Privacy Policy

How Cook Solutions Limited handles information across Synatra’s website, apps and Aria.

1. Who we are and what this policy covers

Cook Solutions Limited operates Synatra. Our address is 43 Queens Square, Bristol, BS1 4QP. Contact support@synatra.com about privacy and support. This policy covers the Synatra website, online service, iPhone app, desktop app and Aria.

Who is responsible for your information

We act as a controller for our own account administration, customer relationships, business communications, security and legal obligations. When an organisation controls a workspace, it generally determines why its business records are processed, and we process those records under its instructions. Its own privacy information and processing arrangements also apply. Contact your workspace administrator about organisation-controlled records, or contact us for help identifying the responsible organisation. This policy explains information handling; accepting it is not blanket consent.

2. Information we receive

Account, workspace and business information

We receive information you provide when you create an account, contact us, use Synatra or connect authorised services. This includes account identifiers, name, email address, workspace membership, roles and preferences; and business content such as contacts, tasks, projects, emails, calendar entries, notes and attachments. Aria conversations include prompts, responses, attachments and permitted context. Other users and connected services may provide information about you in those records. Access depends on permissions and sharing settings; connecting a mailbox does not by itself publish it to every workspace member.

Connection, device and request information

IP address and user-agent information accompanying requests, which can identify the browser, operating system and device type; app or client version, release and platform information where available.
Request, correlation, diagnostic session and event identifiers; timestamps; requested URLs or routes; request methods, response status, transfer sizes and processing times. These help us connect related operations, investigate failures and monitor performance.
Account, workspace and product identifiers associated with authenticated operations. Technical records can therefore be linked to a person or workspace; they are not necessarily anonymous.

Mobile push notifications

If you enable mobile notifications, we register a push token, an app-installation identifier, platform, account and workspace identifiers, registration status and creation, update or revocation timestamps. These identify where to send alerts and help prevent delivery to a previous user of the device. The installation identifier is generated by the app; it is not a hardware serial number.

Notification delivery uses Expo’s push service and, for iPhone, Apple Push Notification service. Delivery data can include the notification title and preview, record and workspace identifiers, and a link to open the relevant item. Notification previews can contain workspace information and may appear on a locked screen, depending on your device settings.

Subscription and payment information

Subscriptions are purchased and managed through the website using Stripe checkout and billing services. We send the selected plan, price, currency, workspace and product references and, where relevant, a customer reference, promotional code or trial information. When creating a billing customer, we may also send the workspace name and the account email address.

Stripe processes the payment and billing details entered in its checkout or customer portal. Synatra processes customer names and email addresses, customer and subscription references, plan and price references, subscription status, charges and currency, billing periods, trial dates and cancellation information. Our billing integration also stores checkout-session references and status, payment references, amounts, currency, status and dates, and invoice references, amounts due or paid, status and dates. These records can include related workspace, product or account references and billing metadata. We use them to administer billing, reconcile payments and maintain access. The fields requested by Stripe depend on the payment method and checkout settings.

Diagnostics, feedback and local working data

Error and performance records and relevant account context are described in section 4. Support information includes the messages and files you choose to supply. Audio, transcripts and recording files are described in section 6. Local caches, desktop activity and browser context, watched folders and app permissions are described in section 7.

What is required and what is optional

Account and access information is needed to sign in and use a workspace. Connection and request information is processed automatically when you use online features; restricting it can prevent access or make requests fail.
Payment information is needed to purchase or maintain a paid subscription. A Free plan does not require a paid purchase.
Mobile push permission and registration are needed for push alerts. You can decline or withdraw notification permission; this prevents those alerts without preventing ordinary access to the app.
Connected services, recording, desktop activity tracking and watched-folder uploads depend on the features and permissions you enable. Without the relevant access, that feature may be unavailable. You can choose what to include in support messages.
Operational diagnostics are described in section 4. Device permissions for microphone, camera or notifications govern those device features; they do not control all diagnostic processing.

3. Purposes and lawful bases

The purposes below distinguish information we control for operating our business from workspace content we process for an organisation. A workspace organisation selects the lawful basis for its business records and gives us processing instructions. A contract with that organisation is not automatically a contract with every person mentioned in its records.

