Privacy Policy

Syntra AI ("we", "us", or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, share, and protect information about you when you use the Syntra AI service ("Service"). By using the Service, you agree to the collection and use of information in accordance with this policy. If you do not agree, please do not use the Service. This policy applies to: • Workspace owners who create and manage a Syntra AI workspace • Team members invited to join a workspace • Visitors to our website at syntra.ai

2.1 Information You Provide Directly Account information — When you sign up, we collect your full name, email address, and password (stored securely via Firebase Authentication). If you sign in with Google, we receive your name, email, and profile photo from Google. Workspace information — During onboarding, you provide your company name, workspace name, and AI agent name. Team information — If you invite teammates, you provide their email addresses. We use these only to send workspace invitations. Payment information — If you subscribe to a paid plan, payment details are processed by our payment provider. We do not store your full card details. Communications — If you contact us for support, we collect the content of your messages. 2.2 Information Generated by the Service Meeting transcripts — When Syntra AI joins a meeting, it transcribes the audio. This transcript is stored in your workspace. Extracted data — AI-processed outputs including tasks, task owners, deadlines, decisions, and meeting summaries generated from your meeting transcripts. PDF reports — Structured reports generated after each meeting and stored via Cloudinary. Agent interactions — When you invoke Syntra by name during a meeting, your question and Syntra's response are recorded. 2.3 Information Collected Automatically Usage data — We collect information about how you use the Service, including pages visited, features used, and actions taken within your workspace. Device and technical data — Browser type, operating system, IP address, and device identifiers. Cookies and similar technologies — We use cookies to maintain your session and remember your preferences. See Section 9 for more details.

We use the information we collect for the following purposes: Providing the Service • Joining your scheduled meetings and performing real-time transcription • Extracting tasks, decisions, and summaries from meeting content using Google Gemini AI • Generating and storing PDF reports via Cloudinary • Delivering workspace functionality including task tracking, team management, and integrations Communications • Sending email verification messages when you create an account • Sending workspace invitation emails to teammates you invite • Sending meeting summary emails after meetings conclude • Sending product updates, security notices, and support responses • Sending meeting reminders when enabled in your agent configuration Improving the Service • Analyzing usage patterns to identify and fix bugs • Understanding which features are most valuable to improve product development • Monitoring service performance and reliability Security and Compliance • Detecting and preventing fraud, abuse, and unauthorized access • Enforcing our Terms of Service • Complying with legal obligations We do not use your meeting content to train AI models without your explicit consent. We do not sell your personal data or meeting content to third parties.

4.1 Google Gemini Syntra AI uses Google Gemini to process meeting transcripts and generate summaries, task lists, and decisions. When a meeting is processed, the transcript content is transmitted to Google's Gemini API. Google processes this data in accordance with their API Terms of Service and Privacy Policy. We encourage you to review Google's policies at ai.google.dev. By using Syntra AI, you acknowledge and consent to this processing. 4.2 Speech Recognition Meeting audio is converted to text using speech-to-text technology. Audio is processed in real time and is not stored — only the resulting transcript text is retained. 4.3 AI Output Accuracy AI-generated content including transcripts, summaries, and extracted tasks may contain errors or inaccuracies. Syntra AI does not warrant the accuracy of AI outputs. You should review all AI-generated content before relying on it for business decisions, legal matters, or official records. 4.4 No AI Training on Your Data We do not use your meeting transcripts, tasks, decisions, or other workspace data to train, fine-tune, or improve AI models without your explicit written consent.

We do not sell your personal data. We share information only in the following circumstances: 5.1 Within Your Workspace Meeting transcripts, tasks, decisions, and reports are shared with members of your workspace based on their role permissions. Workspace Owners control who has access by managing team membership. 5.2 Service Providers We share data with trusted third-party service providers who help us deliver the Service: • Firebase (Google) — Authentication and Firestore database for storing user and workspace data • Cloudinary — Storage of generated PDF reports and media files • Google Gemini — AI processing of meeting content for extraction and summarization • Nodemailer / SMTP — Sending transactional emails including invitations and meeting summaries Each service provider is contractually required to protect your data and may only use it to provide services to us. 5.3 Legal Requirements We may disclose your information if required by law, regulation, legal process, or governmental request, or to protect the rights, property, or safety of Syntra AI, our users, or the public. 5.4 Business Transfers In the event of a merger, acquisition, or sale of all or a portion of our assets, your information may be transferred as part of that transaction. We will notify you before your data is transferred and becomes subject to a different privacy policy. 5.5 With Your Consent We may share your information in other ways with your explicit consent.

