Last updated: 12 November 2025

1. Introduction

This Privacy Policy sets out how Synergi Solutions (“we”, “us”, “our”) collects, uses, and protects personal information across all our digital channels — including our website www.synergisolutions.co.uk, email campaigns, Meta advertising, WhatsApp Business messaging, CRM systems, and automation tools.

We are fully compliant with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, the Privacy and Electronic Communications Regulations (PECR), and the WhatsApp Business Messaging Policy.

This policy applies to both our client services and business-to-business (B2B) communications, including marketing outreach and legitimate interest contact.

2. Who We Are

Synergi Solutions

Company number: 16364110

📍39 Braishfield Gardens, Bournemouth, Dorset, BH8 0QA

📞 01202 092 988

✉️ [email protected]

We act as the Data Controller for all personal data collected or processed through our website, forms, advertising, or automations.

3. Information We Collect

We collect and process information that enables us to communicate with you, deliver our services, and improve marketing performance.

This includes:

Contact data — name, company name, email, phone number, and postal address.

Marketing data — consent preferences, campaign interactions, open rates, and link clicks.

CRM data — notes, conversations, quotes, and account history within our CRM or AI automation systems.

Technical data — IP address, device information, cookies, analytics, and tracking identifiers.

Payment data — billing name, email, company details, and transaction references (we never store full card data).

Advertising data — information collected through Meta Ads, Google Ads, or remarketing pixels for audience insights and conversion tracking.

We do not intentionally collect special category data (e.g., medical, biometric, political, or religious information).

4. How We Collect Information

We collect data through:

Website forms, landing pages, or chat widgets.

WhatsApp messages or calls initiated by you.

Email subscriptions, webinar sign-ups, or downloads.

Ad platforms (Meta, Google, LinkedIn) when you interact with our ads or submit lead forms.

Automation triggers inside our CRM (e.g., follow-ups, appointment confirmations).

Cookies, analytics, or tracking pixels embedded on our site.

All data collection points that involve marketing or communication include a clear opt-in mechanism (such as a required checkbox or consent form), ensuring users understand what they’re agreeing to.

5. How We Use Your Information

We process data to:

Provide and manage our digital and automation services.

Respond to enquiries and send requested information.

Deliver marketing updates, newsletters, and offers (with consent).

Run targeted advertising via Meta, Google, or similar platforms.

Improve website performance and marketing effectiveness.

Maintain customer and financial records for legal compliance.

Detect, prevent, or report fraud and misuse.

6. Lawful Basis for Processing

We rely on the following lawful bases for processing personal data:

Contractual necessity: when processing data required to deliver a service or respond to an enquiry.

Consent: where users have opted in to receive marketing or updates.

Legitimate interests: for lawful B2B marketing and outreach, performance analysis, and system improvement.

Under PECR Regulation 22, we may send marketing communications to corporate subscribers (such as business emails, company WhatsApp numbers, or directors of limited companies) without prior consent, provided the message is business-related, identifies Synergi Solutions, and offers a clear way to opt out.

You may opt out of any communication at any time by emailing [email protected], replying STOP via WhatsApp, or clicking “Unsubscribe” in an email.

7. Email Marketing and Automation

When you subscribe, contact us, or opt in through a form, you may receive occasional marketing emails.

We ensure that:

You have clearly opted in to receive marketing messages, or a legitimate B2B interest applies.

All emails include an easy unsubscribe link.

Email engagement (opens, clicks) may be tracked to improve communication relevance.

Automated messages (e.g., welcome sequences, reminders, AI follow-ups) comply with PECR and UK GDPR.

We may use third-party platforms (e.g., GoHighLevel, Mailchimp, Brevo, or similar) to send marketing or transactional emails.

8. Meta Ads, Pixels, and Remarketing

We use Meta (Facebook/Instagram) and Google tracking technologies to measure ad performance and deliver relevant content.

These tools may use cookies or device identifiers to personalise ads based on your website activity.

We do not use these tools to collect or store personally identifiable information directly.

You can opt out of targeted advertising via:

Meta Ads Settings

Google Ad Settings

Cookie consent controls on our website

We comply with Meta’s Advertising Policies, Business Terms, and the WhatsApp Business Messaging Policy.

9. WhatsApp Business Messaging

When you contact us via WhatsApp or we message you after opt-in:

We only contact users who have explicitly consented or whose business contact information has been made publicly available for B2B purposes.

Messages are used for legitimate communication, client support, or relevant offers.

You can opt out at any time by replying STOP or emailing [email protected].

A clear human escalation path is always available — you can type “human”, call 01202 092 988, or email us to speak to someone directly.

No financial, medical, or sensitive data is requested or stored through WhatsApp.

We respect all Meta and WhatsApp Business content restrictions.

10. AI Voice and Automation Systems

We may use AI-driven voice agents or chat automations to manage communications and improve customer service.

Such systems are deployed only with client consent and operate under full transparency.

We do not use AI or voice synthesis to impersonate individuals, clients, or brands without explicit written authorisation.

All call transcripts and recordings are handled securely and deleted within our retention limits.

11. Data Retention

We retain data only as long as necessary:

Enquiries and WhatsApp chats: 6–12 months.

Client data and invoices: 6 years (for accounting).

Marketing data: until consent is withdrawn or interest ends.

AI system data (e.g., call logs or transcripts): up to 6 months.

Data is securely deleted or anonymised once it’s no longer required.

12. Data Sharing and Third Parties

We may share limited data with trusted partners who help us operate our business, such as:

Various Hosting and infrastructure providers.

Various Communication and automation tools.

Various Marketing platforms.

Various Professional services.

All partners are required to comply with UK GDPR and sign data processing agreements.

We never sell or rent your personal information.

13. Data Security

We apply strong security controls including:

SSL encryption across all systems.

Limited access to authorised personnel only.

Two-factor authentication for sensitive systems.

Regular data backups and monitoring for vulnerabilities.

14. International Transfers

Some partners (e.g., Meta, Google, OpenAI) process data outside the UK/EEA.

Where this occurs, we rely on UK adequacy decisions or Standard Contractual Clauses approved by the ICO.

15. Cookies and Analytics

We use cookies to track basic usage metrics and enhance performance.

You may disable cookies via browser settings or through our cookie banner.

Our cookie banner allows users to accept, reject, or manage preferences in line with UK PECR.

Analytics data (anonymous) may be shared with Google Analytics or Meta to measure site behaviour.

16. Ongoing Policy Monitoring

We actively monitor updates from Meta, WhatsApp, Google, and the ICO to ensure our policies remain fully compliant.

If material changes affect how we handle personal data or communications, this Privacy Policy will be updated and reissued on our website.

17. Your Rights

You have the right to:

Access your data.

Correct inaccuracies.

Request deletion (“right to be forgotten”).

Withdraw consent at any time.

Object to marketing or profiling.

File a complaint with the ICO (ico.org.uk).

Requests can be made to [email protected].

18. Contact

Synergi Solutions

📍39 Braishfield Gardens, Bournemouth, Dorset, BH8 0QA

📞 01202 092 988

✉️ [email protected]