Privacy Policy

Last updated: 2025-05-23

This Privacy Policy explains how H3T Sp. z o.o. ("H3T", "we", "our", or "us") collects, uses, and protects your personal data when you use the Synapsell.ai service ("Service").

This Privacy Policy has been prepared in accordance with the Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016, known in Poland as the General Data Protection Regulation ("RODO").

By using the Service, you acknowledge that you have read and understood this Privacy Policy.

1. Data controller

The Data controller responsible for your personal data is:
H3T Sp. z o.o.
ul. Jodłowa 1/2
81-526 Gdynia
Poland
Email: [email protected]

2. Data we collect

We may collect and process the following categories of personal data:

  • Information provided by You
    Name (optional),
    Email address (required for account registration),
    Password (securely stored in encrypted form),
    Marketing preferences (if you opt-in).
  • Information collected automatically
    IP address,
    Browser type and version,
    Device type and operating system,
    Usage data (e.g., interactions with the chatbot, session duration, pages viewed).

In addition to standard technical data (such as IP address, browser type, operating system, and usage data), we store the full content of your interactions with the chatbot. This includes any information you voluntarily provide during conversations, such as names, emails, or business details.
Please note that we do not automatically classify or extract personal data from user-submitted messages in the chat. If you enter personal data into the chat, it will be stored as part of the conversation history but will not be treated differently from other text or metadata in the system.

3. Purposes and legal basis for processing

We process your personal data for the following purposes:

  • To create and manage your account – Performance of a contract (Article 6(1)(b) RODO)
  • To provide and improve the Service – Legitimate interest (Article 6(1)(f) RODO)
  • To communicate with you about the Service – Performance of a contract (Article 6(1)(b) RODO)
  • To send marketing communications (if opted-in) – Consent (Article 6(1)(a) RODO)
  • To ensure security and prevent fraud – Legitimate interest (Article 6(1)(f) RODO)
  • To comply with legal obligations – Compliance with a legal obligation (Article 6(1)(c) RODO)

4. Marketing communications

You may choose to receive marketing communications from us regarding updates, new features, or offers related to Synapsell.ai.
Your consent to receive marketing communications is voluntary and may be withdrawn at any time by:

  • Changing your preferences in your account settings,
  • Clicking the "unsubscribe" link in any marketing email,
  • Contact us directly at [email protected].

Withdrawal of consent does not affect the lawfulness of processing based on consent before its withdrawal.

5. Data sharing and transfers

We do not sell your personal data to third parties. However, we may share your data with:
Service providers acting on our behalf (e.g., hosting, analytics),
Competent authorities when required by law,
Entities involved in mergers, acquisitions, or restructuring processes.
If data is transferred outside the European Economic Area ("EEA"), we will ensure that appropriate safeguards are in place, including the use of standard contractual clauses adopted by the European Commission.

6. Data retention

We retain your personal data only for as long as necessary to fulfill the purposes for which it was collected, including:
While your account remains active,
To comply with legal, tax, or regulatory requirements,
Until you request deletion (subject to applicable legal obligations).
Once personal data is no longer needed, it is securely deleted or anonymized.

7. Your rights under RODO / GDPR

You have the following rights under RODO / GDPR:

  • Right of access – to obtain confirmation whether your personal data is being processed and access to that data,
  • Right to rectification – to correct inaccurate or incomplete data,
  • Right to erasure ("right to be forgotten") – to request the deletion of your data under certain circumstances,
  • Right to restriction of processing – to limit the processing of your data under certain conditions,
  • Right to data portability – to receive your data in a structured, commonly used, and machine-readable format,
  • Right to object – to object to data processing based on legitimate interests or direct marketing purposes,
  • Right to withdraw consent – to withdraw consent at any time where processing is based on consent.

To exercise your rights, please contact us at [email protected].
Additionally, you have the right to lodge a complaint with the competent supervisory authority – the President of the Personal Data Protection Office (Prezes Urzędu Ochrony Danych Osobowych, UODO) in Poland.

8. Security measures

We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, loss, alteration, or destruction. These measures include:
Secure password encryption,
Use of SSL/TLS protocols,
Access controls and security monitoring.

9. Cookies and similar technologies

We use cookies and similar technologies (such as local storage, tags, and pixels) to operate, secure, and improve the Service.
Cookies are small data files stored on your device that help us remember your preferences, track usage patterns, and deliver relevant content.
The types of cookies we use include:

  • Essential cookies – Required for the platform to function, such as authentication and session management.
  • Analytics cookies – Used to collect information about how users interact with the Service (e.g., Google Analytics).
  • Functional cookies – Enable features like remembering your preferences or previously entered data.
  • Marketing cookies – Used only if you provide consent, to tailor content or track engagement with our marketing.

You can manage or withdraw your cookie consent at any time via the cookie banner on our website or by adjusting your browser settings. Blocking certain types of cookies may impact your experience with the Service.

10. Use of data for AI and model training

We do not use any user-provided data, including chat content or uploaded information, to train, fine-tune, or otherwise modify any AI models used in the Service.
All AI components used within Synapsell operate based on pre-trained models. Your data is processed only to generate responses and is not reused or repurposed to improve the system's general capabilities.
We do not engage in any automated profiling, AI self-learning, or adaptive training based on user interactions.

11. Changes to this Privacy Policy

We may update this Privacy Policy to reflect changes to our practices or legal obligations. We will notify you of any material changes via the Service or by email.
We encourage you to review this Privacy Policy periodically.