Privacy Policy

1 Who We Are

Synprism ("Synprism", "we", "us", or "our") is an AI integration and consulting firm headquartered in Tennessee, United States. We operate the website located at synprism.io (the "Site"), including all sub-pages such as our chatbot services page and chatbot intake questionnaire.

This Privacy Policy describes how we collect, use, disclose, and safeguard information when you visit our Site or interact with us through our contact form, chatbot intake questionnaire, or any other features on the Site. Please read it carefully.

2 Information We Collect

A. Contact Form

When you submit our main contact form, we collect the following personally identifiable information ("PII"):

• First and last name
• Email address
• Company or organization name (optional)
• Service interest (the category you select)
• Message content (what you write to us)

Submitting the contact form is entirely voluntary. You are not required to submit it to access our website.

B. Chatbot Intake Questionnaire Updated

Our chatbot services page includes a multi-step intake questionnaire for clients who wish to have a custom AI chatbot built for their business. If you choose to complete and submit this form, we collect the following information:

• Business name
• Your name / contact person
• Email address
• Phone number
• Business website URL (optional)
• Business type (selected from a menu)
• Business description
• Main services offered (free-text list)
• Business hours
• Booking or scheduling link (optional)
• Support email address for the chatbot (optional)
• Chatbot tier selection (Tier 1 Basic, Tier 2 Smart FAQ, or Tier 3 AI Assistant)
• Brand color (hex code)
• Logo preference (whether you will provide one or need us to design one)
• Logo URL (if you choose to supply one via URL)

This information is collected solely to enable us to build your custom chatbot. Submission is voluntary — you are not required to complete this form to use our website. This data is delivered to our team via Web3Forms (see Section 4).

C. Information Collected Automatically Updated

When you visit our Site, certain data is collected automatically through the following technologies:

• Cloudflare (CDN & Security) — Our hosting provider collects technical data including your IP address (used for DDoS mitigation and bot detection), browser type and version, pages visited and time spent, and referring website. This data is used solely for security and performance purposes by Cloudflare and is governed by Cloudflare's Privacy Policy.
• Google Analytics 4 (GA4) — We use Google Analytics 4 to understand how visitors use our Site. GA4 collects anonymized data such as pages visited, session duration, referral source, general geographic region, device type, and browser. GA4 does not collect your name, email, phone, or any information submitted through our forms. You may opt out using the Google Analytics Opt-out Browser Add-on. See Google's Privacy Policy for details.
• Cloudflare Web Analytics — We use Cloudflare's privacy-first analytics beacon to measure aggregate page view data. It does not use cookies, does not fingerprint devices, and collects no personal information.

D. Information We Do NOT Collect

• Payment or financial information
• Social Security numbers or government-issued IDs
• Sensitive personal categories (health, race, religion, biometric data, etc.)
• Precise geolocation data

3 How We Use Your Information

We use the information we collect for the following purposes:

• To respond to your inquiry — Contact form submissions are used solely to reply to your question or service interest.
• To build your custom chatbot — Intake questionnaire data is used to design, configure, and deliver the chatbot you requested, including branding, service content, hours, and tier features.
• To contact you about your project — We use your name, email, and phone number from the intake form to follow up, ask clarifying questions, and coordinate delivery of your chatbot.
• To improve our services — Understanding what services people are interested in and how they navigate our site helps us improve our offerings and website experience.
• To comply with legal obligations — We may use your information as required by applicable law.

We do not use your information for:

• Unsolicited marketing, spam, or cold outreach unrelated to your inquiry
• Automated profiling or algorithmic decision-making
• Sale or rental to third parties
• Targeted advertising or retargeting campaigns

Our legal basis for processing your information (under GDPR) is legitimate interest — specifically, responding to a business inquiry or delivering a service you have requested — and in some cases, your consent as implied by voluntarily submitting a form.

4 How We Share Information

We do not sell, trade, or rent your personal information to third parties. We may share information only in the following limited circumstances:

Form Delivery — Web3Forms

Both our contact form and our chatbot intake questionnaire use the Web3Forms API to deliver submitted data to our email inbox. Web3Forms receives the fields you submit solely to transmit them to us. Web3Forms acts as a data processor on our behalf and does not store or use your data for any other purpose. Please review Web3Forms' Privacy Policy for details.

Infrastructure — Cloudflare

Our Site is hosted on Cloudflare Pages and our contact form backend runs as a Cloudflare Worker. All web traffic is processed through Cloudflare's global network for performance, security, and analytics. See Cloudflare's Privacy Policy.

Analytics — Google Analytics 4

Anonymized, aggregated website usage data is shared with Google for analytics purposes via Google Analytics 4. Google does not receive your name, email, phone, or any information submitted through our forms. See Google's Privacy Policy.

Legal Requirements

We may disclose your information if required to do so by law, court order, or governmental authority, or when we believe disclosure is necessary to protect our rights, your safety, or the safety of others.

Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you via email if such a transfer occurs and your data is subject to a materially different privacy policy.

5 Data Retention

We retain contact form and chatbot intake questionnaire submissions in our email inbox for as long as necessary to fulfill the purpose for which they were collected — typically the duration of our business relationship or correspondence with you, plus a reasonable period thereafter for record-keeping (generally up to three years).

Chatbot intake data (including business information, branding details, and service content) may be retained as part of the project record for the chatbot we build for you, for the duration of our service relationship.

