Privacy Policy

Last updated: 3 November 2026.

Who we are

This website is run by Synsta Group CIC, a community interest company registered in England and Wales (company number 16817854). We are the controller of the personal data described here. For any question about your data, email info@synstagroup.org.

What we collect and why

Enquiries. When you contact us through the contact form or the chat assistant, we collect your name, email address and message, and your organisation and phone number if you give them. We use them to reply and to follow up on your request. Our lawful basis is our legitimate interest in answering enquiries, or taking steps you ask for before an agreement.

Chat assistant. Messages you type into the chat are sent to our chat server and to an AI service (currently Google Gemini) so the assistant can answer. Please do not share sensitive personal information in the chat. Our lawful basis is our legitimate interest in answering your questions.

Newsletter. If you subscribe, we keep your email address, first name (if given), the date you signed up and where you signed up. Our email service, Brevo, sends the newsletter for us. Our lawful basis is your consent, which you can withdraw at any time with the unsubscribe link in every email or by emailing us.

Staff accounts. People who manage this website sign in with their Google account. We keep their name, email address and a record of changes they make, to keep the website secure.

Technical data. Like every website, our hosting provider records technical information such as IP addresses and browser type in server logs, to keep the service running and secure.

Services that load in your browser

Some parts of the site load content from other providers, which therefore receive your IP address: Google Fonts (text fonts), Cloudflare (code libraries), Esri (map images) and Open-Meteo (live air quality, gas and temperature figures). We do not send them your name or email.

Who we share data with

We use trusted providers to run the website: Namecheap (hosting), Brevo (newsletter), Google (chat AI and staff sign-in) and our chat automation server. They process data only on our instructions. We do not sell your data or share it for advertising.

International transfers

Some providers store or process data outside the UK, for example in the United States or the European Union. Where this happens, we rely on UK adequacy regulations or approved safeguards such as the UK International Data Transfer Agreement.

How long we keep data

Enquiries and chat records: up to 2 years after our last contact with you. Newsletter details: until you unsubscribe; after that we keep only your email address on a do-not-contact list so we do not email you again. Staff change records: up to 2 years. Server logs: as set by our hosting provider, normally a few weeks.

Your rights

Under UK data protection law you can ask to see the personal data we hold about you, have it corrected or deleted, restrict or object to how we use it, and receive a copy to take elsewhere. Where we rely on your consent, you can withdraw it at any time. To use any of these rights, email info@synstagroup.org. We will reply within one month.

If you are unhappy with how we handle your data, please tell us first. You can also complain to the Information Commissioner's Office (ICO) at ico.org.uk or on 0303 123 1113.

Cookies

We use only essential browser storage and no analytics or advertising cookies. See our cookies page for details.

Children

This website is not aimed at children under 13, and we do not knowingly collect their data.

Changes to this policy

We may update this policy. The date at the top shows when it last changed.