Privacy Policy

This Privacy Policy describes how Synexa (we, us, our) collects, uses, holds, and discloses personal information. We are committed to handling personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

1. Who this policy applies to

This policy applies to anyone who interacts with us, including visitors to this website, prospective and current clients, and individuals whose information passes through the AI agents and services we operate for our clients.

Where we process personal information on behalf of a client (for example, customer records that pass through a managed agent we operate for that client), the client is the controller of that information and their own privacy policy applies in addition to this one. We act as a service provider on the client’s instructions.

2. What we collect

We collect different categories of information depending on how you interact with us:

• Website visitors. Page views, referring URLs, device and browser information, approximate geographic location based on IP address, and interactions collected by our analytics providers. We do not use cookies or tracking that requires consent beyond what is strictly necessary for the site to function and to collect aggregate analytics.
• Contact and lead enquiries. Name, email address, phone number, company, role, and any details you provide via forms, lead magnet downloads, or direct correspondence.
• Client engagements. Business and operational information shared with us during the course of an engagement, including documents, workflow details, integration credentials (where you provide them), meeting recordings or transcripts you share with us, and the personal information of your employees, contractors, customers, or contacts that we need to deliver the service.
• Service operations. Logs, performance data, and outputs generated by the AI agents and tooling we operate. These records are used to monitor, debug, and improve the service we provide.
• Billing. Information needed for invoicing and payment processing.

We do not knowingly collect personal information from children under the age of 16.

3. How we collect it

We collect information directly from you when you submit a form, email us, sign an engagement document, or share business data in the course of a project. We collect information automatically from this website using standard server logs and analytics tools. Where you authorise integrations with third-party systems (for example your CRM, email, or accounting platform), we receive information from those systems for the purpose of operating the agreed service.

4. How we use it

We use personal information to:

• Respond to enquiries and provide information you request.
• Provide, operate, monitor, maintain, and improve the services you have engaged us for.
• Communicate with you about your engagement, including invoicing, project updates, and changes that affect the service.
• Send you marketing communications about our services where you have opted in or where a relevant business relationship exists. You can opt out of marketing communications at any time using the unsubscribe link or by emailing us.
• Comply with our legal, tax, and regulatory obligations.
• Protect the security and integrity of our systems, our clients, and our business.

5. AI processing

The managed AI agents and AI tooling we operate process information you or your business systems provide. This processing typically involves sending data to third-party large language model providers and other AI infrastructure providers selected by us to deliver the service. We choose providers with appropriate data handling practices and we contract with them on terms that prohibit them from using your data to train their underlying models, except where you have specifically directed otherwise.

AI-generated outputs are probabilistic and may contain errors. You should review outputs before relying on them for decisions affecting individuals.

6. Who we share information with

We do not sell personal information. We share personal information only with:

• Service providers. AI model providers, cloud hosting and infrastructure providers, analytics providers, payment processors, customer relationship management systems, email infrastructure, and similar service providers that we engage to operate our business and deliver our services. We require these providers to handle personal information consistent with this policy and with applicable law.
• Professional advisers. Our accountants, lawyers, and other professional advisers, where reasonably necessary.
• Legal and regulatory disclosures. Where required by law, court order, or to protect our rights, property, or safety, or that of others.
• Successor entities. In connection with a business sale, merger, or restructure, subject to the recipient agreeing to handle the information consistent with this policy.

7. Overseas disclosure

Some of our service providers, including AI model providers and cloud infrastructure providers, host data outside Australia (including in the United States and the European Union). Where this occurs, we take reasonable steps to ensure that overseas recipients handle personal information consistent with the APPs. By using our services, you consent to your personal information being disclosed to these overseas recipients for the purposes set out in this policy.

8. Storage and security

We hold personal information in cloud-hosted systems protected by industry-standard administrative, technical, and physical safeguards, including access controls, encryption in transit, and encryption at rest where supported by the underlying provider. No system is perfectly secure. We take reasonable steps to protect personal information from misuse, interference, loss, and unauthorised access, modification, or disclosure, but we cannot guarantee absolute security.

9. Retention and deletion

We retain personal information only for as long as is necessary for the purposes for which it was collected, to meet our legal obligations, or to enforce our agreements. For client engagements, business data held in our operating systems is returned or securely deleted on termination of the engagement in accordance with our Terms of Service, except where retention is required by law.

10. Your rights

Under Australian privacy law you have the right to:

• Request access to the personal information we hold about you.
• Request that we correct inaccurate or out-of-date personal information.
• Withdraw consent to marketing communications.
• Make a complaint about how we have handled your personal information.

To exercise any of these rights, contact us using the details in section 13. We will respond within a reasonable period, usually within 30 days. In some cases we may need to verify your identity before responding.

Where the information we hold about you was provided to us by a client for whom we operate a service, we may need to refer your request to that client, who is the controller of that information.

11. Cookies and analytics

This site uses minimal cookies and analytics tools to understand how visitors interact with the site so we can improve it. Analytics data is aggregated and not used to build individual profiles for advertising. You can disable cookies in your browser settings; doing so may affect some site functionality.

12. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes to our services, technology, legal requirements, or business practices. The updated policy takes effect when it is posted on this page. The current version is identified by the “Last updated” date above. Where the changes are material, we will give reasonable notice.

13. Contact and complaints

To make a privacy enquiry, request access or correction, or lodge a complaint, contact us at:

• Email: hello@synexa.com.au
• Address: Level 11, 458 Brunswick St, Fortitude Valley, QLD 4006

If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au.

See also our Terms of Service.