Privacy Policy

Privacy Policy for Synetal Support Limited

1. Introduction

Synetal Support Limited (“we”, “us” or “our”) respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how we collect, use, store, disclose and protect personal information when you visit our website, submit a contact form, apply for a job or recruitment opportunity, request a quotation, subscribe to our updates, or use our services.

We provide IT support, cybersecurity, cloud computing, network infrastructure, HR support, HR advisory, HR management, HR compliance and recruitment services. We may also handle enquiries relating to professional training, career support and associated programmes where these services are offered.

We process personal information in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, as amended or replaced where applicable.

Please read this Privacy Policy carefully to understand how we handle your information and the choices available to you.

2. Who We Are

For the purposes of applicable data protection legislation, Synetal Support Limited is generally the data controller for personal information collected through our website and in connection with our business activities, unless we act in another capacity under a specific arrangement.

If you have questions about this Privacy Policy or how your personal information is handled, please contact us using the details above.

3. Personal Information We Collect

The information we collect depends on how you interact with us and which services you request.

3.1 Information You Provide Through Contact Forms

When you contact us, request a consultation or submit a business enquiry, we may collect:

• Full name.
• Email address.
• Telephone or mobile number.
• Company or organisation name.
• Job title or professional role, where relevant.
• The service you are interested in.
• The contents of your message or enquiry.
• Any other information you choose to provide.

We use this information to respond to your enquiry, understand your requirements and determine how we may assist you.

Please avoid submitting passwords, payment card details or unnecessary sensitive personal information through general website forms.

3.2 Recruitment and CV Information

If you submit your CV, apply for a role or participate in our recruitment services, we may collect:

• Your name and contact information.
• CV, employment history and professional experience.
• Education, qualifications, certifications and skills.
• Job preferences, availability and salary expectations.
• Information supplied in application forms, interviews or professional assessments.
• References and verification information, where appropriate and lawfully obtained.
• Right-to-work or eligibility information where required for a legitimate recruitment purpose.
• Communications between you and our recruitment team.
• Information provided by employers, referees or recruitment partners where lawful.

We use this information to assess applications, communicate with candidates, support recruitment activities and help clients identify suitable candidates.

Please do not send special-category personal information or criminal-record information unless it has been specifically requested through an appropriate process and there is a lawful basis for processing it.

3.3 Information Relating to IT and Business Services

When you engage us for IT support, cybersecurity, cloud, network infrastructure, HR or other business services, we may process information necessary to deliver the agreed service.

Depending on the engagement, this may include:

• Business contact information.
• Account and service administration details.
• Technical information about systems, devices, networks or software.
• Support requests, incident reports and service records.
• Relevant configuration, diagnostic and security logs.
• Contract, quotation, billing and payment-status information.
• HR or workforce information that you are authorised to share with us.

Where we process personal data on behalf of a business client, that client may remain the data controller and Synetal Support Limited may act as its data processor. The respective responsibilities will depend on the nature of the service and the applicable agreement.

3.4 Information Collected Automatically

When you visit our website, certain technical information may be collected automatically, depending on the website features and technologies in use.

This may include:

• IP address.
• Browser type and version.
• Device and operating system information.
• Pages visited and interactions with website features.
• Referring website or source.
• Date, time and duration of visits.
• Website performance, error and security information.
• Cookie identifiers and similar online identifiers, where applicable.

We use such information where necessary to operate the website, maintain security, diagnose technical problems and understand website performance, subject to applicable privacy and cookie requirements.

3.5 Newsletter and Marketing Information

If you subscribe to our newsletter or choose to receive marketing communications, we may collect your email address, name where provided, subscription preferences and records of your consent or other applicable permission.

We may use this information to send business updates, service announcements, industry insights, career-related information and promotional communications that are relevant to your preferences.

You can unsubscribe from marketing emails at any time using the unsubscribe link provided or by contacting us.

3.6 Information Received From Other Sources

Where lawful and relevant, we may receive information from:

• Employers and business clients.
• Recruitment partners and professional networks.
• Referees and authorised verification providers.
• Service providers supporting our business.
• Publicly available professional profiles and information.
• Other sources where you have authorised disclosure or another lawful basis applies.

We take reasonable steps to ensure that personal information used for our activities is relevant and handled appropriately.

4. How We Use Your Personal Information

We may use your personal information to:

1. Respond to contact forms, enquiries and requests for information.
2. Arrange consultations, meetings, assessments and quotations.
3. Provide IT support, cybersecurity, cloud and network services.
4. Deliver HR advisory, HR management and HR compliance services.
5. Support recruitment, candidate assessment and relevant introductions to employers.
6. Review CVs and applications and communicate with candidates.
7. Create and administer client accounts where applicable.
8. Manage contracts, invoices, payments and business records.
9. Provide customer support and respond to complaints.
10. Maintain, troubleshoot and secure our website, systems and services.
11. Send newsletters or marketing communications where permitted.
12. Improve our website, service delivery and customer experience.
13. Meet legal, regulatory, accounting and reporting obligations.
14. Establish, exercise or defend legal claims where necessary.
15. Prevent fraud, investigate security incidents and protect our legitimate business interests.