Accounts, access and requested features

We use your name, email address, account and workspace identifiers, membership, permissions and preferences to register you, authenticate access and provide the features you request. Where you contract with us personally, the basis is performance of that contract, including requested steps before it. For contacts and users of an organisation that contracts with us, our own account-administration basis is our legitimate interest in providing and managing that business relationship.

Workspace records, connected services and Aria

Contacts, messages, calendar entries, notes, files, recordings, transcripts and Aria prompts, responses and permitted context support the features you or your organisation request. For organisation-controlled content, we process it under the organisation’s instructions. Where we control information necessary to deliver a service contracted directly with you, we rely on contract. Connecting a service or accepting these terms does not give us unrestricted permission to reuse its contents.

Subscriptions, payments and billing contacts

Customer and subscription references, plan details, payment and invoice records, billing-contact information and relevant workspace references let us administer subscriptions, reconcile payments and resolve billing queries. We rely on contract for individual customers and our legitimate interest in administering business-customer relationships for their representatives. Retaining records required by tax or accounting law is based on the relevant legal obligation.

Support and service communications

We use contact details, support messages, supplied files and relevant diagnostic context to respond to enquiries and resolve problems. This is based on contract where necessary to deliver support owed directly to you, and our legitimate interest in answering other enquiries and maintaining a reliable service. Necessary account, billing and security communications are separate from marketing.

Security, fault diagnosis and reliability

We use relevant connection, request, device, account and workspace identifiers, error reports and operational logs to detect abuse, investigate faults and protect the service. For these controller activities we rely on our legitimate interest in safeguarding users and maintaining reliable systems, subject to necessity, proportionality and the effect on people. A legal obligation applies where a specific law requires the activity. Section 4 describes the information involved and the limits of filtering.

Service improvement and audio

We use aggregate or de-identified information where it can meet an improvement need. For necessary use of identifiable diagnostic information to improve reliability, we rely on our legitimate interest in maintaining and improving the service, taking account of necessity, proportionality and people’s rights. This does not give us unrestricted use of private workspace content. Audio use is limited to section 6 and, for organisation-controlled recordings, the organisation’s instructions. If a use requires consent or an additional condition for sensitive information, a general improvement purpose does not replace it.

Marketing and legal responsibilities

Marketing uses contact details and marketing preferences. We obtain consent where electronic-marketing rules require it; any permitted exception must be assessed separately. We use information needed to meet tax, accounting and data-protection duties on the basis of legal obligation. Establishing or defending legal claims may rely on our legitimate interest in protecting legal rights, with additional conditions where required.

Sensitive information, automated processing and your choices

Synatra is a general business service and is not specifically targeted at healthcare, sensitive HR or criminal-history use cases. Emails, notes, files and recordings may nevertheless contain health information or other sensitive information about their subjects. Processing special-category information requires an additional legal condition as well as an ordinary lawful basis; criminal-offence information has separate requirements. A microphone permission or an audio-retention period does not supply those conditions. Organisations controlling those records must identify the applicable conditions and instructions. Any separate use of that information by Cook Solutions Limited for its own purposes requires its own assessment and applicable legal conditions.

Aria is designed to act as a personal assistant: helping you find and understand information, organise and prioritise work, prepare suggestions and drafts, and carry out supported instructions and configured actions. It is not intended to make solely automated decisions about people that have legal or similarly significant effects, such as deciding employment or credit eligibility. Users remain responsible for appropriate review of its outputs and actions, particularly where another person may be materially affected. This describes Aria’s intended use; it does not mean that every supported action requires a separate approval prompt.

Where we rely on consent, you may withdraw it without affecting earlier lawful processing. You can object to processing based on legitimate interests, subject to the applicable legal rules. Contact support@synatra.com, or the organisation controlling your workspace records, to exercise your rights.

4. Hosting and service diagnostics

Hosting and operation

We use Cloudflare, Microsoft Azure and Convex to host and operate Synatra. These services process the information needed to deliver requests, store and synchronise authorised records, and maintain the service. We use Sentry and Axiom to find and fix faults, investigate incidents, monitor performance and reliability, and improve the service for users.

