SyncSheetSyncSheet privacy notice
Last updated: 9 October 2026
This notice explains what personal information SyncSheet collects, why, how long we keep it and your rights. We've kept it short and in plain English.
Who we are
SyncSheet Limited ("SyncSheet", "we", "us") is a small UK business that helps other businesses automate their admin. We are a company registered in England and Wales, company number 17478195, registered office 167–169 Great Portland Street, Fifth Floor, London, W1W 5PF.
For your own contact details and enquiries, we are the controller: we decide how and why that information is used.
Contact for anything in this notice: Kyle Scipio, [email protected], or write to our registered office.
ICO registration number: ZC265582
What we collect and why
| When | What we collect | Why | Lawful basis |
|---|---|---|---|
| You request a free Automation Snapshot | Your name, email, business name, team size, and your answers about how your business works | To prepare and send your Snapshot, and follow up about it | Steps you asked us to take before a possible contract |
| You book a call on our booking page | Name, email, phone number, business name, team size, the time you booked | To hold the meeting, send reminders and manage changes | Steps you asked us to take before a possible contract |
| You email or message us | Your contact details and what you tell us | To reply and keep a record of the conversation | Our legitimate interest in running our business and answering enquiries |
| You become a client | Contact details for you and your staff contacts, billing details, what we agreed, notes from calls, and records of work done | To deliver the work, invoice you and keep proper business records | Contract; legal obligation (tax and company records) |
| We record a call (only if you agree at the start) | The recording and a written transcript | To write an accurate report for you | Your consent, which you can withdraw at any time |
| You visit our website | The pages viewed, the site you came from, your country, and your type of device and browser. No cookies are used, and nothing that identifies you is collected | To see how the website is used and improve it | Our legitimate interest in understanding how our website is used |
| Business-to-business outreach | Work contact details (name, job role, work email and phone) of people at limited companies and LLPs, taken from public business sources such as Companies House and the firm's own website | To introduce our services, with an easy way to opt out. Every outreach email links to this notice and says where we found your details | Our legitimate interest in marketing to businesses |
We don't need, and ask you not to send us, your own customers' personal details (names, addresses, health or payment information) in forms or emails. If client work does involve your customers' data, we handle it as your processor under a separate written data processing agreement, not under this notice.
If you do send us personal details we didn't ask for, by accident or otherwise, we'll delete or redact them as soon as we notice, and we won't use them. Please check what you send: you're responsible for having the right to share it with us.
We do not sell your information. We do not use it for automated decisions that have legal or similarly significant effects on you.
AI tools
We use AI assistance to draft some documents, such as your Snapshot and email replies. A person (Kyle) reviews everything before it is sent to you. Before your form answers go to an AI drafting tool, we remove your name and contact details, so the tool sees only your answers about how your business works. Model training is switched off on the AI services we use. We never use AI tools on your business systems or on your customers' personal data. If AI helps with building or testing an automation, it only sees an anonymised description or copy, with names, contact details and other personal data replaced.
If you agree at the start of a call, we record it and create a transcript using Microsoft Teams. The recording and transcript are stored in our own Microsoft 365, never shared, and deleted once your report is delivered (and never kept more than 90 days). AI tools are never used on recordings.
Who we share it with
We use a small number of trusted service providers to run the business. They process information only on our instructions:
| Provider | What for | Where |
|---|---|---|
| Microsoft (Microsoft 365, Outlook, Teams, Bookings, Forms) | Email, calendar, bookings, video calls, forms | UK/EU data centres, with some support access from other countries |
| Anthropic (Claude) | AI drafting assistance, without your name or contact details | USA |
| Stripe | Taking card payments | UK/EU and USA |
| Mettle by NatWest and FreeAgent | Business banking and accounts | UK |
| Zoho Sign | Signing contracts electronically | EU |
| Cloudflare | Hosting our website, counting visits without cookies, and our domain name and email routing records | Global |
We may also share information if the law requires it (for example with HMRC), or with professional advisers such as an accountant or solicitor under a duty of confidence.
Transfers outside the UK. Where a provider handles information outside the UK, we rely on UK adequacy regulations (including the UK–US data bridge for certified US companies) or on the provider's standard data transfer terms approved for UK use.
How long we keep it
| Information | How long |
|---|---|
| Snapshot requests and enquiries that don't lead to work | 12 months after our last contact, then deleted |
| Booking details for calls that don't lead to work | 12 months after the call |
| Call recordings and transcripts | Deleted once your report is delivered, and never kept more than 90 days |
| Client contracts, invoices and records of work | 6 years after the end of the company financial year in which our work ends (required for tax and company records) |
| Logs from automations we monitor for clients | 90 days |
| Complaints and our complaint log | 3 years after the complaint is closed |
| Requests to use your rights (and our record of them) | 3 years after we've dealt with the request |
| Outreach opt-outs | Kept as long as we do any outreach, so we don't contact you again |
Your rights
You have the right to:
- ask for a copy of the information we hold about you
- ask us to correct it if it's wrong
- ask us to delete it
- ask us to restrict how we use it
- object to us using it, including for marketing (we'll always stop marketing on request)
- ask us to move it to another organisation, where that applies
- withdraw your consent at any time, where we rely on consent (for example, call recordings)
Contact us using the details above. We'll reply within one month. There's no charge in most cases.
Complaints
If you're unhappy with how we've handled your information, please tell us first at [email protected] or in writing to our registered office. We will:
- acknowledge your complaint within 30 days
- look into it properly and keep you updated
- tell you the outcome and what we've done about it, without undue delay
You can read our full complaints procedure on our website.
You also have the right to complain to the Information Commissioner's Office (ICO): the ICO's 'Make a complaint' page, phone 0303 123 1113.
Changes to this notice
We'll update this notice if what we do changes, and show the date at the top.