We will not use your personal information for purposes that are incompatible with the purposes explained in this policy unless we have a lawful basis to do so.

5. Our Lawful Bases for Processing

Under the UK GDPR, we must have a lawful basis for processing personal information. Depending on the circumstances, we may rely on the following.

Consent: Where you have freely given permission for a specific purpose, such as certain marketing activities or optional cookies.

Contract: Where processing is necessary to enter into or perform a contract with you, or to take steps you request before entering into a contract.

Legitimate interests: Where processing is necessary for our legitimate business interests or those of a third party, provided your interests and fundamental rights do not override those interests. Examples may include responding to relevant business enquiries, maintaining website security and managing customer relationships.

Legal obligation: Where we need to process information to comply with a legal or regulatory requirement.

Vital interests or other applicable legal grounds: Where a particular situation justifies reliance on another lawful basis recognised by applicable law.

Where we rely on legitimate interests, we consider the purpose of the processing, its necessity and its potential impact on individuals.

Where special-category personal data or criminal-offence data is involved, we will identify and satisfy any additional legal conditions required before processing it.

6. How We Handle Contact Forms

When you submit a form on our website, the information you provide may be transmitted to our business email account, website administration system or another authorised service provider used to manage enquiries.

We use the information to respond to your request, route it to the appropriate team and maintain relevant business records.

Submitting a general enquiry does not automatically mean that you have subscribed to marketing communications. Where marketing consent is required, we will request it separately.

Please ensure that the information you submit is accurate and that you have permission to provide any personal information relating to another individual.

7. Recruitment and Candidate Privacy

If you apply for a role or submit your CV, we will use the information provided for relevant recruitment purposes, including reviewing your experience, assessing suitability, communicating with you and, where appropriate, sharing relevant information with prospective employers.

We may share your CV or candidate profile with an employer or recruitment partner where this is necessary for the recruitment activity and we have an appropriate lawful basis.

Where required, we will provide relevant privacy information and obtain your consent before sharing information on a consent-based arrangement.

We do not guarantee that submitting an application will result in an interview, job offer or employment.

You should ensure that your CV and supporting documents contain only information relevant to your application. Do not include passwords, bank details or other unnecessary confidential information.

Where we retain candidate information for future opportunities, we will do so only where a lawful basis applies and for an appropriate period. You may contact us to ask about your information or request its deletion, subject to any legal obligations or other lawful grounds for retention.

8. IT Support, Cybersecurity and Client Data

When providing technology services, we may need authorised access to client systems, business records, technical logs or other information necessary to perform the agreed work.

We will seek to limit access and processing to what is reasonably necessary for the relevant service.

Where Synetal Support Limited processes personal data on behalf of a client, we will follow the applicable contractual instructions and data protection requirements. A separate data processing agreement may be required, depending on the service.

Clients are responsible for ensuring they have the necessary authority and lawful basis to provide us with personal data or grant access to their systems.

We will not intentionally access client information outside the scope of our authorisation, except where required by law or necessary to address an authorised security or operational matter.

9. Cookies and Similar Technologies

Our website may use cookies and similar technologies to support website functionality, remember preferences, maintain security, measure performance and, where enabled, support analytics or marketing.

Cookies may include:

• Strictly necessary cookies: Required for core website functionality or security.
• Preference cookies: Used to remember settings or choices.
• Analytics cookies: Used to understand website usage and improve performance.
• Marketing cookies: Used to support advertising or marketing measurement, where implemented.

Non-essential cookies and similar technologies will be used only in accordance with applicable consent requirements.

You may be able to manage your preferences through our website's cookie settings or your browser settings. Blocking certain cookies may affect some website features.

The exact cookies, providers and retention periods depend on the technologies installed on our website. We will provide further details in our Cookie Policy or cookie preference tool where applicable.

10. Sharing Your Personal Information

We may share personal information with the following categories of recipients where necessary and lawful:

Authorised employees and representatives: People who need access to perform their work.

IT, hosting and website providers: Companies that help operate, maintain, secure or host our website and systems.

Communication and form-management providers: Services used to receive enquiries, manage email, schedule appointments or administer customer communications.

Payment and accounting providers: Where necessary to process payments, manage invoices or maintain financial records.

Recruitment partners and prospective employers: Where relevant to recruitment services and where an appropriate lawful basis applies.

Professional advisers: Lawyers, accountants, insurers and other professional advisers where reasonably necessary.

Regulators, public authorities and law enforcement: Where disclosure is required by law or is otherwise lawfully justified.

Business successors: In connection with a merger, restructuring, acquisition or transfer of business, subject to appropriate legal safeguards.

