Privacy Policy

Effective Date: 1 August 2025
Last Updated: 29 September 2025

1. Introduction

XynapseL​abs (“we,” “our,” or “us”) is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, store, and protect your personal information when you visit our website at https://xynapselabs.co.uk/ or use our services.

This policy complies with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable UK data protection laws.

2. Data Controller Information

Data Controller: Xynapse L​abs Ltd
Registered Address: 167 – 169 Great Portland Street, 5th Floor, London, England, W1W 5PF
Email: [email protected]
Registration Number: 16484684

3. Information We Collect

3.1 Personal Data We Collect Directly

• Contact Information: Name, email address, phone number, postal address
• Professional Information: Company name, job title, industry
• Communication Data: Records of correspondence, inquiries, and feedback
• Account Information: Username, password (encrypted), profile information
• Payment Information: Billing address, payment method details (processed by third-party payment processors)

3.2 Information Collected Automatically

• Technical Data: IP address, browser type, device information, operating system
• Usage Data: Pages visited, time spent on site, clickstream data, referral sources
• Cookies and Similar Technologies: See Section 8 for detailed information

3.3 Information from Third Parties

• Business contact information from legitimate sources
• Social media profile information (when you connect social accounts)
• Information from our business partners and service providers

4. Legal Basis for Processing

We process your personal data based on the following legal grounds under UK GDPR:

• Consent: Where you have given clear consent for specific processing activities
• Contract: To perform contractual obligations or take steps before entering a contract
• Legal Obligation: To comply with legal requirements
• Legitimate Interests: For our legitimate business interests, balanced against your rights and freedoms
• Vital Interests: To protect life or physical safety (in exceptional circumstances)

5. How We Use Your Information

5.1 Primary Purposes

• Provide and maintain our services
• Process transactions and manage accounts
• Respond to inquiries and provide customer support
• Send service-related communications
• Improve our website and services
• Conduct business analysis and research

5.2 Marketing Communications

• Send newsletters and promotional materials 
• Provide information about new services or features
• Invite you to events or webinars
• Opt-out: You can unsubscribe at any time using the link in our emails

5.3 Legal and Security Purposes

• Comply with legal obligations
• Detect and prevent fraud
• Protect our rights and property
• Ensure website security and functionality

6. Data Sharing and Disclosure

6.1 We May Share Information With:

• Service Providers: Third-party companies that help us operate our business (hosting, analytics, payment processing, email services)
• Professional Advisors: Lawyers, accountants, consultants, and auditors
• Business Partners: When necessary to provide joint services (with appropriate safeguards)
• Regulatory Authorities: When required by law or to protect legal rights

6.2 We Do Not:

• Sell personal data to third parties
• Share data for others’ marketing without your explicit consent
• Transfer data outside appropriate safeguards

7. International Data Transfers

If we transfer your personal data outside the UK or EEA, we ensure appropriate safeguards are in place, such as:

• Adequacy decisions by the UK government
• Standard Contractual Clauses (SCCs)
• Binding Corporate Rules
• Certification schemes

8. Cookies and Tracking Technologies

8.1 Types of Cookies We Use:

• Essential Cookies: Necessary for website functionality
• Analytics Cookies: Help us understand website usage (Google Analytics, etc.)
• Functional Cookies: Remember your preferences and settings
• Marketing Cookies: Used for targeted advertising (with consent)

8.2 Managing Cookies

You can control cookies through your browser settings or our cookie consent tool. Note that disabling essential cookies may affect website functionality.

9. Data Retention

We retain personal data only as long as necessary for the purposes outlined in this policy:

• Account Data: Until account deletion plus 12 months for legal compliance
• Marketing Data: Until you withdraw consent or we no longer have a legitimate interest
• Transaction Records: 7 years for accounting and tax purposes
• Website Analytics: 26 months (Google Analytics default)

10. Your Data Protection Rights

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

10.1 Access Rights

• Right to Access: Request copies of your personal data
• Right to Rectification: Correct inaccurate or incomplete data
• Right to Erasure: Request deletion of your personal data (subject to legal requirements)

10.2 Control Rights

• Right to Restrict Processing: Limit how we use your data
• Right to Data Portability: Receive your data in a structured, machine-readable format
• Right to Object: Object to processing based on legitimate interests or for direct marketing

10.3 Consent Rights

• Right to Withdraw Consent: Withdraw consent for consent-based processing
• Right to Object to Automated Decision-Making: Including profiling

10.4 Exercising Your Rights

To exercise these rights, contact us using the details in Section 2. We will respond within one month of receiving your request.

11. Data Security

We implement appropriate technical and organizational measures to protect your personal data:

• Encryption: Data encryption in transit and at rest
• Access Controls: Role-based access and authentication
• Security Monitoring: Regular security assessments and monitoring
• Staff Training: Regular data protection training for employees
• Incident Response: Procedures for handling data breaches

12. Data Breach Notification

In the event of a data breach that poses a high risk to your rights and freedoms, we will:

• Notify the Information Commissioner’s Office (ICO) within 72 hours
• Inform affected individuals without undue delay
• Provide clear information about the breach and protective measures taken

13. Children’s Privacy

Our services are not directed at children under 16 years of age. We do not knowingly collect personal data from children under 16. If you believe we have collected information from a child under 16, please contact us immediately.

14. Third-Party Links and Services

Our website may contain links to third-party websites or services. This Privacy Policy does not apply to those external sites. We encourage you to review the privacy policies of any third-party sites you visit.

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will:

• Post the updated policy on our website
• Update the “Last Updated” date
• Notify you of significant changes via email or website notice
• For material changes, we may seek your renewed consent where required

16. Contact Information and Complaints

16.1 Contact Us

For any questions about this Privacy Policy or our data practices:

Email: [email protected]

16.2 Complaints

If you’re not satisfied with how we handle your personal data, you have the right to lodge a complaint with:

Information Commissioner’s Office (ICO)
Website: ico.org.uk
Phone: 0303 123 1113
Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

17. Definitions

• Personal Data: Information relating to an identified or identifiable individual
• Processing: Any operation performed on personal data
• Data Controller: The entity that determines the purposes and means of processing
• Data Processor: The entity that processes personal data on behalf of the controller

This Privacy Policy was last updated on 29 September 2025 and is effective immediately.