Privacy policy

1. Person in charge of privacy

Our person in charge of the protection of personal information can be reached at info@syndiplex.com. Write to them with any question, or to request access, correction or deletion, or to file a complaint.

2. What we collect

We collect only what is needed to run the service.

• Your account: email, password (stored encrypted, never readable by us), full name, phone (optional) and preferred language.
• Your condo association's data that you or other members enter: name, address, units, owners and tenants (name, email, phone, mailing address), members and roles, maintenance log, funds, insurance, deadlines, minutes and other uploaded documents.
• Subscription: plan, trial or subscription status, dates. We never see or store your card number: payment is handled by Stripe, which gives us a customer identifier and the payment status.
• A log of changes made in the app (who changed what, and when), for security and register traceability.
• Basic technical data needed for operation and security (session cookie, a cookie remembering the active association, server error logs).
• Only if you accept analytics cookies: browsing statistics on the website (see section 6).

3. Why we use it

We do not sell your information and do not use it for advertising.

• Provide the service: sign you in, display and protect your association's registers, invite members.
• Manage the free trial, the subscription and billing (including taxes).
• Email you: sign-in and invitation emails, plus short reminders about your trial (welcome, reminder before it ends, come-back offer). We do not send promotional newsletters without your consent.
• Keep the service secure, fix errors and meet our legal obligations.
• If you accept, measure website usage to improve it.

4. Who sees what

Within an association, access depends on the role: administrator, resident, tenant or reader (notary, broker). Administrators see the contact details of their association's occupants. An administrator who adds someone (owner, tenant) must make sure they are entitled to share that person's details. We access an association's data only to provide requested support or fix a technical problem.

5. Where your data is hosted and who helps us

Our providers process information on our behalf, under contract, only to deliver the service:

• Supabase: database, authentication and document storage. Hosted in Montréal (Canada).
• Vercel: hosting of the app and website. Processing may occur outside Québec, including in the United States.
• Stripe: payments and tax calculation. Stripe handles card data under its own security standards.
• Resend: sending service emails. Processing may occur outside Québec.
• Microsoft Clarity: audience measurement and anonymized visit recordings, only if you accept analytics cookies.

6. Cookies and measurement tools

Necessary cookies: they keep you signed in and remember your active association. They do not require consent.

Analytics cookies: we use an audience measurement tool (Microsoft Clarity) that may record browsing statistics and anonymized replays of visits. It loads only after you click "Accept", form fields are masked, and it is not active until you accept. This processing may involve a transfer outside Québec.

You can change your mind at any time:

7. How long we keep it

• While your association has a valid trial or subscription, your data is kept.
• If the subscription ends, access stops at the end of the paid period. Data is kept for 60 days so you can resubscribe, then destroyed. During those 60 days, export is available only after resubscribing: export your registers before the paid period ends.
• The change log and accounting records (invoices) may be kept longer where the law requires it.
• Backups are purged within 30 days after deletion. An administrator may also request immediate deletion.

8. Your rights

You may ask for access to your information, correction, deletion, withdraw a consent, or get a portable copy of your data. Write to our person in charge (section 1); we answer within 30 days. Administrators can also export their association's registers from the app. If you are not satisfied with our answer, you may contact the Commission d'accès à l'information du Québec.

9. Privacy incidents

If an incident presents a risk of serious injury, we notify the people concerned and the Commission d'accès à l'information, and we keep an incident register.

10. Changes

We may update this policy. The date at the top shows the latest version; for a significant change, we will tell you in the app or by email.