Privacy Policy

Zyntrix Ltd (company number 15764490, registered in England and Wales, registered office 71-75 Shelton Street, Covent Garden, London WC2H 9JQ) (“Zyntrix”, “we”, “our”, “us”) runs the website at zyntrix.io. We are the controller of the personal data described in this policy. This Privacy Policy explains what information we collect when you visit our website or contact us, how we use it, who we share it with, and the rights you have under the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations (PECR).

If you have any questions about this policy or how we handle your data, contact Tom Hill at tom@zyntrix.io or write to info@zyntrix.io.

1. Information We Collect

• Information you give us: when you use our contact form, your full name, email address, company name and message; when you subscribe to our newsletter, your email address; and anything you include when you email us directly.
• Card processing statements: if you use our savings calculator, the statements and transaction reports you upload, and the email address we send your result to. We delete the files within minutes and keep your result for 7 days. See Savings calculator.
• Usage data: if you accept analytics cookies, information about how you use the website, such as the pages you visit, how long you stay, how you arrived, your approximate location (country or city), and your device, browser and operating system, and which buttons and links you click (for example “Book a Demo”) and whether you send one of our forms (never what you type into it). See Google Analytics and PostHog.
• Technical data: our hosting provider receives your IP address and basic request details when your browser loads a page, as every website does. We use your IP address briefly, in memory, to limit abuse of our forms; we do not store it with your submission.
• Cookies: see Cookies.

We do not ask for, and do not want to receive, special category data (such as health information) through our website. Our website is intended for businesses and is not directed at children.

2. How We Use Your Information

• To reply to your enquiries, arrange demos you ask for, and keep a record of our correspondence.
• To send you our newsletter, if you have subscribed.
• To compare your card-processing costs with Zyntrix’s rates, if you use our savings calculator.
• To understand how our website is used so we can improve it, if you have accepted analytics cookies.
• To keep our website and forms secure and to prevent spam and abuse.
• To comply with our legal obligations.

We do not sell your personal data, and we do not use it for automated decision-making or profiling that has legal or similarly significant effects on you.

3. Sharing Your Information

• Service providers: we use a small number of trusted providers to run our website, analytics, email and record-keeping. They process your data only on our instructions and under data processing terms. They are listed in sections 6, 7 and 8.
• Legal requirements: we may disclose your personal data if we are required to by law or in response to valid requests by public authorities (for example, a court or government agency).
• Business transfers: if Zyntrix Ltd is involved in a merger, acquisition or sale of assets, your personal data may be transferred as part of that transaction. We will tell you before your data becomes subject to a different privacy policy.

International transfers: some of our providers are based in, or process data in, the United States. Where personal data is transferred outside the UK, we make sure it is protected by an adequacy regulation (such as the UK Extension to the EU-US Data Privacy Framework) or by appropriate safeguards (such as the UK International Data Transfer Addendum to the EU Standard Contractual Clauses).

4. Your Data Protection Rights

Under UK GDPR you have the right to:

• Access the personal data we hold about you and receive a copy of it.
• Rectification: ask us to correct inaccurate or incomplete data.
• Erasure: ask us to delete your data, in certain circumstances.
• Restrict processing: ask us to limit how we use your data, in certain circumstances.
• Object to processing based on our legitimate interests, including at any time to direct marketing.
• Data portability: receive data you gave us in a structured, machine-readable format, where processing is based on consent or a contract.
• Withdraw consent at any time where we rely on it (for example, analytics cookies or our newsletter). This does not affect processing that took place before you withdrew it.

To exercise any of these rights, email info@zyntrix.io. We will respond within one month. There is normally no charge.

If you are unhappy with how we have handled your data, please contact us first so we can try to put it right. You also have the right to complain to the Information Commissioner’s Office (ICO), the UK data protection regulator, at ico.org.uk or on 0303 123 1113.

5. Cookies

Cookies are small files that a website stores on your device through your browser so it can remember information about your visit. We use two categories of cookies:

• Strictly necessary: needed for the website to work. We set a first-party cookie, zyntrix_consent, which stores your cookie choice so we don’t ask again on every page. It is always on, because without it we could not respect your choice. If you open the link to your savings calculator result, we also set zx_result, which lets that page show your result. Under PECR, strictly necessary cookies do not need consent.
• Analytics: Google Analytics 4 cookies (_ga and _ga_<ID>) and a PostHog cookie (ph_<key>_posthog, with a copy in your browser’s local storage) that help us understand how visitors use the site. These are only set after you accept analytics cookies. If you reject them, or haven’t made a choice yet, the Google Analytics and PostHog scripts are not loaded at all.

We use Google Consent Mode: by default, analytics and advertising storage are set to “denied”. Analytics storage is only switched to “granted” when you accept analytics cookies. We do not use advertising cookies.

