SyncaDoc

Legal

Privacy Policy

Last updated: January 2026

Overview

SyncaDoc ("we," "our," or "us") is committed to protecting your privacy. This policy explains how we collect, use, and safeguard information when you use our closeout document tracking platform.

Information We Collect

We collect information you provide directly to us, including:

  • Contact information (name, email, phone number)
  • Company and role information
  • Photos and documents you upload (warranties, certificates of insurance, lien waivers)
  • Project and compliance documentation
  • Information from third-party integrations you authorize

How We Use Your Information

We use the information we collect to:

  • Provide and maintain our services
  • Process and organize your closeout documentation using AI-assisted extraction
  • Respond to your requests and provide support
  • Send important service updates
  • Improve our services and develop new features

AI-Assisted Document Processing

SyncaDoc uses artificial intelligence to automatically extract information from documents you upload (such as warranties, certificates of insurance, and lien waivers). This processing is performed by third-party AI providers, including Anthropic (Claude).

Important details about AI processing:

  • No model training: Your documents are never used to train AI models. Our AI providers contractually commit to not using API data for training purposes.
  • Temporary retention: AI providers may temporarily retain data for up to 30 days solely for abuse monitoring and service improvement, after which it is automatically deleted.
  • Security certifications: Our AI providers maintain SOC 2 Type 2, ISO 27001, and other industry-standard certifications.
  • Purpose limitation: Document content is only processed to extract structured data for your closeout tracking needs.

Third-Party Data Sharing

We do not sell, rent, or trade your personal data to third-party advertisers or data brokers.

We may share information with third parties only in the following circumstances:

  • Service providers: We use trusted vendors to help operate our platform (cloud hosting, AI processing, email delivery). These providers are contractually bound to protect your data and use it only for the services we request.
  • Legal requirements: We may disclose information if required by law, court order, or government request.
  • Business transfers: In the event of a merger, acquisition, or sale of assets, your data may be transferred as part of the transaction.
  • With your consent: We may share information when you explicitly authorize us to do so.

Cookies and Local Storage

We do not use cookies for tracking, advertising, or analytics. SyncaDoc only uses cookies and local storage that are strictly necessary for the platform to function.

Our platform uses the following cookies:

  • Authentication cookies: When you sign in, we set a secure, encrypted cookie to maintain your session. This cookie is required to keep you logged in as you navigate the platform. It expires after 1 hour of inactivity for security purposes.
  • Partner portal session: If you access our partner portal, a separate session cookie maintains your authentication. This cookie expires after 30 days.

We also use browser local storage for:

  • Theme preference: If you choose a light or dark theme, we store this preference locally in your browser so your choice persists across visits.

All our cookies are configured with security best practices: they are marked as HttpOnly (not accessible to JavaScript), Secure (only transmitted over HTTPS), and have appropriate SameSite settings to prevent cross-site request forgery.

Because we only use essential cookies required for the platform to function, no consent banner is required under GDPR or CCPA. You can clear cookies at any time through your browser settings, though doing so will require you to sign in again.

Website Analytics

Our marketing website (syncadoc.com) uses lightweight engagement tracking to understand how visitors interact with our content. This tracking:

  • Uses browser localStorage only - No cookies, no consent banner required
  • Stores data locally on your device - Engagement scores, page visits, and interaction timestamps
  • Does not collect personal information - No names, emails, IP addresses, or device fingerprints
  • Does not track across sites - Only measures interactions on syncadoc.com
  • Can be cleared anytime - Standard browser localStorage controls apply

This tracking helps us understand which content is most helpful to potential customers (e.g., pricing page visits, ROI calculator usage, demo form interactions). The SyncaDoc application (where you manage your documents) does not include any analytics tracking.

Data Security

We implement industry-standard security measures to protect your information:

  • Encryption: All data is encrypted at rest (AES-256) and in transit (TLS 1.2+).
  • Tenant isolation: Each company has its own dedicated, isolated data environment. Your data is never commingled with other customers.
  • Access controls: Strict authentication and authorization controls limit access to your data.
  • Infrastructure: We use AWS with enterprise-grade security controls including WAF, VPC isolation, and continuous monitoring.
  • Audit logging: All data access and modifications are logged for security and compliance purposes.

Data Retention

We retain your data for as long as your account is active or as needed to provide services. Specific retention practices include:

  • Account data: Retained while your account is active and for a reasonable period afterward to comply with legal obligations.
  • Uploaded documents: Retained according to your organization's settings and applicable retention requirements (construction records may be retained for 10+ years for compliance purposes).
  • AI processing logs: Our AI providers retain data for up to 30 days for abuse monitoring, then automatically delete it.

Your Rights and Choices

You have the following rights regarding your data:

  • Access: You may request a copy of the personal data we hold about you.
  • Correction: You may request that we correct inaccurate or incomplete data.
  • Deletion: You may request deletion of your data at any time by contacting us. We will delete your data within 30 days, except where retention is required by law.
  • Portability: You may request your data in a portable format.
  • Revoke integrations: You may disconnect third-party integrations at any time through your account settings or the third-party platform.

To exercise any of these rights, please contact us at hello@syncadoc.com.

Changes to This Policy

We may update this privacy policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the "Last updated" date. We encourage you to review this policy periodically.

Contact Us

If you have questions about this privacy policy or our data practices, please contact us at hello@syncadoc.com.