Draft Privacy Policy

This draft Privacy Policy explains how Synergy Digital Systems may process personal information collected through the website, contact form, Growth Diagnostic and related business communications. It is a draft for review and remains subject to final legal approval.

1. Responsible business

Synergy Digital Systems is the responsible party for personal information collected through this website and associated enquiries. Contact: synergydigital.d@gmail.com.

2. Information we may collect

We may collect information such as names, business names, contact numbers, email addresses, enquiry topic, business context, website details, growth challenges, service interest, and any information a person chooses to include in a contact or Growth Diagnostic form.

3. Why we collect information

We collect and use information to respond to enquiries, assess fit, understand the current business context, recommend relevant next steps, schedule follow-up discussions, manage administrative communications and maintain records required for the service relationship.

4. Consent and other lawful processing grounds

Personal information may be processed on the basis of consent, contract necessity, legitimate business interests, or other lawful grounds available under POPIA and applicable law. Where a person provides information through a form, the submission is taken as a voluntary expression of consent for Synergy to use that information to respond to the enquiry and discuss the relevant service unless a different lawful basis applies.

5. Contact and Growth Diagnostic forms

Information submitted through the Contact and Growth Diagnostic forms may be used to evaluate fit, respond to the enquiry, request more detail, schedule a conversation or provide a quotation. Production forms are processed through Synergy’s hosting provider so the business can respond to the enquiry.

6. Production form processing

Netlify Forms processes Contact, Growth Check, Growth Diagnostic and pricing-estimate submissions in line with the live configuration and provider terms. Automated CRM, transactional email and WhatsApp delivery will only be added after their secure integrations are tested and approved.

7. Cal.com and bookings

Where a booking is made through the approved Cal.com route, the user may be redirected to Cal.com for scheduling. Cal.com has its own privacy practices, terms and data handling arrangements, which users should review directly before booking.

8. Service providers, hosting and processing

Synergy may use hosting providers, email service providers, cloud infrastructure providers, scheduling tools, analytics tools and technical support providers to process information in support of the website and business operations. These providers may process personal information in jurisdictions outside South Africa when necessary for service delivery or operational support.

9. No sale of personal information

Synergy does not sell personal information for marketing or other commercial gain.

10. Security safeguards

Synergy takes reasonable technical and organisational measures to protect personal information from unauthorised access, loss or misuse. No system can be guaranteed perfectly secure, and any user should be mindful of the security of their own devices and communications.

11. Retention

Personal information will be retained for as long as reasonably necessary to fulfil the purpose for which it was collected, comply with legal requirements, resolve disputes, enforce agreements and manage legitimate business records.

12. Access, correction, deletion, objection and complaints

Individuals may request access to personal information, ask for it to be corrected or updated, request deletion where lawful, object to certain processing, or restrict processing where permitted by law. Requests can be made by email to synergydigital.d@gmail.com. If a person is not satisfied with the response, they may lodge a complaint with South Africa's Information Regulator.

13. Cookies and analytics

This preview does not operate live tracking, analytics or marketing pixels. If any analytics or cookies are enabled in a future live environment, the relevant consent and cookie disclosures will be updated accordingly before activation.

14. Policy changes

This policy may be updated from time to time to reflect changes in service delivery, legal requirements or operational practices. The latest version will apply from the time it is published on the website.

15. Contact details and final review

Questions about this draft policy can be sent to synergydigital.d@gmail.com. Final legal review is still required before this policy is considered approved for final operating use.