1. Controller
The controller responsible for data processing on this website is:
GDPR
Privacy Policy
Transparent information on the processing of your personal data on synaplan.com. Last updated: 4 November 2026
2. General information on data processing
We take the protection of your personal data very seriously and treat it in accordance with applicable data protection laws and this privacy policy. In general, you can use our website without providing personal data. Where personal data is collected on our pages, this is always on a voluntary basis. This data will not be passed on to third parties without your explicit consent. We draw your attention to the fact that data transmission over the internet may have security gaps. Complete protection against access by third parties is not possible.
3. Data collection on this website
Cookies
Cookies are small text files stored on your device. Analytics cookies are optional: they are set only after you agree in the cookie notice. You can change that choice at any time via Cookie settings in the footer, or through your browser. Ignoring the notice does not count as consent.
Necessary cookies
These cookies are required for the basic functions of the website (session management, security, language settings). Without these cookies the website cannot function properly.
Art. 6(1)(f) GDPR
Analytics cookies
Google Analytics cookies (_ga and _ga_…) are set only after you agree in the cookie notice. They help us see which pages are used. If you decline or do not answer, the analytics script is not loaded and no analytics cookies are stored.
Art. 6(1)(a) GDPR (consent)
Marketing cookies
This website does not set marketing cookies and does not use analytics data for advertising.
Not used on this website
Server log files
The website provider automatically collects and stores information in server log files that your browser transmits to us. This includes: IP address, date and time of the request, page accessed, access status/HTTP status code, data volume transferred, referring website, browser and operating system.
Legal basisArt. 6(1)(f) GDPR
Retention period7 days
4. Book a Demo (Calendly)
Our website offers you the option to book a demo appointment via the Calendly service. When you use the booking feature, your details (name, email address, any additional information you provide and the chosen time slot) are transferred to Calendly and processed there. Data is only transferred to Calendly once you actively complete and submit the booking form.
ProviderCalendly, LLC, 271 17th St NW, Ste 1000, Atlanta, GA 30363, USA
PurposeScheduling product demonstrations
Legal basisArt. 6(1)(a) GDPR (consent through active use of the booking form)
Transfer to the USACalendly processes data on servers in the USA. Calendly is certified under the EU-U.S. Data Privacy Framework (DPF).
Further informationhttps://calendly.com/legal/privacy-notice
5. Hosting by Hetzner
This website is hosted on servers operated by Hetzner Online GmbH. The hoster processes data collected during your visit to the website on our behalf.
ProviderHetzner Online GmbH, Industriestr. 25, 91710 Gunzenhausen, Germany
Data processedIP address, access time, pages accessed, referrer, browser information
Legal basisArt. 6(1)(f) GDPR (legitimate interest in reliable hosting)
Data processing agreementData processing agreement pursuant to Art. 28 GDPR in place
6. Cloudflare Content Delivery Network (CDN)
We use Cloudflare's Content Delivery Network (CDN) to enhance the security and delivery speed of our website. A CDN is a network of globally distributed servers that delivers content to users in an optimised manner.
ProviderCloudflare Germany GmbH, Rosental 7, 80331 Munich, Germany
Data processedIP address, timestamps, HTTP requests, browser information
PurposeFaster load times, DDoS protection, SSL certificate provision, rate-limiting and abuse detection
Legal basisArt. 6(1)(f) GDPR
Data processing agreementData processing agreement pursuant to Art. 28 GDPR
Transfer to the USACloudflare also processes data on servers in the USA. The transfer is based on the EU Commission's Standard Contractual Clauses and the EU-U.S. Data Privacy Framework (DPF).
7. Google Analytics
If you agree in the cookie notice, we load Google Analytics 4 in your browser (measurement ID G-0D8L6ESEFT) from Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland. Until you agree, the script is not loaded, no request is sent to Google, and no analytics cookies are set. Google Analytics records which pages are used, together with browser, device, approximate region and referrer, so we can improve the site. We do not use it for advertising.
Legal basisArt. 6(1)(a) GDPR and, for storing information on your device, Section 25(1) TDDDG (consent). You can withdraw consent at any time via Cookie settings. Without consent, no analytics data is collected.
