under UK data protection law.
8. How long we keep your information
We keep personal information only for as long as necessary for the purposes described in this Privacy Policy.
The exact retention period depends on the type of information and why it was collected.
As a general guide:
enquiry and consultation information may be kept for as long as needed to respond, follow up, and manage business opportunities
client information may be kept for the duration of the client relationship and for a reasonable period afterwards
business, financial, contractual, and tax-related records may be kept where required for legal, accounting, or regulatory reasons
marketing information may be kept until you unsubscribe or ask us to delete it, unless we have another lawful reason to retain it
website analytics data may be kept according to the settings and retention periods of the tools we use
When information is no longer needed, we will delete it, anonymise it, or securely archive it where appropriate.
9. How we protect your information
We take reasonable steps to protect personal information from loss, misuse, unauthorised access, disclosure, alteration, or destruction.
These steps may include using secure platforms, access controls, passwords, account protections, and limiting access to information where appropriate.
However, no website, platform, or method of electronic transmission is completely secure. We cannot guarantee absolute security, but we work to protect personal information using reasonable measures.
10. Your rights
Under UK data protection law, you may have the right to:
access the personal information we hold about you
ask us to correct inaccurate or incomplete information
ask us to delete your information
ask us to restrict how we use your information
object to certain uses of your information
withdraw consent where we rely on consent
ask for a copy of your information in a portable format
complain to the Information Commissioner’s Office
These rights may depend on the circumstances and may not apply in every case.
To make a request, contact us at:
We may need to verify your identity before responding to certain requests.
11. Children’s privacy
Our website and services are intended for businesses and adults. We do not knowingly collect personal information from children.
If you believe a child has provided personal information to us, please contact us so we can take appropriate action.
12. Third-party links
Our website may contain links to third-party websites, platforms, or services.
We are not responsible for the privacy practices, content, or security of third-party websites. You should review their privacy policies before providing any personal information.
13. Changes to this Privacy Policy
We may update this Privacy Policy from time to time.
When we make changes, we may update the “Last updated” date at the top of this page. The latest version will always be available on our website.
14. Complaints
If you have concerns about how we handle your personal information, please contact us first at:
You also have the right to complain to the UK Information Commissioner’s Office.
You can contact the ICO through their website:
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