Privacy Policy

1. Introduction

Syndaq (“Syndaq,” “we,” “us,” or “our”) respects your privacy and is committed to protecting the personal information we collect, use, disclose, store, and otherwise process through our website, client communications, project inquiries, service portals, contractor portals, lead generation tools, and related business operations.

This Privacy Policy explains what information we collect, why we collect it, how we use it, when we may disclose it, how long we keep it, how we protect it, and the rights and choices available to you.

By using our website, submitting information to us, communicating with us, requesting a quote, applying to work with us as an independent contractor, using a Syndaq portal, or otherwise interacting with Syndaq, you acknowledge that your personal information will be handled in accordance with this Privacy Policy.

2. Scope of This Policy

This Privacy Policy applies to personal information collected by Syndaq in connection with:

• Website visits and online forms;
• Project, service, quote, and support inquiries;
• Client onboarding and account administration;
• Independent contractor onboarding, lead submission, and commission tracking portals, where applicable;
• Email, phone, text, chat, and other business communications;
• Security, analytics, fraud prevention, and operational monitoring;
• Marketing communications, where permitted by law.

This Privacy Policy does not apply to third-party websites, applications, services, platforms, or tools that we do not own or control, even if they are linked from our website.

3. Information We Collect

3.1 Information you provide directly

When you contact us, submit a form, request a quote, apply to work with us, use one of our portals, or otherwise provide information to us, we may collect information such as:

• Name;
• Email address;
• Phone number;
• Company, organization, or project name;
• Website, domain, or business profile information;
• Project details, service requirements, goals, files, notes, and messages you submit;
• Budget range, preferred timeline, and project scope details;
• Billing, invoicing, payment status, and account-related information;
• Support requests, communication history, and customer service records;
• Any other information you voluntarily provide to us.

3.2 Client and project information

If you become a client or prospective client, we may collect and process information required to evaluate, quote, build, support, host, maintain, or administer your project or services. This may include business contact details, website content, login credentials provided by you, hosting configuration details, domain information, technical requirements, business records needed for the project, and communications related to the work being performed.

3.3 Independent contractor and sales representative information

If you apply to work with Syndaq as an independent contractor, sales representative, referral partner, or similar business relationship, we may collect information required to evaluate and administer that relationship, including:

• Legal name and contact information;
• Business name, if applicable;
• Mailing address;
• Email address and phone number;
• Experience, qualifications, references, or work history you choose to provide;
• Signed agreements, acknowledgements, and onboarding records;
• Lead submissions, notes, sales activity, commission records, and payment-related information;
• Tax, payment, or business identification information where required to process payments or comply with applicable obligations;
• Identity verification status and related verification records, where applicable.

3.4 Identity verification information

Where identity verification is required, including for certain contractor, representative, partner, security, fraud prevention, or compliance purposes, we may use a third-party identity verification provider. Depending on the verification process, the provider may collect or process information such as legal name, date of birth, address, government-issued identification, document images, selfie or liveness images, biometric identifiers or biometric templates, device information, verification metadata, risk signals, and verification results.

In most cases, Syndaq receives a verification result, status, reference ID, risk or confidence indicators, and limited identity information necessary to confirm that the person has completed verification. The exact information collected and retained may depend on the verification provider’s process, our configuration, legal requirements, and fraud prevention needs.

We do not use identity verification information for unrelated marketing purposes. Identity verification information is used to confirm identity, prevent fraud, protect Syndaq, protect clients and users, comply with legal obligations, and administer the applicable business relationship.

3.5 Automatically collected information

When you visit our website, use a portal, open communications, or interact with our systems, we may automatically collect limited technical and usage information, including:

• IP address;
• Approximate location derived from IP address;
• Device type, operating system, screen size, browser type, and browser version;
• Pages visited, links clicked, forms viewed, and approximate time spent;
• Referring URL, campaign source, and general traffic source information;
• Date and time of access;
• Server logs, error logs, security logs, and diagnostic information;
• Cookie identifiers, session identifiers, and similar technical identifiers;
• Information needed to detect spam, abuse, fraud, suspicious activity, or unauthorized access.

3.6 Payment information

If payments are required, payment information may be processed by third-party payment processors, banks, billing platforms, or financial service providers. Syndaq does not intentionally store full credit card numbers unless expressly stated and handled through a compliant payment environment. We may retain transaction records, invoice details, payment status, receipts, refunds, chargeback information, and related business records.

