Privacy Policy

At Syntrova AI Solutions ("we," "our," or "us"), we are committed to protecting the privacy, security, and integrity of the data collected from our clients, prospective business partners, and website visitors. This Privacy Policy details our practices concerning the collection, usage, and safeguarding of information when you interact with our website https://syntrova-ai.vercel.app and the AI automation services we supply.

By using our website or acquiring our services, you consent to the data collection and usage protocols detailed in this policy. We serve primarily as a Business-to-Business (B2B) AI Automation Agency; accordingly, the information we collect is largely focused on business metadata and operational parameters.

1. Information We Collect

We only collect information that is necessary to provide, manage, and optimize our services. The categories of information we capture include:

A. Direct Business Contact Information

When you complete the contact form, submit a request on our strategy portal, or schedule a consultation through our website, we collect:

• Full Name: To address you and manage your file.
• Business Email Address: To exchange service updates and consultations.
• Phone Number: To handle scheduled phone consultations or outreach calls.
• Company Name: To contextualize your industry requirements.
• Business and Operational Details: Challenges, department sizes, operational budgets, or automation requests.

B. Automated AI Chatbot Conversations

When you interact with the conversational AI chatbot widgets deployed on our website, we collect:

• Chat Transcript Log: The text inputs, inquiries, and contextual history exchanged during your chat session to handle lead qualification and address your questions.
• Extracted Lead Metadata: If you request a demo or provide contact information within the chat window, our systems extract and compile those fields (Name, Company, Email, Phone) to execute scheduling functions.

C. Technical Usage Data

We also automatically collect metadata regarding your session, including IP addresses, browser configurations, operating system type, page visitation duration, and navigation patterns.

2. How We Use Information

Syntrova AI Solutions utilizes your data to perform agency services and optimize client interactions. Specifically, we use the collected information for:

• Handling Service Inquiries & Strategy Requests: Processing data submitted through our "Get My Free Automation Strategy" form to prepare automation audits.
• AI Consultation Scheduling: Coordinating calendars, matching available timeslots, and arranging bookings for our AI strategy sessions.
• Lead Management & Qualification: Evaluating business challenges, company scale, and operational requirements to qualify prospects.
• Customer Support and Communications: Replying to client questions, coordinating technical integration calls, and forwarding status updates.
• Service Improvement: Reviewing anonymized chatbot transcripts and technical log data to refine our Gemini chatbot training prompts, optimize user paths, and improve system performance.

3. Data Storage & Hosting

We store customer and lead records in highly secure environments to guarantee availability and prevent unauthorized access:

• Structured Database Records (Google Sheets): When a lead form or chatbot qualification workflow is completed, records are written directly to Google Sheets managed via OAuth 2.0 service accounts.
• Internal Email Alerts: Client submissions trigger internal SMTP dispatches routing lead logs securely to our agency team inbox.
• Secure Cloud Infrastructure: Our serverless API routing layers and server instances are deployed on Vercel's global secure cloud infrastructure. Technical system logs are kept for diagnostic purposes.

4. Cookies & Analytics

Our website utilizes local cookies (small text documents stored on your device) to preserve browser preferences, enable the floating chat assistant state, and track visitor patterns.

We collect technical indicators to measure user flows and traffic sources. You have the ability to configure your web browser settings to block cookies or notify you when they are set. However, disabling cookies may impact the interactivity of certain modules, such as retaining chatbot conversations between page reloads.

5. Third-Party Services

In operating our business platform, we route data through specialized third-party application providers. These partners process your information subject to their independent privacy standards:

• Google API Services: We utilize Google Sheets APIs to record client data. Google processes this in accordance with Google Workspace Security policies.
• Vercel: Our frontend assets and backend serverless endpoints are hosted on Vercel, which manages secure network routings and traffic logs.
• Google Gemini API: The chatbot interactions are sent securely to Google's Gemini LLM API to generate responses. Only chat text is routed; no raw email logs or database files are shared.
• Calendly: The demo booking widget relies on Calendly integrations to arrange appointments. Calendly collects calendar variables, name, and contact info to write scheduling items.

6. Data Protection

Syntrova AI Solutions implements security systems to prevent data breaches, alteration, or unauthorized disclosures. All form submissions are routed over HTTPS (SSL/TLS) encryption. Access to customer sheets and Gmail SMTP relays is controlled via credentials restricted to authorized agency developers.

While we take industry-standard precautions to secure your data, no method of transmission over the Internet or digital storage can be guaranteed 100% secure. We maintain active security monitoring to evaluate threat risks.

7. Your User Rights

As a business client or visitor, you possess the following rights regarding the personal information we manage:

• Right of Access & Inspection: You can request details of the information we hold about your company.
• Right to Rectification: You can request correction of incorrect contact information, phone numbers, or emails.
• Right to Deletion (Right to be Forgotten): You can request that we delete your lead records from our Google Sheets databases and email archives.
• Right to Opt-Out: You can object to receiving business follow-up emails at any time.

To exercise any of these rights, please contact our support team at the address listed below.

8. Contact Information

If you have any questions about this Privacy Policy, your data files, or wish to submit a data erasure request, please reach out to us:

Syntrova AI Solutions
Email: info@syntrova.solutions
WhatsApp Support: +92 370 3886566
Web Portal: syntrova.solutions