Sentry error and performance information

Diagnostic events can include error messages and stack traces, console messages, a sequence of technical events leading up to an error, page or request URLs, timing information, app version and release, and event or session identifiers. Device context can include device model and architecture, operating-system and browser versions, screen dimensions and orientation, battery and charging state, memory availability and thermal state. App and runtime context can include an app/device hash, start time, foreground state, locale, calendar and time zone. Diagnostic records may also contain geographic country, region or city information. The exact fields depend on the app and event; the presence of these geographic fields does not establish that Synatra requests GPS access.

Events may include account and workspace context. The web app attaches account, workspace and product identifiers and can include workspace names, membership roles and permission counts. The mobile app can also attach the signed-in user’s email address and name. Desktop diagnostics include errors and feature timings, such as dictation performance. Server diagnostics can associate errors with account, workspace, request, correlation, function and invocation identifiers.

Axiom service logs

Axiom receives structured operational logs such as event time, severity, service or function, release environment, error messages and error details, request and correlation identifiers, workspace identifiers where available, and processing durations. HTTP monitoring can include requested URLs or routes, method, browser user-agent, response status and transfer size. Logs are used for investigation and reliability monitoring and may contain personal information in identifiers, URLs or diagnostic messages.

Session replay

We do not use session replay to record or reconstruct your activity within the web app. Ordinary diagnostic records can still include navigation breadcrumbs, technical events and information about errors. Screenshots or files you choose to attach to a support report are separate from automatic replay.

Minimisation and support

The apps and server filter selected credential headers and sensitive URL parameters. Filtering reduces exposure but does not guarantee that every diagnostic message, URL or attachment is free of personal information. Support messages and files you choose to provide may contain personal or workspace information; include only what is needed to explain the issue.

Diagnostic storage locations and retention

Our current Axiom operational-log dataset is configured to retain events for 30 days in its US East hosting region. This period applies to that dataset, not to every support record or exported diagnostic copy. Our Sentry organisation uses the Germany region for region-scoped event data. Sentry explains that some account, organisation and integration metadata may still be processed in the United States. Other provider processing and international-transfer arrangements are described in section 11.

Server-side diagnostic scrubbing is enabled, but diagnostic records may still contain IP addresses, identifiers and other personal information. We do not describe these records as anonymous.

The Sentry Team plan’s published retention schedule is 90 days for errors and attachments, and 30 days for logs, spans, transactions and profiles. Previously collected session replays have a 90-day provider retention period. Retention is assigned when data is received; separate backup-expiry schedules can apply. These periods do not mean every backup copy or account record is erased on the same day.

Sentry service-data use

Sentry’s optional use of aggregated identifying diagnostic data for its own product improvement is disabled for our account. Sentry still processes diagnostics to provide its service and may use non-identifying service data under its terms. These arrangements are separate from the AI providers used to deliver Aria and their content-retention settings.

5. Aria and AI providers

Aria requests and model routing

Aria uses your instructions and relevant information you are permitted to access to answer questions, summarise material, prepare drafts and carry out supported actions. Requests can include conversation context, workspace records, attachments, transcripts and the results of supported actions. We use OpenRouter to route supported AI requests to model-serving providers. The serving provider can vary with the selected model and routing configuration; the organisation that publishes a model is not necessarily the organisation hosting the request.

Voice transcription and spoken replies

We use Groq to turn live voice input and meeting-recording audio into text. Other transcription connections can use OpenAI depending on their configuration. ElevenLabs turns Aria’s response text into speech, using the selected voice and speech settings. Audio sent for transcription and response text sent for speech generation can contain the information you or your workspace supplied.

Provider retention and Synatra records

We use zero-data-retention settings for customer inputs and outputs processed by our AI providers, including transcription and speech generation. This is separate from the conversations, transcripts and workspace records retained within Synatra to provide the service. Provider zero retention concerns content copies; it is not a statement that no operational metadata or temporary processing exists. Private workspace content is not licensed for general-purpose model training merely by acceptance of our service terms.

Your use of AI features

Review the information you include in requests and the services you connect. Workspace permissions and applicable feature controls govern access and supported actions. Device microphone permission controls audio capture; it is separate from the information processing needed to transcribe audio or generate an AI response. International processing and your personal-data rights are described in sections 11 and 12.

6. Voice, recording and transcription

Voice and recording features process audio to provide the requested service. Recordings may include microphone input, remote participants and other people’s information. Provide appropriate notices and obtain any permissions required for recording and subsequent use, including AI processing. Device permission alone is not another participant’s permission to be recorded.

Desktop processing and interrupted uploads

Desktop meeting recording creates local audio chunks for upload and processing. After a successful upload, the app attempts to delete the corresponding local audio file. Failed or interrupted uploads can leave pending audio files on the computer. Dictation also uses temporary audio files during processing. These working files are separate from saved transcripts and summaries.

Why audio may be retained

Audio, including meeting recordings, may be retained in Synatra’s storage where reasonably necessary for the following purposes:

Completing recording, transcription and related processing, including retrying failed or interrupted uploads.
Making saved recording audio available for playback where the recording feature provides it, within the retention period below.
Investigating reported problems, diagnosing errors and resolving support requests affecting recording or transcription.
Testing and improving the accuracy, audio quality, performance and reliability of Synatra’s recording and transcription features.
Investigating security incidents or misuse affecting these features.

Diagnostic and improvement use must be limited to the audio needed for that purpose and handled under the applicable lawful basis and, for organisation-controlled workspace recordings, the organisation’s instructions. These purposes do not give us a general licence to train general-purpose AI models on private recordings.

Retention and deletion

Audio retained by Synatra is deleted no later than 90 days after it is recorded, and sooner when it is no longer necessary for the purposes above. The 90-day period runs from the original recording date; uploading, retrying processing or using a copy for diagnostics does not restart it. Transcripts, summaries and other workspace records have separate retention arrangements.

Synatra’s storage of audio is separate from the zero-data-retention arrangements used by our AI providers. Transcripts, summaries and resulting workspace records have their own retention and deletion arrangements.

7. Mobile and desktop permissions and local data

Device permissions support particular features; they are separate from Synatra workspace access. You can review or withdraw them in your device’s privacy settings. A feature may stop working without its required access. Some desktop permission requests also appear during setup or audio testing.

iPhone permissions

Microphone access supports talking to Aria, voice notes and recording in-person meetings.
Camera access supports scanning setup codes for Synatra Voice devices. Bluetooth access supports finding and setting up nearby Synatra Voice devices.
Notification permissions control service alerts on your device. Notification previews may be visible to other people, depending on your device settings.

Desktop microphone and system audio

The desktop app uses microphone input for supported voice features and microphone and system audio for meeting recording. On macOS, this uses Microphone and the screen/system-audio recording privacy permission. Although the operating-system permission mentions the screen, the meeting recorder receives audio streams and does not record screen video. On Windows, it uses microphone capture and system-audio loopback; Windows does not present the same macOS screen-recording prompt.

Use Stop in the recorder to end recording. Closing the recorder window can leave recording running in the background. An audio test also uses the selected capture sources while the test is running.

Dictation, Accessibility and the clipboard

Desktop dictation responds to configured keyboard or mouse shortcuts. On macOS it uses Accessibility access to paste transcription into the focused application. It temporarily puts the transcription on the clipboard and attempts to restore previous contents. Restoration can fail or be skipped if another application changes the clipboard. Other applications or clipboard-history tools with access may see this text.

Activity and browser context

When desktop activity tracking is enabled, local activity records can include application names, window titles, browser page titles and URLs, and configured folder-change events. On macOS, obtaining application or browser context may require Accessibility or Automation permission. Windows uses native foreground-window and accessibility interfaces. These features help associate work context and time with tasks. Task-linked time and summaries containing application names and browser domains can synchronise to the selected workspace. Control activity tracking separately from microphone and recording permissions.

Files, folders and notifications

Desktop file features access files you choose and folders you configure for watching. Upload watch folders can read and automatically upload matching files to their configured Synatra destination. Review the selected folder and destination before enabling one. Activity folder-change tracking is a separate feature from uploading watched files.

Desktop transfer notifications are optional and disabled by default. Enabling them may request operating-system notification permission. Their status messages report completed or failed transfer counts. Manage notification visibility in the app and operating-system settings.

Local storage, updates and removal

The apps can store sign-in state, preferences, cached records and working files locally. Desktop native authentication uses the operating system’s credential store; other local records and caches are not covered by that credential-store protection. Temporary audio handling is explained in section 6. Protect your device with appropriate access controls, particularly if it is shared.

The desktop app contacts our release service at git.circeaura.com to check for updates. Choosing to install an update downloads the package and requests an app restart. Closing a window can leave background features running; use the feature’s Stop control or Quit the app. Uninstalling does not itself delete workspace records, cancel subscriptions or remove files saved elsewhere.

8. Connected services, actions and recipients

Services you connect and actions you request

When you connect a service or ask Aria to perform a supported action, Synatra sends the information needed for that feature to the connected provider or intended recipient. Depending on the connection, this can include messages, contacts, calendar events, files, record details or instructions. Connected providers apply their own privacy arrangements to information they control.

Actions can change records or send communications. Access depends on workspace permissions, sharing settings and applicable action controls. Review recipients, content and consequences when providing instructions or configuring an automation. There is not a separate approval prompt for every supported action. Disconnecting a service stops future access through that connection but does not automatically erase imported records, undo completed actions or delete information already held by another recipient.

Our service providers

Hosting, storage and infrastructure: Cloudflare, Microsoft Azure and Convex.
Error monitoring, performance and operational logging: Sentry and Axiom.
AI requests, transcription and speech: OpenRouter and its serving providers, Groq, ElevenLabs and OpenAI where configured, as described in section 5.
Subscription checkout and billing: Stripe.
iPhone push delivery: Expo and Apple Push Notification service.

Providers receive the information relevant to their role. We require providers processing information on our behalf to handle it under appropriate processing terms and security obligations. Some providers also act as controllers for their own account administration, fraud prevention or legal responsibilities.

Other disclosures

Information may also be available to authorised workspace members, people you choose to share it with, professional advisers and parties providing support where needed. We may disclose information to comply with law, respond to a valid legal request, protect safety or establish or defend legal rights. If our business is reorganised, sold or transferred, relevant information may be disclosed to advisers or a successor subject to confidentiality and applicable data-protection requirements.

9. Website cookies and marketing

Cookies and storage needed for the service

Our website and apps use cookies or similar device storage where needed to maintain sign-in, protect requests, remember selected preferences and provide requested features. The apps also keep local settings, cached records and working data as described in section 7. Some storage lasts for a browser session; persistent storage remains until it expires, is replaced or is cleared. Its duration depends on its authentication, security or preference purpose.

You can manage cookies and site data through your browser and use applicable app or device controls. Restricting necessary storage may prevent sign-in or other requested features. Clearing local storage does not by itself delete server-side workspace records. Operational diagnostics are described in section 4; they are separate from marketing preferences.

Optional measurement and marketing

Our policy is to keep optional marketing and measurement separate from storage needed to provide the service. Where optional cookies or similar technologies require consent, they must not be used before that choice and you must be able to withdraw it. We do not use web session replay.

We do not sell or rent personal information or share it for another organisation’s marketing. If we send marketing about Synatra, we use contact details and preferences and obtain consent where required. Every such communication must offer a way to stop marketing; you can also contact support@synatra.com. Necessary account, billing, security and service messages continue independently of marketing choices.

10. How long we keep information

We keep information for the purpose for which it is needed, taking account of workspace instructions, the service relationship, requests to delete information and applicable legal duties. Different categories have different retention criteria; closing an account does not make every copy immediately disappear.

Workspace records and Aria

Business records, attachments, messages, notes, Aria conversations and saved context, transcripts and summaries are retained while needed to provide the workspace and its requested features, or under the organisation’s instructions. Relevant criteria include whether the workspace is active, whether the record remains part of an ongoing activity, deletion requests, dependencies between records and any justified legal or security need. Search indexes, derived context and caches must be considered when deleting source information; deleting one visible item does not necessarily remove every separate record referring to it.

Audio and operational diagnostics

Audio has the maximum 90-day period from the original recording date described in section 6, and is to be removed sooner when it is no longer needed. Copies or processing retries do not restart that period. AI-provider content-retention settings do not determine how long Synatra keeps its own transcripts, conversations or records. Axiom and Sentry diagnostic periods are described in section 4.

Account closure, departure and exports

Leaving a workspace, ending a paid plan and requesting account deletion are different actions. An organisation may continue to hold its business records after a member leaves. A downgrade to Free does not itself erase the workspace. On closure or a valid deletion request, we assess the information to remove against workspace instructions, technical dependencies and any lawful reason to keep particular records.