3.7 Information from third parties

We may receive limited information about you from third parties where permitted by law, including identity verification providers, payment processors, fraud prevention tools, analytics providers, hosting providers, email providers, business directories, referral sources, public websites, social media platforms, or clients and contractors who submit information as part of a project, lead, support request, or business relationship.

4. How We Use Your Information

We use personal information only for reasonable business purposes and as permitted or required by applicable law. These purposes may include:

• Responding to inquiries, quote requests, support requests, and project discussions;
• Evaluating requirements and preparing estimates, proposals, agreements, invoices, or statements of work;
• Providing, configuring, hosting, maintaining, securing, and improving our services;
• Creating and administering client accounts, portals, contractor access, and business records;
• Processing onboarding, identity verification, agreements, lead submissions, commissions, and contractor payments, where applicable;
• Communicating with you about services, projects, accounts, billing, support, security, and administrative matters;
• Sending marketing, promotional, educational, or business development communications where permitted by law and subject to your communication preferences;
• Maintaining website functionality, reliability, performance, analytics, and security;
• Detecting, preventing, investigating, and responding to spam, fraud, abuse, unauthorized access, security incidents, policy violations, or illegal activity;
• Protecting the rights, safety, property, and legal interests of Syndaq, our clients, users, contractors, and others;
• Enforcing agreements, terms, policies, and other legal rights;
• Complying with legal, regulatory, tax, accounting, security, reporting, and recordkeeping obligations;
• Managing business operations, audits, dispute resolution, and corporate transactions.

We do not sell your personal information.

5. Legal Basis and Consent

Where applicable, we collect, use, and disclose personal information based on one or more legal grounds, including:

• Your consent, including when you submit a form, request information, create an account, apply to work with us, or provide information voluntarily;
• Performance of a contract or steps taken before entering into a contract;
• Our legitimate business interests, including operating, improving, securing, and promoting our services;
• Compliance with legal, regulatory, tax, accounting, or reporting obligations;
• Protection of our legal rights, property, users, clients, contractors, and business operations;
• Other grounds permitted by applicable privacy laws.

You may withdraw consent where processing is based on consent, subject to legal or contractual restrictions and reasonable notice. Withdrawing consent may affect our ability to provide certain services, respond to requests, administer accounts, process payments, verify identity, or maintain a business relationship with you.

6. Limiting Collection, Use, and Disclosure

We aim to collect only the personal information that is reasonably necessary for the purposes identified in this Privacy Policy or otherwise disclosed to you. We do not intentionally collect sensitive personal information unless it is necessary for a specific purpose, you provide it voluntarily, it is required for identity verification, security, payment, legal, or compliance reasons, or it is otherwise permitted or required by law.

We will not use or disclose personal information for materially different purposes without consent where required, unless otherwise permitted or required by law.

7. Cookies and Similar Technologies

We may use cookies, pixels, scripts, local storage, server logs, and similar technologies to operate, secure, monitor, personalize, and improve our website and services.

These technologies may be used for purposes such as:

• Essential site functionality and session management;
• Security, fraud prevention, abuse prevention, and rate limiting;
• Remembering preferences and improving usability;
• Analytics, traffic measurement, and performance monitoring;
• Understanding which pages, services, or campaigns are effective;
• Marketing or remarketing, where enabled and permitted by law.

You can control cookies through your browser settings. Disabling cookies may affect website functionality, login sessions, form submissions, security features, and user experience.

Where required by law, we will obtain consent before using non-essential cookies or similar technologies.

8. Analytics, Tracking, and Performance Monitoring

We may use analytics and performance monitoring tools to understand how users interact with our website and services. These tools may collect usage information, device information, approximate location, traffic sources, page views, event data, and technical identifiers.

Analytics information helps us improve website design, diagnose errors, measure performance, identify security issues, and improve our services. Where possible, we use aggregated, de-identified, or limited data for analytics and reporting.

9. Marketing Communications

We may send business, service, educational, promotional, or marketing communications where permitted by applicable law. This may include emails about services, updates, offers, resources, or related business information.

Where required, we will obtain consent before sending commercial electronic messages. Marketing emails will include an unsubscribe mechanism where required. You may unsubscribe from marketing communications at any time by using the unsubscribe link provided in the message or by contacting us at [email protected].

Even if you unsubscribe from marketing communications, we may still send transactional, administrative, account, billing, security, legal, or service-related communications where necessary.

