Privacy policy

"Synthetic Users," "we," "us," and "our" in this privacy notice refer to Synthetic Users Inc, a company incorporated in Delaware with its address at Rua Garret 74, 1200-2004 Lisbon. We are the data Controller, meaning we are responsible for the handling of your personal data.

This privacy notice contains critical information on our identity, why and how we collect, store, use and share your personal data. It also explains your rights and how to reach us or supervisory authorities if you have a complaint.

This privacy notice does not cover personal data processed by us or any of our clients for the Synthetic Users customer services platform.

Your Personal Data & Usage
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We gather your personal data directly from you, a 3rd party source, or through automated means (such as when you use our website). According to data protection laws, we can only use your personal data if we have a lawful basis (justification). These bases include: "to fulfill a contract or take steps to enter one with you," "to meet a legal obligation," "with your consent," or "for our legitimate interests."

The table below outlines our collection and usage of your personal data and the lawful bases for use. If use for our legitimate interests is stated, that means we have a business or commercial interest in using it.

Note: If you don't provide requested personal data or decline its usage, we may not be able to provide certain services or they may be delayed if the data is necessary.

Information you provide us
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Access to Customer Service Platform
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You give us personal data about you when you request access to our customer service platform. This is generally information including your work email, details of company/business (including current customer service setup), and specific areas of business interest.

Legitimate interest: We use your personal data to provide you with access to our customer service platform where you have requested this, including determining if our platform is suitable for your company/business and contacting you concerning your request.
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Marketing Communications and Updates
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We may use your personal data to send you marketing communications and updates about our progress and what we are up to. This is generally information including your email address and your marketing preferences.

Consent: We rely on your consent to use your personal data to send you marketing communications via email. We will only do this in line with your marketing preferences and you can opt-out of receiving these communications at any time by selecting the unsubscribe link in any email we send you, or by contacting us.
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Suppliers/Partners and Representatives
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You give us personal data about you when you enter into a supplier/partnership agreement or relationship with us or are a representative of a supplier/partner.

Performance of a contract/legitimate interest: We use your personal data to contact you and to manage our relationship with you and/or your company where you are a supplier/partner or the representative of a supplier/partner with whom we have a business relationship.
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Recruitment
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You give us personal data about you when you express interest or apply for a job role with us on our website or otherwise. This is generally information including name, email, phone number, current company name, current job role, job role applied for, CV, education history, job expectations, assessment results and interview notes.

Performance of a contract/Taking steps to enter into a contract: We use your personal data for the purposes of managing our recruitment for job roles in our organisation, including reviewing job applications, setting up and conducting interviews and tests for applicants, evaluating and assessing the results thereto, and as is otherwise needed in the recruitment and hiring processes.

Legal obligation: We use your personal data for the purposes of complying with any legal requirements involved in the recruitment process (e.g. making reasonable adjustments for candidates).
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Contacting Us
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You give us personal data about you when you contact us or otherwise interact with us, including via phone, email, post or social media.

We use your personal data to respond to your inquiries and fulfill your requests when you send us questions, suggestions, compliments or complaints, or request information about our customer services platform or other offerings. Our use of this information is based on the performance of a contract or legitimate interest in improving our platform, products, and services.

Information we collect 
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Website Visit Data Collection
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When you access and interact with our website, we gather personal data about you automatically. Our servers maintain a unique activity log for you that records specific administrative and traffic information, such as your device information, device location, source IP address, access time and date, visited web pages, language preference, software crash reports, and browser type.

Legitimate Interests: We use your personal data to ensure smooth website operation, monitor website usage, identify and resolve website issues, and determine your location while using our website.

Information provided by third parties
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Prospecting - Public Professional Networks
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We may gather personal data from your public profile on professional networks (e.g. LinkedIn) where allowed by law and if we believe you or your company may benefit from our customer service offerings. Data typically includes your name, email, and current job title.
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Legitimate interest

We use your personal data to send you sales communications about our customer service offerings that we think will interest you and/or your company. We will only do so if we are confident that our offerings are relevant to you. You can opt-out of these communications at any time by clicking the unsubscribe link in our emails or contacting us.
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Recruitment - Referrals, Job Boards, and Public Professional Networks
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We may obtain your personal data from third-party referrals, job boards, or public professional networks (e.g. LinkedIn) where permitted by law and if we feel you may be a suitable fit for a job at Synthetic Users. Information typically includes your name, email, phone number, company name, job title, and CV details.

Legitimate interest: We use your personal data to contact you about job opportunities at Synthetic Users. where we believe you may be a good fit for our recruitment process.

How We Share Your Personal Data

We share your personal data in accordance with this privacy notice:

General Sharing:

We share your data with trusted third parties who assist us in providing services and maintaining our website. This includes service providers, business consultants, and professional advisors (e.g. lawyers, accountants). These third parties are not bound by strict privacy and confidentiality agreements.

We may also share your data if required by law, to enforce our agreements with you, or to protect Synthetic Users, users, or the public. In the event of a company merger or acquisition, your data may be disclosed to the acquiring entity. Additionally, we may share your data if you give us explicit permission.

Recruitment Specific Sharing:

During recruitment, we share your data with online recruitment service providers and recruiters (if applicable) to process your application and communicate with you. If you are hired, your data will be shared with HR systems providers for employment purposes.

International Transfers
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Your personal data is generally stored on servers located in the UK and EEA. However, some of our third-party service providers that process your data are in the US, which is not recognized as having adequate data protection. To ensure your personal data remains protected during transfer, we have put in place approved standard contractual clauses for the transfer of personal data to the US. Contact us for more information on data transfers and safeguards.
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Personal Data Retention
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We store your personal data for as long as necessary and as allowed by law for the purpose(s) for which it was obtained. Factors we consider for data retention include:
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• Our ongoing relationship with you
• Legal obligations
• Legal considerations (such as statutes of limitations and investigations)
• Guidelines from relevant legal and data protection authorities.
• You have legal rights concerning your personal data, including the right to:
• Object to data processing based on our legitimate interests or direct marketing
• Be informed of how we use your data and your rights
• Access your data
• Correct inaccurate or incomplete data
• Request deletion, subject to exceptions
• Restrict data processing
• Receive data in a structured, machine-readable format
• File a complaint with a national data protection regulator
• Withdraw consent
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We may update this privacy notice and notify you of significant changes. To exercise your data rights or for questions, contact us at support@syntheticusers.com.

Privacy notice last updated Feb 2023.

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