6.1 Storage Locations Your data is stored using the following services: • User accounts and workspace data — Firebase Firestore (Google Cloud) • PDF reports and files — Cloudinary • Authentication credentials — Firebase Authentication Data may be stored on servers located in the United States or other countries. By using the Service, you consent to the transfer of your data to these locations. 6.2 Security Measures We implement industry-standard security measures to protect your data: • All data transmitted between your browser and our servers is encrypted using TLS (HTTPS) • Data stored in Firebase and Cloudinary is encrypted at rest • Access to production systems is restricted to authorized personnel only • We conduct regular security reviews of our infrastructure 6.3 No Absolute Security No method of transmission or storage is 100% secure. While we strive to protect your data, we cannot guarantee absolute security. In the event of a data breach that is likely to result in a risk to your rights and freedoms, we will notify you as required by applicable law. 6.4 Your Responsibility You are responsible for maintaining the security of your account credentials. Do not share your password with anyone. If you believe your account has been compromised, contact us immediately at security@syntra.ai.

7.1 Active Accounts We retain your personal data and workspace data for as long as your account is active and as needed to provide you with the Service. 7.2 Meeting Data Meeting transcripts, summaries, tasks, and decisions are retained within your workspace until you delete them or delete your workspace. You can delete individual meeting records at any time from your dashboard. 7.3 Account Deletion When you delete your account or workspace, we will: • Immediately remove your access to the Service • Delete your personal data and workspace data within 30 days • Retain certain data longer if required by law or for legitimate business purposes such as fraud prevention 7.4 Backup Retention Deleted data may persist in encrypted backups for up to 90 days before being permanently purged. 7.5 Invited Members If you are a member of another user's workspace, deletion of your personal account does not automatically delete data within that workspace. The workspace owner retains control of workspace data.

Depending on your location, you may have certain rights regarding your personal data. We honor these rights regardless of where you are located. 8.1 Access and Portability You have the right to access the personal data we hold about you and to receive a copy in a portable format. You can export your workspace data from the Settings page. 8.2 Correction You can update your personal information — including your name and email — at any time from your Account Settings. 8.3 Deletion You can delete your account and workspace at any time from the Settings → Danger Zone section. We will delete your data within 30 days of your request. 8.4 Restriction and Objection You may have the right to restrict or object to certain types of processing of your personal data. To exercise this right, contact us at privacy@syntra.ai. 8.5 Withdraw Consent Where we process your data based on consent, you may withdraw that consent at any time. This does not affect the lawfulness of processing based on consent before withdrawal. 8.6 Marketing Emails You may opt out of non-essential marketing communications by clicking "Unsubscribe" in any email we send, or by updating your notification preferences in Settings. Transactional emails such as account verification, meeting summaries, and security notices cannot be opted out of while your account is active. 8.7 Do Not Track Our Service does not currently respond to Do Not Track browser signals. We will update this policy if our practices change. To exercise any of these rights, contact us at privacy@syntra.ai. We will respond to your request within 30 days.

9.1 What We Use We use the following types of cookies and similar technologies: Essential cookies — Required for the Service to function, including session management and authentication tokens. These cannot be disabled. Preference cookies — Remember your settings and preferences such as sidebar state and theme. Analytics cookies — Help us understand how the Service is used so we can improve it. We use privacy-respecting analytics that do not track you across other websites. 9.2 Managing Cookies You can control cookies through your browser settings. Disabling essential cookies will prevent you from using the Service. Disabling other cookies may affect your experience but will not prevent basic functionality. 9.3 No Cross-Site Tracking We do not use cookies or tracking technologies to follow you across third-party websites or to build advertising profiles.

The Service is not directed to children under the age of 16. We do not knowingly collect personal information from children under 16. If you are a parent or guardian and believe we have collected information from your child without your consent, please contact us immediately at privacy@syntra.ai and we will delete such information. If you are under 16, please do not use the Service or provide any personal information to us.

Syntra AI is operated from and our primary infrastructure is located in the United States. If you are accessing the Service from outside the United States, your data will be transferred to and processed in the United States. We rely on appropriate legal mechanisms for international data transfers where required, including Standard Contractual Clauses approved by the European Commission for transfers from the European Economic Area. By using the Service, you consent to your data being transferred to and processed in the United States and other countries where our service providers operate.

We may update this Privacy Policy from time to time. When we make material changes, we will: • Update the "Last Updated" date at the top of this page • Send an email notification to all registered users • Display a prominent notice within the Service for at least 30 days We encourage you to review this policy periodically. Material changes will not apply retroactively — they will take effect no sooner than 30 days after we notify you, except for changes required by law. Your continued use of the Service after the effective date of changes constitutes your acceptance of the updated policy.

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us: Privacy inquiries: privacy@syntra.ai Security concerns: security@syntra.ai General support: support@syntra.ai Legal matters: legal@syntra.ai We aim to respond to all privacy-related inquiries within 5 business days. Syntra AI AI Sync and Strategy