You may request deletion of your data at any time (see Your Rights below). Upon a valid deletion request, we will remove your information from our active systems within 30 days, except where we are legally required to retain it or where it is necessary to complete an ongoing engagement you initiated.

6 Security

We take reasonable technical and organizational measures to protect your personal information, including:

• HTTPS encryption on all pages (enforced via Cloudflare SSL/TLS)
• Cloudflare WAF and DDoS protection on all traffic
• Encrypted form transmission — form data is transmitted via encrypted HTTPS API calls to Web3Forms
• No server-side database of form submissions — intake data is delivered directly to our email inbox and is not stored in a web-accessible database
• Limited data scope — we collect only the information necessary to deliver the requested service

No method of transmission over the Internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your information, we cannot guarantee absolute security. In the event of a data breach that affects your rights, we will notify you as required by applicable law.

7 Your Rights

Regardless of where you are located, you have the following rights with respect to your personal information:

• Right to Access — Request a copy of the personal information we hold about you.
• Right to Correction — Request that we correct inaccurate or incomplete information.
• Right to Deletion — Request that we delete your personal information ("right to be forgotten").
• Right to Restriction — Request that we limit how we use your information.
• Right to Object — Object to our processing of your information based on legitimate interest.
• Right to Portability — Request your data in a structured, machine-readable format.
• Right to Withdraw Consent — If processing is based on consent, you may withdraw it at any time without affecting prior processing.
• Right to Opt Out of Analytics — You may opt out of Google Analytics tracking using the GA Opt-out Browser Add-on.

To exercise any of these rights, contact us at privacy@synprism.io. We will respond within 30 days. We will not discriminate against you for exercising your rights.

8 California Privacy Rights (CCPA / CPRA)

If you are a California resident, the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA) provide you with additional rights.

Categories of Personal Information Collected

In the past 12 months, we have collected the following categories of personal information:

• Identifiers — name, email address, phone number (contact form and/or chatbot intake questionnaire)
• Professional or business information — company name, business name, business type, services offered, business hours, website URL (chatbot intake questionnaire)
• Commercial information — service interest, chatbot tier selection (contact form and/or questionnaire)
• Internet or network activity — anonymized page view data via Google Analytics 4 and Cloudflare Analytics

We have not collected any other CCPA-defined categories of personal information.

No Sale of Personal Information

We do not sell your personal information. We do not share your personal information with third parties for cross-context behavioral advertising.

How to Exercise Your Rights

California residents may submit requests to know, delete, or correct their personal information by contacting us at privacy@synprism.io. We will verify your identity before processing the request and will not discriminate against you for exercising these rights.

Shine the Light

California Civil Code Section 1798.83 allows California residents to request information about third-party disclosures for direct marketing purposes. Synprism does not share personal information with third parties for their direct marketing purposes.

9 International Users & GDPR

Synprism is based in Tennessee, USA. If you are visiting from the European Economic Area (EEA), United Kingdom, or Switzerland, please be aware that your information will be transferred to and processed in the United States.

We rely on the following legal bases under the GDPR for processing your personal data:

• Legitimate interests (Art. 6(1)(f)) — responding to your business inquiry or delivering the chatbot service you requested
• Consent (Art. 6(1)(a)) — implied by voluntarily submitting our contact form or chatbot intake questionnaire
• Legitimate interests — Analytics — using anonymized, aggregated GA4 data to improve our website and service offerings

We rely on standard contractual clauses and data processor agreements with Cloudflare, Web3Forms, and Google to safeguard international data transfers.

If you are in the EEA/UK and believe our processing violates applicable law, you have the right to lodge a complaint with your local data protection authority (DPA).

Our Data Protection contact is reachable at privacy@synprism.io.

10 Cookies & Analytics

We use a minimal cookie footprint. We do not use advertising cookies, behavioral tracking pixels, or retargeting technologies.

The following cookies and analytics technologies are active on this Site:

• __cf_bm (Cloudflare Bot Management) — Set automatically by Cloudflare to distinguish human visitors from automated bots. This cookie expires within 30 minutes of inactivity, does not track you across websites, and contains no personal information. It is strictly necessary for the secure operation of our Site.
• Google Analytics 4 cookies (_ga, _ga_*) — Set by GA4 to distinguish unique visitors and sessions. These cookies persist for up to 2 years. They collect anonymized browsing data and do not collect your name, email, phone, or form submission content. You may opt out using the Google Analytics Opt-out Browser Add-on.
• Cloudflare Web Analytics beacon — A lightweight, cookieless script that collects aggregate page view data. It does not set cookies, does not fingerprint your device, and collects no personal information.

The GA4 cookies are non-essential. By continuing to use our Site, you acknowledge their presence. If you prefer not to be tracked by GA4, please use the opt-out tool linked above. For Cloudflare's cookie details, see Cloudflare's cookie documentation.

11 Children's Privacy

Our Site is not directed to children under the age of 13, and we do not knowingly collect personal information from children under 13. If you are a parent or guardian and believe your child has provided us with personal information through our contact form or chatbot intake questionnaire, please contact us at privacy@synprism.io and we will delete it promptly.

12 Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or the services we offer — such as the addition of our chatbot intake questionnaire. When we do, we will revise the "Last Updated" date at the top of this page. For material changes, we will make reasonable efforts to notify affected users (e.g., via email if you have previously contacted us).

Your continued use of the Site after any changes constitutes acceptance of the updated policy. We encourage you to review this page periodically.

13 Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us: