Privacy Policy

The data controller is Syncronika Srl. UTOMAI is its brand. Registered address: Bastioni di Porta Nuova 21, 20121 Milan, Italy, VAT IT01802650380. For personal data and rights: [email protected]. This is the controller’s privacy contact.

This notice covers visitors, commercial enquiries and customer contacts. For documents, prompts, recordings and data uploaded to private AI services in dedicated cloud or on-premise, roles and instructions are defined in the contract and data processing agreement (DPA): normally the customer is controller and Syncronika acts as processor on its behalf. On-prem deployment does not rule out remote access or external backups: access, destinations and authorisations must be agreed.

Enquiries: name, business email, company, message and optional form fields are used to respond and prepare proposals. Basis: precontractual steps requested by the individual (GDPR Article 6(1)(b)); for company representatives, legitimate interest in managing business relationships (Article 6(1)(f)). Mandatory fields are necessary to handle the request; without them the form cannot be submitted. Acknowledging this notice is not marketing consent.
Contracts and invoicing: contract performance and legal obligations (Article 6(1)(b) and (c)).
Security: technical data, IP address and antiabuse checks to protect the website, on the controller’s legitimate interest (Article 6(1)(f)).
Google Analytics statistics: only with optional consent (Article 6(1)(a)), managed in the banner. The form does not make automated decisions with legal effects.

Only if you select the optional checkbox do we use your name, email and company details for updates on UTOMAI products and services, based on consent (GDPR Article 6(1)(a)). Refusal does not prevent enquiries or services. You may withdraw at any time using the unsubscribe link in communications, where available, or by writing to [email protected]; withdrawal does not affect earlier lawful processing. Marketing contacts are retained until withdrawal and in any event no longer than 24 months after the last contact, unless consent is renewed.

Authorised staff and, where necessary, hosting, email and IT support providers, advisers and competent authorities where legally required may access data. Enquiries are delivered by email to the team and receive a confirmation. Providers processing on behalf of the controller must be governed by GDPR Article 28 agreements. Google Analytics receives browsing data only after consent. The call-booking link opens Calendly at the user’s request; its notices apply to the external service. Data is not sold. For the providers and safeguards applicable to your request, contact [email protected].

The Italian location of Cloud AI infrastructure offered to customers does not automatically describe website, email or booking services. Google and Calendly may involve processing outside the EEA. Before enabling a provider transferring data outside the EEA, Syncronika must verify destinations, recipients and a GDPR Chapter V basis (an applicable adequacy decision or appropriate safeguards, including standard contractual clauses and any necessary supplementary measures). Information and copies of safeguards may be requested from the privacy contact.

Commercial enquiries: up to 24 months after the last contact, subject to documented needs relating to an ongoing relationship or dispute. Tax and accounting records: 10 years where required by law; this does not automatically apply to all operational data or AI content. Technical browsing data: up to 12 months, deleted earlier when no longer necessary, except for incidents or legal obligations. Cookies and preferences: as described in the Cookie Policy. AI service content follows the periods specified in the contract/DPA, including return, deletion and backup expiry. Technical and organisational measures proportionate to risks and authorised access are used.

Where provided by the GDPR you may request access, rectification, erasure, restriction and portability, object to processing based on legitimate interest, and withdraw consent. Write to [email protected]. You may complain to the Italian Data Protection Authority or your competent national authority. For data processed on behalf of a customer, that customer is the relevant controller.