Privacy Policy

1. Introduction

Welcome to Syntax. We are a Software as a Service (SaaS) provider focused on tax advisory automation for UK businesses.

This Privacy Policy explains what personal data we collect, why we collect it, how we use it, and how we protect it. We are committed to being transparent about our data practices and to protecting your privacy.

This policy applies to our website, our SaaS platform, and any other services we provide.

For the purpose of the UK General Data Protection Regulation (UK GDPR), the data controller is Syntax AI Ltd, a company registered in England and Wales with company number 16256011 and registered office at 4 St Paul's Square, Burton-on-Trent, DE14 2EF.

2. The information we collect

We collect information to provide and improve our services. The types of personal information we collect fall into three categories:

Information you provide to us directly:

Account Information: When you sign up for our services, we collect information such as your name, email address, phone number, and payment information.

Client Data: To use our services, you may upload data relating to your business and your clients. This can include financial data from accounting software like Xero, tax documents such as CT600s, and other business-related information you provide.

Information from third-party sources:
With your authorisation, we may collect information from third-party services you connect to our platform, such as Xero.

Information from public sources:
To enhance our analysis and provide you with our service, we may collect publicly available information about businesses from sources like Companies House and the European Patent Office. We will always do so in a way that is fair and lawful.

3. How we use your information

We use your information for the following purposes:

To provide and improve our services: We use the data you provide to operate our SaaS platform, generate tax advisory recommendations, and provide you with the results.

To communicate with you: We may use your contact information to send you service-related updates, and information about our services.

For research and development: We may use aggregated and anonymised data to improve our algorithms and develop new features.

To comply with legal obligations: We may be required to use your information to comply with legal and regulatory requirements, such as for tax and accounting purposes.

Our legal basis for processing your personal data is typically one of the following:

Performance of a contract: We process your data to fulfil our contractual obligations to you when you use our services.

Legitimate interests: We may process your data for our legitimate interests, such as improving our services, provided that your rights and interests do not override our interests.

Consent: Where required by law, we will ask for your consent to process your data, for example for marketing communications. You can withdraw your consent at any time.

4. How we share your information

We do not sell your personal data. We may share your information with third parties in the following limited circumstances:

Service Providers: We use third-party service providers for hosting, data storage, and other services. We have agreements in place with these providers to ensure they protect your data.

Legal Requirements: We may disclose your information if required to do so by law or in response to a valid request from a law enforcement or regulatory authority.

Business Transfers: If we are involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such change in ownership or control of your personal data.

5. Data storage, security, and retention

Storage and Security:
We take the security of your data seriously. We use appropriate technical and organisational measures to protect your personal information from unauthorised access, use, or disclosure. As a start-up, our security processes are constantly evolving, and we are committed to continually improving our security posture as we grow.

Data Retention:
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. When we no longer need to retain your data, we will securely delete or anonymise it.

6. Your rights

Under UK data protection law, you have the following rights:

The right to be informed: You have the right to be informed about how we collect and use your personal data.

The right of access: You have the right to access the personal data we hold about you.

The right to rectification: You have the right to have inaccurate personal data corrected.

The right to erasure: You have the right to have your personal data erased (also known as the 'right to be forgotten').

The right to restrict processing: You have the right to request the restriction of the processing of your personal data.

The right to data portability: You have the right to receive your personal data in a structured, commonly used, and machine-readable format.

The right to object: You have the right to object to the processing of your personal data in certain circumstances.

To exercise any of these rights, please contact us at contact@syntax.tax.

7. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any significant changes by posting the new policy on our website or by sending you an email.

8. Contact us

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

Syntax AI Ltd
4 St Paul's Square, Burton-on-Trent, DE14 2EF
contact@syntax.tax

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's data protection regulator.