Transfer to the USAGoogle LLC in the United States may also process this data. Transfers rely on the EU Commission's Standard Contractual Clauses and, where applicable, the EU-U.S. Data Privacy Framework. Further information: https://policies.google.com/privacy
The tag is added only after you click Agree. Advertising and personalisation storage stay off, and Google signals stay off. Google Analytics 4 does not store your full IP address. The cookies it sets (_ga and _ga_…) last up to two years. Your yes or no is kept only in this browser for 180 days and is not itself a tracking cookie; after that we ask again. You can withdraw consent from Cookie settings in the footer. That stops further measurement and deletes analytics cookies already set.
8. Data retention and deletion
We store personal data only for as long as necessary for the respective purpose or as required by statutory retention obligations. After the retention period expires, your data is automatically deleted unless statutory retention obligations (e.g. tax retention periods of 6 or 10 years) apply.
| Data type | Retention period |
|---|---|
| Server log files | 7 days |
| Demo bookings (Calendly) | Per Calendly privacy policy |
| Analytics consent choice (stored in this browser only, not a cookie) | 180 days |
9. Your rights as a data subject
Under GDPR you have the following rights regarding your personal data:
Right of access (Art. 15 GDPR)
You can request information about the personal data we process about you.
Right to rectification (Art. 16 GDPR)
You can request the correction of inaccurate data or the completion of incomplete data.
Right to erasure (Art. 17 GDPR)
You can request the deletion of your personal data where the legal requirements are met.
Right to restriction of processing (Art. 18 GDPR)
You can request the restriction of the processing of your data.
Right to data portability (Art. 20 GDPR)
You can receive your data in a structured, commonly used and machine-readable format.
Right to object (Art. 21 GDPR)
You can object to the processing of your data based on your particular situation at any time.
Right to withdraw consent (Art. 7(3) GDPR)
You can withdraw consent you have given at any time with effect for the future.
Right to lodge a complaint (Art. 77 GDPR)
You have the right to lodge a complaint with a data protection supervisory authority.
To exercise your rights, please contact: [email protected]
10. SSL/TLS Encryption
For security reasons and to protect the transmission of confidential content, this site uses SSL or TLS encryption. You can recognise an encrypted connection by the fact that the address line of the browser changes from 'http://' to 'https://' and by the lock icon in the browser bar. When SSL or TLS encryption is active, the data you transmit to us cannot be read by third parties.
11. Platform services (web.synaplan.com) and plugin connections
Beyond this marketing website, we operate the Synaplan AI platform at web.synaplan.com. For registered users ("subscribers") we store and process workspace data — including account details, chat conversations, uploaded documents and knowledge-base content, AI-generated memories, and usage and billing data — on our servers in Germany (see section 5, Hosting by Hetzner). This data is processed solely to provide the service to the respective user; it is not sold and is not shared with third parties for their own purposes.
Connection services for plugins (e.g. Synamail)
Synaplan provides connection services that let approved client applications act inside your workspace on your behalf, authenticated with a per-user API key that you can revoke at any time. One such client is Synamail, our add-in for Microsoft Outlook. Only when you explicitly trigger an action does the relevant email content reach your Synaplan workspace — to summarise emails, translate them, draft replies, classify messages, suggest meeting times, answer follow-up questions (including image/vision analysis of attachments), and save emails and attachments to your knowledge base. Synamail acts only when you click; it does not read your mailbox in the background.
Contact AI Profiling (optional)
Synamail can build a rolling, AI-generated profile of a correspondent (who they are, the tone of the relationship, stable facts and open items), assembled one email at a time and only when you choose to add an email to that contact's profile. These profiles are stored exclusively in your own Synaplan workspace, are listed in the Synaplan web interface, and can be deleted by you at any time — from either Outlook or the web. This feature is optional and entirely user-controlled.
Operatormetadist data management GmbH (operator of web.synaplan.com)
Data locationGermany (Hetzner Online GmbH, see section 5)
Legal basisArt. 6(1)(b) GDPR (performance of the user contract) for workspace data; Art. 6(1)(a) GDPR (consent) for optional features such as Contact AI Profiling
AI model processingDepending on the AI models you select in your workspace settings, prompts may be processed by third-party AI providers or by local models — you control this choice. Self-hosting of the entire platform is also possible.
12. Open source and licensing
Synaplan and its plugins are open source. The Synamail Outlook add-in and its corresponding server-side Synaplan plugin are licensed under the Apache License 2.0. We make the actual source code available at any time on GitHub, so you can review exactly how your data is handled.
13. Objection to promotional emails
We hereby object to the use of contact data published as part of our imprint obligation for the purpose of sending unsolicited advertising and informational materials. The site operators expressly reserve the right to take legal action in the event of the unsolicited sending of advertising information, such as spam emails.