10. Sharing and Disclosure

We do not sell, rent, or trade your personal information. We may disclose personal information only where reasonably necessary, permitted, or required, including:

• With hosting providers, infrastructure providers, domain providers, email providers, storage providers, and other technology service providers;
• With payment processors, billing platforms, accounting providers, banks, and financial service providers;
• With identity verification, fraud prevention, security, anti-spam, and abuse prevention providers;
• With analytics, monitoring, communication, customer support, and business operations providers;
• With professional advisors, including lawyers, accountants, auditors, insurers, and consultants;
• With clients, contractors, representatives, or project stakeholders where necessary to perform services or administer a business relationship;
• With government authorities, courts, regulators, law enforcement, or other parties where required by law, legal process, subpoena, warrant, court order, or valid request;
• Where necessary to protect the rights, safety, property, security, or legal interests of Syndaq, our clients, users, contractors, or others;
• In connection with a business transaction, such as a merger, acquisition, financing, restructuring, sale of assets, transfer of business, bankruptcy, or similar transaction, subject to appropriate safeguards where required.

Service providers are expected to use personal information only as necessary to provide services to us and to protect it using reasonable safeguards.

11. International and Cross-Border Processing

Some of our service providers, infrastructure providers, software tools, or business partners may store, access, or process personal information outside of your province, territory, state, or country of residence. This means your personal information may be subject to the laws of jurisdictions outside your location, including lawful access by courts, law enforcement, regulators, or government authorities in those jurisdictions.

Where we use service providers outside Canada or outside your jurisdiction, we take reasonable steps to ensure that personal information is protected through contractual, technical, organizational, and administrative safeguards appropriate to the circumstances.

12. Data Storage and Retention

We retain personal information only as long as reasonably necessary for the purposes described in this Privacy Policy, unless a longer retention period is required or permitted by law.

Retention periods may vary depending on the type of information and the reason it was collected, including:

• Inquiry and quote information may be retained for a reasonable period to respond to requests, follow up, prepare proposals, and maintain business records;
• Client, project, billing, support, and account records may be retained for the duration of the business relationship and for a reasonable period afterward;
• Contractor, representative, agreement, lead, commission, and payment records may be retained for contract administration, tax, legal, accounting, and dispute resolution purposes;
• Identity verification records may be retained only as long as necessary for verification, fraud prevention, compliance, audit, legal, or security purposes, subject to provider retention practices and applicable law;
• Technical logs, security logs, and diagnostic records may be retained for operational, security, fraud prevention, and troubleshooting purposes and periodically deleted or anonymized;
• Records required for tax, accounting, legal, regulatory, insurance, audit, or dispute purposes may be retained as long as necessary to meet those obligations.

When personal information is no longer reasonably required, we will delete, anonymize, archive, or securely dispose of it, subject to legal, technical, and backup limitations.

13. Data Security

We implement reasonable administrative, technical, physical, and organizational safeguards designed to protect personal information against unauthorized access, collection, use, disclosure, copying, modification, disposal, loss, theft, misuse, and similar risks.

These safeguards may include, where appropriate:

• Access controls and permission-based account access;
• Secure hosting and server configuration;
• Encryption or secure transmission where appropriate;
• Password protection and authentication controls;
• Monitoring, logging, and security reviews;
• Spam, abuse, fraud, and intrusion prevention measures;
• Backups, maintenance, and software updates;
• Internal policies and limited access based on business need.

No method of transmission, processing, or storage is completely secure. We cannot guarantee absolute security, but we take reasonable steps to protect personal information in our custody or control.

14. Privacy Breaches and Security Incidents

If we become aware of a privacy breach or security incident involving personal information in our custody or control, we will assess the incident and take reasonable steps to contain, investigate, and remediate it.

Where required by applicable law, we will notify affected individuals, regulators, service providers, partners, or other relevant parties. Notification may include information about the nature of the incident, the personal information involved, steps we have taken, and steps individuals may consider taking to reduce potential harm.

We may also maintain records of privacy breaches or security incidents where required by law or appropriate for security, compliance, or operational purposes.

15. Accuracy of Information

We take reasonable steps to keep personal information as accurate, complete, and up to date as necessary for the purposes for which it is used. You are responsible for providing accurate information and updating us if your information changes.

You may request correction of inaccurate or incomplete personal information by contacting us at [email protected].

