How we use personal information.

Who we are

MG12 Design, 30 Parrys Lane, Bristol, BS9 1AA, is the controller of the personal information described here. Contact us about anything in this notice at hello@mg12.design.

If you visit syntalyze.com

The site sets no cookies and runs no tracking or advertising scripts. Like most websites, our hosting (Amazon Web Services, CloudFront) keeps a log of each request: your IP address, the page asked for, the time, your browser's user agent and the page that referred you. We use these logs to count visits and keep the site working and secure, which is our legitimate interest. The logs are kept in the UK (AWS London) and deleted after two years.

If you use the assistant on this site

The chat on this site is Syntalyze itself, answering questions about Syntalyze. We keep what you type and the replies, with the time, so we can answer you and improve the answers. Please don't put sensitive personal information in the chat. We don't record your IP address against the conversation. Your browser keeps a session reference in its session storage, which goes when you close the tab.

The conversation is processed on Syntalyze's servers at Amazon Web Services in South Africa, and the answers are written with a language model from OpenAI in the United States. Both transfers are covered by contracts with the standard data protection clauses. We keep site conversations for two years.

If you sign up or contact us

When you start a trial or a plan, we hold your name, work email, organisation and the details of your account, to provide the service and to bill you. Payments are taken by Stripe, which handles card details; we never see your full card number. We keep account records for as long as you have an account and then for six years, for tax and accounting. If you email us, we keep the correspondence for as long as it is useful, and no longer than two years after it ends.

Enterprise plans are sold and supported by our partner KhanyaTech. If you contact hello@khanyatech.co.za, KhanyaTech handles your enquiry under its own privacy notice.

If we email you about our work

We sometimes email people in public sector and business roles, such as heads of housing, customer service or finance, about how Syntalyze could help their organisation. We use your name, job title, organisation and work email address. We find them from public sources such as your organisation's website, committee papers and published staff directories. Where an address is not published, we may work it out from the format your organisation publishes for its staff.

We do this in our legitimate interest in telling organisations about a service relevant to their work. We send a short series of emails at most, and each one tells you how to stop them. Reply "no thanks", or email matt@syntalyze.com or hello@mg12.design, and we will not contact you again. We then keep only your email address on a do-not-contact list, so that we don't email you by mistake later. If you don't reply, we delete your details within six months of our last email.

If your organisation uses Syntalyze

When a housing association, council or business puts Syntalyze on its own website, that organisation decides what is collected and why, and its privacy notice applies. We process that information on its behalf, under a contract, and only on its instructions.

Client accounts are hosted in the organisation's own region, as its contract sets out: a UK organisation's information, for example, is held in the UK, at Amazon Web Services in London. The hosting in South Africa described above is for the assistant on this site only.

Who we share it with

We share personal information only with the providers who run the service for us: Amazon Web Services (hosting and email), Google (the mailbox our emails to you are sent from), OpenAI (the language model behind the assistant) and Stripe (payments). Some of them process it outside the UK, under contracts with the standard data protection clauses. We don't sell it, and we don't use it for advertising.

Your rights

You can ask for a copy of the personal information we hold about you, ask us to correct or delete it, ask us to restrict how we use it, and object to our using it, including for our emails, which we will stop. Email hello@mg12.design. We will reply within a month.

If you are unhappy with how we have used your information, please tell us first. You can also complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.

Changes

We will update this notice when what we do changes, and change the date at the top.