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Privacy Policy

Last Updated on: 25.03.2025

The website www.synaptiq.io is owned and operated by SYNAPTIQ TECHNOLOGIES S.R.L. (“Synaptiq”, “we”, “our”), a company registered in Romania, with its registered office at Str. Clinicilor 23A, Cluj-Napoca, Cluj County, and fiscal identification number 44220431.

By accessing and using this website, you (“User”) acknowledge that you have read, understood, and agreed to the terms of this Privacy Policy.

 

At Synaptiq, we take data protection seriously. We are fully committed to safeguarding your personal data and ensuring that it is processed in accordance with Regulation (EU) 2016/679 (General Data Protection Regulation – GDPR) and applicable national data protection laws. We recognize the importance of your privacy and are dedicated to protecting your rights and freedoms when you interact with us online.

 

This Privacy Policy is intended to inform you in a clear and transparent manner about:

  • What types of personal data we collect;
  • How and why we use it;
  • The legal basis for processing;
  • How we store and protect your data;
  • With whom we may share it; and
  • Your rights as a data subject.

     

We may update this Privacy Policy from time to time to reflect changes in our data processing practices or to comply with legal and regulatory developments. Any updates will be published on this page, and we encourage you to review it periodically.

Summary

‍We hope that you will read this entire Privacy Policy carefully as we tell you what kind of data we collect and for what reason, but if you are in a hurry, here are some main ideas extracted from the Policy.

  • We will not use your personal data for commercial purposes or sell it to any third party. Your personal data is collected only for the purpose of being able to provide you with our services.
  • We only collect the minimum personal data necessary to fulfill the purposes described below.
  • You can exercise any of the rights provided by the GDPR and described below. You can contact us at any time about your rights and we will do our best to ensure that they are respected. Our e-mail address is support@synaptiq.io.
  • Your personal data may be shared with other entities or persons with whom we are in contractual relations, such as suppliers, IT service providers, We take all measures required to ensure that your data is protected.
  • If you have any questions about your rights, this Policy, or our business, we encourage you to contact us at support@synaptiq.io.

 

  1. Categories of Personal Data We Collect

We may collect and process the following categories of personal data when you interact with our website or communicate with us:

 

a. Contact Information
We collect personal data that you voluntarily provide through the contact form on our website, such as:

  • Full name (first and last name)
  • Email address
  • Phone number (optional)
  • Job title, institution, or company (if provided)

     

b. Communication Preferences

If you choose to subscribe to our newsletter, we will collect your email address.

  • Subscription is entirely voluntary.
  • You may unsubscribe at any time by clicking the “Unsubscribe” link included in each newsletter email or by contacting us at support@synaptiq.io.

     

c. Recruitment Data
When applying for a position listed on our Careers page, you may submit your CV and other application materials, which may include:

  • Full name
  • Email address
  • Phone number
  • Current job title and employer
  • Employment history
  • Education and other professional information

     

d. Technical and Usage Data
When you access our website, we may automatically collect certain technical data, including:

  • IP address used at the time of access
  • Browser type and version
  • Navigation behavior (e.g. pages visited, time spent on site)
  1. Purpose of Data Processing

The processing of personal data by Synaptiq is carried out in accordance with applicable data protection laws and is based on one or more of the following legal bases:

  • The processing is necessary for entering into or performing a contract;
  • The processing is required to comply with legal obligations (e.g. reporting to authorities, financial and tax records);
  • The processing is carried out for our legitimate interests, provided your rights and freedoms are not infringed;
  • The processing is based on your freely given consent.

     

We process your personal data for the following purposes:

a. To provide and improve access to our website

When you visit our website, your browser automatically transmits certain technical information, such as:

  • IP address,
  • Browser type and version,
  • Device and operating system,
  • Date, time, and duration of access,
  • Pages visited.

     

This information may be collected through cookies or analytics tools and is used to ensure the proper functioning, security, and performance of our website. The legal basis for this processing is our legitimate interest in maintaining and improving our online services.

b. To respond to your inquiries and requests

When you contact us through our contact form, we process the personal data you provide—such as your name, email address, phone number, and professional role—in order to:

  • Respond to your inquiries,
  • Assist with your specific requests,
  • Communicate relevant updates about our services or policies.

     

The legal basis for this processing is our legitimate interest in ensuring effective communication and user support.

 

c. To manage recruitment processes

When you apply for a job through our Careers page, we process the personal and professional data included in your application, such as:

  • Name, contact details,
  • CV content (current and past roles, education, employer details),
  • Any other information you choose to provide.

     

This data is used to assess your suitability for the role and to contact you during or after the recruitment process. If your application is successful, the data may become part of your employment record. The legal basis is the intention to conclude a contract and, where applicable, our legitimate interest.

d. To send you updates about our products and services

If you voluntarily subscribe to our newsletter, we will process your email address to send you information about our products, services, updates, and company news. This processing is based on your consent, which you may withdraw at any time by clicking the “Unsubscribe” link in any email or by contacting us at support@synaptiq.io.

e. To protect our legal rights and ensure security

We may process personal data to protect our operations and systems, including:

  • Preventing and detecting fraud, abuse, or cyber-attacks,
  • Ensuring IT and data security,
  • Complying with legal obligations (e.g. tax, reporting, audit).

     

This processing is carried out based on our legitimate interest in risk management and, where applicable, to comply with legal obligations.

  1. Data Retention – How Long We Keep Your Personal Data

We retain personal data only for as long as necessary to fulfill the purposes for which it was collected, including to comply with applicable legal, contractual, or regulatory obligations.

Contact Form Submissions

Personal data submitted via our contact form (e.g. name, email, phone number, message) is retained for up to 1 year from the date of your request. This allows us to respond effectively and follow up if necessary.

Recruitment Data

If you apply for a role via our Careers page, we will retain your application data as follows:

  • If your application is successful, your data will become part of your employment file and will be stored for the duration of your employment and any additional period required under applicable employment or labor laws.

     

  • If your application is unsuccessful, your data will be retained for up to 1 year from the end of the recruitment process.

     

  • With your consent, we may retain your CV and application details for up to 2 years for consideration in future recruitment opportunities.

     

Legal and Legitimate Interest Exceptions

In certain cases, we may retain personal data beyond the standard retention periods, such as:

  • To comply with a legal obligation (e.g. tax or labor laws),
  • To establish, exercise, or defend a legal claim,
  • For record-keeping purposes under applicable limitation periods (typically up to 3 years or longer if required by law).

     

Data Deletion and Your Rights

Unless we are legally required to retain it, your personal data will be deleted upon your request. Any exceptions—such as legal or contractual retention obligations—will be clearly communicated in our response to your deletion request.

  1. How We Protect Your Personal Data

At Synaptiq,, we are committed to ensuring the security and confidentiality of your personal data. We have implemented a range of technical and organizational measures designed to protect your data against unauthorized access, accidental loss, destruction, or alteration. These include encryption of data in transit and at rest, access controls based on roles and responsibilities, secure infrastructure hosted within the EU (Frankfurt, Germany and Romania), regular backups, and continuous system monitoring. Access to personal data is restricted to authorized personnel, and all staff and external partners are bound by confidentiality and data protection obligations. We regularly review and update our security practices to remain compliant with the General Data Protection Regulation (GDPR) and to respond to evolving security threats.

  1. Who Has Access to Your Personal Data

We may share your personal data with carefully selected third parties when necessary to support our operations and deliver our services. These may include IT service providers, cloud hosting providers, platform administrators, communication service providers, legal or accounting consultants, and other partners or service providers (such as website registrars) with whom we collaborate. In all cases, we only share personal data when there is a clear and legitimate purpose, and we ensure that such third parties implement adequate technical and organizational safeguards to protect your data.

We always enter into written data processing agreements (DPAs) or contractual clauses with these providers to ensure compliance with data protection laws, including the General Data Protection Regulation (GDPR). These contracts require third parties to use your data solely for the specified purposes, maintain confidentiality, and implement proper security measures.

Your personal data submitted via our newsletter or contact form (e.g., email address, phone number, and message) will not be shared with third parties for marketing or unrelated purposes without your explicit consent.

In certain cases, we may also disclose your data to public authorities or regulatory bodies if we are required to do so by law, or if disclosure is necessary to protect our legal rights or defend a legitimate interest.

All data transmissions are made securely, and any shared files are encrypted or otherwise protected to ensure the confidentiality and integrity of your personal information.

  1. Where We Store and Transfer Your Personal Data

We currently store and process your personal data in two primary locations:

  • The Mediq Platform is hosted within the European Union, specifically in Frankfurt, Germany, using secure cloud infrastructure that complies with GDPR requirements.
  • Our website infrastructure is hosted in Romania.

     

In general, we do not transfer personal data outside the European Economic Area (EEA). However, in rare or exceptional cases where such a transfer may be necessary (e.g., engaging a service provider located outside the EU), we will only proceed if the destination country:

  • Has been recognized by the European Commission as ensuring an adequate level of data protection, or
  • Is covered by appropriate safeguards, such as Standard Contractual Clauses (SCCs) or other legally accepted mechanisms.

     

We apply strict access controls, data minimization principles, and contractual protections to ensure any transfer is lawful, limited, and secure.

While we take all reasonable steps to secure your personal data during transmission and storage, please note that no internet-based communication is entirely risk-free. We cannot be held responsible for vulnerabilities in systems outside of our control.

For more information about data transfer locations or safeguards in place, you can contact us at support@synaptiq.io.

  1. Your Rights Under the GDPR

As a data subject under the General Data Protection Regulation (GDPR), you have several rights regarding the personal data we process about you. We are committed to ensuring that you can exercise these rights transparently and effectively:

7.1. Right of Access

You have the right to request confirmation as to whether we process your personal data. Where this is the case, you may request access to the data and receive information such as: the purposes of processing, the categories of data involved, recipients (or categories of recipients), storage periods, the source of the data (if not collected directly from you), any data transfers outside the EU/EEA, and your applicable rights.

7.2. Right to Rectification

If any personal data we hold about you is inaccurate or incomplete, you may request that we correct or update it. We may need to verify the accuracy of the new data before making changes.

7.3. Right to Erasure (“Right to be Forgotten”)

You may request the deletion of your personal data, but only when:

  • The data is no longer necessary for the purposes for which it was collected;
  • You withdraw your consent (if processing was based on consent);
  • The data was unlawfully processed;
  • You object to the processing and there are no overriding legitimate grounds;
  • Deletion is required by law.

     

We may decline your request where retention is necessary to comply with a legal obligation or to establish, exercise, or defend legal claims.

7.4. Right to Restrict Processing

You can request that we temporarily restrict the processing of your data in the following situations:

  • You contest its accuracy and we are verifying the claim;
  • The data is no longer needed for processing, but you need it to establish or defend legal claims;
  • You object to the processing and we are assessing whether our legitimate grounds override yours;
  • Processing is unlawful, and you oppose deletion but request restriction instead.

     

Even if processing is restricted, we may still store your data or use it where legally permitted (e.g., with your consent or to defend legal claims).

7.5. Right to Data Portability

You may request to receive the personal data you have provided to us in a structured, commonly used, and machine-readable format. Where technically feasible, you may also ask us to transfer it directly to another controller. This right applies only where the processing is based on consent or contract and is carried out by automated means.

7.6. Right to Object

You may object to the processing of your personal data when it is based on our legitimate interests and you believe your rights and freedoms outweigh those interests. We will assess your objection and stop processing unless we can demonstrate compelling legitimate grounds that override your rights.

7.7. Rights Related to Automated Decision-Making

You have the right not to be subject to a decision based solely on automated processing, including profiling, which produces legal or similarly significant effects on you.

Note: Synaptiq does not engage in any automated decision-making that produces legal or similarly significant effects.

7.8. Right to Lodge a Complaint

If you believe that your personal data has been processed unlawfully or in violation of data protection regulations, you have the right to file a complaint with the National Supervisory Authority for Personal Data Processing in Romania.

Supervisory Authority Contact Details:
Autoritatea Națională de Supraveghere a Prelucrării Datelor cu Caracter Personal
B-dul G-ral. Gheorghe Magheru 28-30
Sector 1, 010336
Bucharest, Romania
Email: anspdcp@dataprotection.ro
Website: www.dataprotection.ro

Before doing so, we encourage you to contact us directly at support@synaptiq.io. We are committed to addressing any concerns in a fair, transparent, and timely manner.

7.9. How to Exercise Your Rights

To exercise any of the rights listed above, please contact us at:

Email: support@synaptiq.io
Post:
Synaptiq Technologies S.R.L.
Str. Clinicilor 23A,
Cluj-Napoca 400535,
Romania

We will respond to your request within 30 days. If your request is complex or involves multiple issues, we may extend this period to 60 days, but we will inform you in advance of any delay.

  1. Changes to this Policy

Synaptiq reserves the right to make changes to this Policy on the protection of personal data at any time by notifying its Users on this page and, possibly, on this site and/or – as far as technically and legally possible- sending a notification to users through any contact information available to us. It is strongly recommended that you check this page frequently, referring to the date of the last change listed under the title.

If the changes affect the processing activities performed based on your consent, we will collect new consent, if necessary.

  1. Contact

We are always open to finding out your thoughts and views and providing you with any additional information you may need regarding the processing of your data. If you have any questions about the content of this document or wish to exercise your rights, please do not hesitate to contact us by email at address support@synaptiq.io.

 

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Newsletter

By subscribing to our newsletter, you provide us your personal data. We will use your personal data (e-mail address) only with the purpose of keeping in touch and sending updates about our product. You may unsubscribe at any time. By joining our newsletter you acknowledge that your personal data will be processed as stated in the Privacy Policy.