Privacy Policy
Effective and last updated September 29, 2026
This Privacy Policy explains how Syntropic LLP ("Syntropic," "we," "us") collects, uses, and shares information when you visit https://syntropic-crm.com, create an account, or use our CRM, coaching, AI roleplay, and related tools (together, the "Service").
The short version: we use your information to run the Service for you. We do not sell personal information. Information your business uploads about its own leads and contacts belongs to your business, and we process it on your behalf.
1. Information we collect
We collect the following kinds of information.
- Account information. Your name, email address, phone number, company, role, password (stored as a secure hash), and sign-in details. If you sign in with Google, we receive your basic Google profile, such as your name and email address.
- Business data you put in the CRM. Leads, sellers, buyers, contacts, properties, deals, offers, notes, tasks, appointments, documents, playbooks, and anything else you or your team upload, import, or create.
- Communications content. When you use the Service to call, text, or email, we process the messages and their details, such as phone numbers, timestamps, and delivery status. This includes call recordings and transcripts when recording or transcription is used, SMS and MMS messages, and email you send or sync through a connected Google or Microsoft account. It also includes recordings and transcripts of AI roleplay and coaching sessions.
- Payment and bank-linking data. Payments are processed by Stripe. We do not store full card numbers. If you link a bank account for the finances features, Plaid connects to your bank and shares account and transaction details with us. We store the access token Plaid issues in encrypted form.
- Usage, device, and log data. Pages and features you use, actions you take, IP address, browser and device type, error reports, and similar technical information our servers and service providers record.
- Information you send us. Support requests, feedback, and anything else you choose to share with us.
- Syntropy Score requests. If you ask us to email your Syntropy Score plan, we keep your name, email address, the answers you checked, and your score. We use them to send you the plan and to follow up about your request.
2. How we use information
We use information to:
- provide, maintain, and secure the Service and your account;
- place calls, send messages, and sync email and calendars when you ask the Service to;
- run the features you use, such as lead routing, follow-up, deal analysis, dispo, and coaching;
- process payments and manage subscriptions;
- answer support requests and send service messages, such as sign-in codes and account notices;
- find and fix bugs, monitor performance, and improve the Service;
- prevent fraud and abuse, and enforce our Terms of Service;
- comply with law and respond to lawful requests.
3. AI features
Some features use artificial intelligence. Examples include drafting follow-up steps, summarizing and filling in lead details, transcribing calls, answering questions about your playbook, and running AI seller roleplays and grading.
When you use these features, the relevant content, such as a lead record, a note, a transcript, or a recording, is sent to an AI provider to produce the result. We use the providers listed below for this purpose. We use AI output to deliver the feature you asked for. You should review AI output before you rely on it.
5. Data you upload about other people
Our customers use the Service to manage their own leads, sellers, buyers, tenants, contractors, and other contacts. For that information, the customer controls the data and decides how it is used. We process it on the customer's behalf and under the customer's instructions, to provide the Service.
If you are one of those contacts and want to access, correct, or delete your information, please contact the business that holds it. If you contact us instead, we will pass your request to that business where we can.
6. Text messaging
If you give us your mobile number and agree to receive text messages through the Service, such as team alerts and reminders, message frequency varies and message and data rates may apply. Reply STOP to any message to opt out. Reply HELP for help, or contact support@syntropic-crm.com.
No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent will not be shared with any third parties. This does not prevent us from using the service providers that deliver our messages, such as Twilio and Telnyx.
When a customer texts its own contacts through the Service, the customer is the sender. A contact who replies STOP is marked as opted out of texts from that customer's numbers.
8. How long we keep information
We keep information for as long as your account is active and as needed to provide the Service. After an account closes, we delete or de-identify its data within a reasonable time, except where we need to keep some of it to comply with law, resolve disputes, prevent fraud, or enforce our agreements. Copies in backups are removed as those backups expire. Customers can remove many records from within the Service, or ask us for help at support@syntropic-crm.com.
9. Security
We use reasonable administrative, technical, and physical measures to protect information. These include encrypted connections, access controls that limit each account to its own data, and encryption of sensitive credentials such as bank-linking tokens. No method of transmission or storage is completely secure, so we cannot guarantee absolute security. You are responsible for keeping your password safe and for the access you give your team.
10. Your choices and rights
You can:
- view and update much of your account information in your settings;
- ask us for a copy of your personal information, or ask us to correct or delete it;
- opt out of text messages by replying STOP, and out of non-essential email by contacting us;
- disconnect Google, Microsoft, bank, or other connected accounts at any time.
Depending on where you live, you may have additional rights under local law. To make a request, email support@syntropic-crm.com from the address on your account, or tell us how to reach you. We may need to verify your identity before acting on a request. We will not discriminate against you for exercising your rights.
11. Children
The Service is for businesses and is not intended for anyone under 18. We do not knowingly collect personal information from anyone under 18. If you believe a minor has given us information, contact us and we will delete it.
12. Where we process information
Syntropic is based in the United States, and we process and store information in the United States. Some service providers may also process information in other countries where they operate. If you use the Service from outside the United States, your information will be transferred to and processed in the United States.
13. Changes to this policy
We may update this policy from time to time. When we do, we will change the date at the top of this page. If a change is material, we will give notice through the Service or by email before it takes effect.
14. Contact us
Questions or requests about this policy or your information: email support@syntropic-crm.com. Syntropic LLP, https://syntropic-crm.com.