Where third-party providers process personal data on our behalf, we will use appropriate contractual and organisational safeguards as required by law.

11. International Transfers

Some service providers or business partners may process or access personal information outside the United Kingdom.

Where personal information is transferred internationally, we will ensure that the transfer complies with applicable data protection law.

Depending on the circumstances, this may involve transferring information to a country recognised as providing an adequate level of protection, using an applicable approved transfer mechanism, or relying on another lawful transfer condition.

Where required, we will assess the protection available and implement appropriate safeguards.

You can contact us if you would like further information about relevant international transfers and the safeguards used.

12. How Long We Retain Personal Information

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including to provide services, manage contracts, respond to enquiries, maintain business records and comply with legal obligations.

Retention periods vary depending on the information and circumstances.

For example:

• Contact enquiries may be retained for a period necessary to respond and maintain relevant business records.
• Client and financial records may be retained for applicable contractual, accounting and legal periods.
• Recruitment information may be retained for the recruitment process and, where justified, for future opportunities or to establish, exercise or defend legal claims.
• Marketing information may be retained until you unsubscribe or the information is no longer required.
• Security and technical logs may be retained for an appropriate operational or security period.

When information is no longer required, we will take reasonable steps to delete it or anonymise it securely, unless continued retention is legally required or otherwise permitted.

Specific retention periods may be established in our internal retention procedures or applicable client agreements.

13. How We Protect Your Information

We take reasonable technical and organisational measures designed to protect personal information against unauthorised access, loss, misuse, alteration and disclosure.

Depending on the nature of the information and services, safeguards may include access controls, restricted permissions, secure system administration, appropriate encryption, backups, staff guidance and security monitoring.

However, no method of electronic transmission or storage can be guaranteed to be completely secure.

If you believe your personal information or account has been compromised, please contact us promptly at help@synetalsupport.co.uk.

Where a personal data breach occurs, we will take appropriate steps to investigate, mitigate the impact and make any notifications required by applicable law.

14. Your Data Protection Rights

Depending on your circumstances and the applicable law, you may have the right to:

• Access: Request a copy of the personal information we hold about you.
• Rectification: Ask us to correct inaccurate or incomplete information.
• Erasure: Request deletion of personal information where the legal requirements are met.
• Restriction: Ask us to restrict certain processing activities.
• Data portability: Request eligible information in a structured, commonly used and machine-readable format.
• Object: Object to processing based on legitimate interests or to certain other processing where the law provides this right.
• Withdraw consent: Withdraw consent where processing is based on your consent. This does not affect processing carried out before withdrawal.
• Marketing opt-out: Unsubscribe from direct marketing communications at any time.
• Complain: Raise a concern with us or the relevant data protection supervisory authority.

These rights are subject to applicable legal conditions and exceptions. We may need to verify your identity before responding to a request.

To exercise your rights, email help@synetalsupport.co.uk with the subject line “Data Protection Request”.

We will respond within the period required by applicable law. Where permitted, additional time may be needed for complex or multiple requests.

15. Children's Privacy

Our website and business services are generally intended for adults and business users.

We do not knowingly collect children's personal information through our general website forms where such collection is not appropriate.

If you believe a child has provided personal information to us in circumstances where it should not have been collected, please contact us so that we can review the situation and take appropriate action.

Where a service is lawfully offered to minors, we will apply the additional safeguards and requirements relevant to that service.

16. Third-Party Websites and Services

Our website may contain links to third-party websites, social media platforms, external recruitment services or other online resources.

These third parties operate under their own privacy policies and practices. We are not responsible for their independent privacy practices or website content.

We encourage you to review the privacy policy of any external website before submitting personal information to it.

17. Automated Decision-Making

We do not intend to make solely automated decisions producing legal or similarly significant effects on individuals through our general website contact forms.

If a particular service involves automated decision-making or profiling that is subject to additional legal requirements, we will provide the relevant information and safeguards as required by applicable law.

18. Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes to our services, website functionality, data handling practices or legal obligations.

The latest version will be published on this page with an updated “Last Updated” date.

Where required by law, we will notify affected individuals of material changes and obtain any additional consent that may be necessary.

We encourage you to review this page periodically.

19. Contact Us About Privacy

If you have questions about this Privacy Policy, want to exercise your data protection rights, or wish to raise a concern about how your information is handled, please contact:

Please use the subject line “Privacy Enquiry” or “Data Protection Request” so your enquiry can be directed appropriately.

20. Right to Complain to the ICO

If you are unhappy with how we have handled your personal information, we encourage you to contact us first so that we can investigate your concern.

You also have the right to complain to the UK Information Commissioner's Office (ICO), where applicable.

ICO website: https://ico.org.uk/

The ICO provides information about data protection rights and how to raise a complaint.

This Privacy Policy does not affect any legal rights or remedies available to you under applicable data protection law.