16. Your Rights and Choices

Depending on your jurisdiction and the nature of your relationship with us, you may have rights to:

• Request access to personal information we hold about you;
• Request correction of inaccurate or incomplete personal information;
• Request deletion of personal information, subject to legal, contractual, technical, security, or recordkeeping limitations;
• Withdraw consent where processing is based on consent;
• Object to or restrict certain processing activities where applicable;
• Request information about how personal information has been used or disclosed;
• Opt out of marketing communications;
• Challenge our compliance with this Privacy Policy or applicable privacy laws.

To exercise privacy rights, contact [email protected]. We may need to verify your identity before responding to a request. We will respond within a reasonable time and in accordance with applicable law.

We may refuse or limit a request where permitted or required by law, including where information is subject to solicitor-client privilege, confidential commercial information, another person’s privacy rights, security concerns, legal claims, fraud prevention, technical limitations, or retention obligations.

17. Do Not Track and Browser Signals

Some browsers may transmit “Do Not Track” or similar signals. Because there is no uniform industry standard for responding to such signals, our website may not respond to all browser-based tracking signals. You can manage cookies and tracking preferences through your browser settings and, where available, through any consent tools presented on our website.

18. Automated Decision-Making

We may use automated tools to assist with spam detection, fraud prevention, security monitoring, analytics, lead routing, or risk scoring. These tools are used to support business operations and security. We do not intentionally use automated decision-making to make decisions that produce legal or similarly significant effects about individuals without appropriate review, consent, or legal basis where required.

19. De-Identified, Aggregated, and Anonymous Information

We may create or use de-identified, aggregated, or anonymous information for analytics, reporting, security, product improvement, business planning, and marketing insights. This information does not identify you directly and may be used or disclosed where permitted by law.

20. Third-Party Links, Tools, and Services

Our website, portals, emails, or services may contain links to third-party websites, applications, tools, platforms, or services. We are not responsible for the privacy practices, content, security, or policies of third parties that we do not own or control.

When you interact with a third-party service, your information may be collected and handled according to that third party’s own privacy policy, terms, and practices. You should review those policies before providing personal information to third parties.

21. Client-Provided Information and Project Content

Clients may provide Syndaq with content, data, files, credentials, customer information, business records, website materials, or other information required to perform services. Clients are responsible for ensuring they have the necessary rights, permissions, consents, and legal basis to provide that information to Syndaq.

We use client-provided information only as reasonably necessary to perform requested services, provide support, maintain systems, comply with obligations, protect our rights, and administer the business relationship.

22. Account Credentials and Access Information

If you provide us with usernames, passwords, API keys, hosting credentials, domain access, CMS access, or other access information, we will use that information only as reasonably necessary to perform requested services, support, troubleshooting, configuration, maintenance, migration, or security work.

You should avoid sending sensitive credentials through unsecured channels where possible. We may recommend credential rotation, secure sharing methods, temporary access, or revocation of access after work is completed.

23. Children’s Privacy

Our website and services are intended for businesses, entrepreneurs, organizations, and adults. They are not directed to children or individuals under the age of 16. We do not knowingly collect personal information from children under 16.

If you believe a child has provided personal information to us without appropriate consent, contact us at [email protected] and we will take reasonable steps to review and delete the information where appropriate.

24. Regional Privacy Rights

Depending on where you live, additional privacy rights may apply. For example, individuals in certain jurisdictions may have rights related to access, correction, deletion, portability, withdrawal of consent, objection, restriction, complaints to regulators, or additional disclosures about cross-border transfers, profiling, or automated processing.

If you are located outside Canada, your personal information may be processed in Canada or other jurisdictions where we or our service providers operate. By interacting with us, you understand that your information may be handled in jurisdictions with privacy laws that may differ from those in your location.

25. Complaints and Questions

If you have a concern about our privacy practices, you may contact us using the information below. We will review and respond to privacy-related complaints within a reasonable time.

If you are not satisfied with our response, you may have the right to contact the applicable privacy regulator in your jurisdiction.

26. Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes to our practices, services, legal obligations, technology, security measures, or business operations.

The “Last updated” date displayed with this Privacy Policy indicates the latest revision. The updated version becomes effective when posted unless otherwise stated. Your continued use of our website, portals, or services after an updated Privacy Policy is posted means you acknowledge the updated Privacy Policy.

27. Contact

If you have questions, requests, complaints, or concerns about this Privacy Policy or how Syndaq handles personal information, contact us at:

Email: [email protected]

Organization: Syndaq

Website: https://syndaq.com

Privacy Contact: Syndaq Privacy Officer / Privacy Contact