Use the available section-export features while your paid plan is active, before downgrading to Free or closing the workspace. Free plans do not include those product exports, and there is no standard self-service export period after closure. Statutory personal-data access and portability rights are separate and do not depend on a paid plan.

Support, billing, legal records and backups

Support correspondence is retained for handling the enquiry and a proportionate period for related follow-up, recurring problems or disputes. Billing, invoice and accounting records are retained for applicable tax, accounting and legal requirements. Information relevant to a security incident or legal claim may be retained for that specific purpose and the relevant investigation or limitation period.

Deleted information may remain in recovery systems or backups until those copies expire or are overwritten. The applicable period depends on the storage system and type of record; recovery copies are separate from active service records. Local files on a device may remain until the app can perform cleanup or you remove them. Contact support@synatra.com for the retention and deletion arrangements applicable to your request. We do not treat a general backup or support purpose as permission to retain information indefinitely.

11. International processing

Where information may be processed

Synatra uses providers with international infrastructure and support operations. Information can be processed in the United Kingdom, European Union, United States and other countries used by the connected or AI service handling a request. Our production recording storage is in UK South; Sentry’s region-scoped event storage is in Germany and the Axiom operational-log dataset is in US East. A selected storage region does not mean all account metadata, support access, subprocessors or AI processing is confined to that region.

Transfer safeguards

Where data-protection law restricts a transfer, we require an applicable legal transfer mechanism. Depending on the destination and recipient, this may be an adequacy decision or regulation, or contractual safeguards such as the UK International Data Transfer Agreement, the UK Addendum to the EU Standard Contractual Clauses, or the EU Standard Contractual Clauses, together with any necessary additional measures. A provider’s use of a UK or EU storage region alone does not establish the mechanism for every other transfer.

Contact support@synatra.com to ask which destinations and safeguards apply to your information and how to obtain a copy of the relevant safeguards, subject to appropriate protection of confidential information. Acceptance of this policy is not blanket consent to international transfers.

12. Your rights and requests

Access, correction and deletion

Depending on the processing and applicable law, you may request access to your personal information, correction, deletion, restriction or a portable copy. These rights concern personal information and do not automatically give you access to every record in an organisation’s workspace. Contact support@synatra.com, or the organisation controlling the relevant records. We may ask for proportionate information to confirm identity or clarify the request and will explain any lawful reason it cannot be met in full.

Your right to object

You can object to processing based on legitimate interests, including by explaining how it affects your circumstances. We will assess the request under the applicable rules. You can object to direct marketing at any time, and we will stop using your information for that purpose.

Withdrawing consent and making a complaint

Where processing relies on consent, you can withdraw it without affecting the lawfulness of processing before withdrawal. Contact support@synatra.com or use the relevant feature or communication controls. Withdrawing a device permission can stop the associated feature but does not automatically erase previously processed records.

You can complain to the UK Information Commissioner’s Office at ico.org.uk/make-a-complaint/ and, where applicable, the data-protection authority where you live, work or believe an infringement occurred. You may contact us first so we can try to resolve the issue, but you do not have to do so. Deleting an app alone does not delete the account or server-side records.

13. Security

We take appropriate technical and organisational measures to protect personal information against unauthorised access, loss or misuse. No service can guarantee complete security. Keep your sign-in methods and devices secure, manage workspace membership and report suspected unauthorised access to support@synatra.com. Our responsibilities to protect data are not removed by your responsibility to secure your account.

14. Children and account eligibility

You must be at least 18 to hold a Synatra account. This does not mean every person referred to in legitimate workspace records is an adult. Organisations remain responsible for the lawful handling of records they provide, including any information about children. Contact support@synatra.com if you believe a child has created an account contrary to the account requirements.

15. Changes and contact

We review this policy when the service or information handling changes. We will give at least 30 days’ notice before material changes to this policy take effect, explain their effect, and send that notice by email to the email address used to create the account or the registered email addresses of the workspace’s current tenant owners. Where a new use requires consent, a policy update alone does not supply it. Contact Cook Solutions Limited at support@synatra.com for privacy questions.