YouTube videos: our home page and savings calculator show a short video hosted on YouTube. Nothing is loaded from YouTube until you press play. When you do, the video plays from YouTube’s privacy-enhanced mode (youtube-nocookie.com), and YouTube, provided by Google, may store information in your browser to play it. See Google’s Privacy Policy.

Changing your choice: you can change or withdraw your consent at any time using the “Cookie settings” link in the footer of every page, or here: Cookie settings. If you withdraw consent, we stop sending analytics data and remove the Google Analytics and PostHog cookies and stored data we can access. You can also block or delete cookies in your browser settings; if you delete the zyntrix_consent cookie, we will ask for your choice again.

6. Google Analytics and PostHog

Google Analytics

With your consent, we use Google Analytics 4, a web analytics service provided by Google Ireland Limited (Gordon House, Barrow Street, Dublin 4, Ireland) and its affiliate Google LLC (USA). Google processes this data on our behalf as our processor.

• What is collected: the pages you visit, how long you stay, how you arrived (for example, a search engine or a link), your approximate location (country or city), device type, browser and operating system, and a random identifier stored in the _ga cookie. We do not use Google Analytics to collect your name, email address or other information that directly identifies you.
• IP addresses: Google Analytics 4 does not log or store IP addresses. Your IP address is used only briefly to derive your approximate location and is then discarded.
• Purpose and lawful basis: to understand which pages are useful so we can improve the website. We rely on your consent (UK GDPR Article 6(1)(a) and PECR).
• Retention: Google Analytics keeps event-level data for 14 months, after which it is deleted automatically. Aggregated, non-identifying reports may be kept longer.
• International transfers: Google may process data in the United States. These transfers are covered by the safeguards described in section 3.

For more information, see Google’s Privacy Policy and Google Analytics’ data safeguards.

PostHog

With your consent, we also use PostHog, a product analytics service provided by PostHog Inc. (USA). We use PostHog’s EU cloud, so the data is stored in the European Union. PostHog processes this data on our behalf as our processor.

• What is collected: the pages you visit, how you arrived (including campaign tags in the link, such as utm_source), the buttons and links you click, whether you send one of our forms, the steps you reach in our savings calculator, your approximate location (country or city), device type, browser and operating system, and a random identifier stored in the ph_<key>_posthog cookie. PostHog never receives what you type into our forms, the files you upload or the figures in your savings result. We do not record your screen or sessions.
• IP addresses: your IP address is used only to derive your approximate location and is not stored.
• Purpose and lawful basis: to understand which pages and campaigns bring visitors who get in touch, so we can improve the website and our marketing. We rely on your consent (UK GDPR Article 6(1)(a) and PECR).
• Retention: PostHog keeps event data for up to one year, after which it is deleted automatically.
• International transfers: PostHog Inc. may access the data from the United States for support and maintenance. These transfers are covered by the safeguards described in section 3.

For more information, see PostHog’s Privacy Policy.

7. Contact Form and Newsletter

How we use your information and why

• Contact form: to reply to your enquiry, arrange a demo if you ask for one, and keep a record of our correspondence. We send you a confirmation email with a copy of your message. Our lawful basis is our legitimate interest in responding to people who contact us, or taking steps at your request before entering into a contract (UK GDPR Article 6(1)(f) and 6(1)(b)).
• Newsletter: to send you our latest articles, event recaps and product news. We send you a confirmation email when you subscribe. Our lawful basis is your consent (UK GDPR Article 6(1)(a)).

Where it is stored and who processes it

• Google Sheets (Google Workspace): submissions, with the date and time and the page you sent them from, are stored in a Google Sheets spreadsheet in our Google account, which only authorised Zyntrix staff can access. Google acts as our processor.
• Resend: the notification email to our team and the confirmation email to you are sent through Resend (Plus Five Five, Inc., USA), which processes your email address and the content of the email in order to deliver it.
• Railway: our website is hosted by Railway Corporation (USA), which processes your submission as it passes to our form handler and may keep short-lived server logs.
• Cloudflare Turnstile: to stop spam and automated abuse, our forms (including the savings calculator) use Cloudflare Turnstile, provided by Cloudflare, Inc. (USA). When you start filling in a form, it checks that you are a person by looking at technical information such as your IP address and browser and device details. It does not see what you type, does not set advertising cookies and is not used to track you across sites. Our lawful basis is our legitimate interest in keeping our forms secure (UK GDPR Article 6(1)(f)). See Cloudflare’s Turnstile privacy addendum.

How long we keep it

• Contact form: up to 24 months after our last contact with you. If we go on to work together, we keep it for as long as needed for that relationship and our legal obligations.
• Newsletter: until you unsubscribe. After you unsubscribe, we keep your email address marked as “unsubscribed” so that we don’t email you again, unless you ask us to erase it.
• Emails: delivery records held by Resend are kept according to Resend’s retention policy.

Unsubscribing

Every newsletter email contains an unsubscribe link. Using it marks your subscription as unsubscribed straight away. You can also email info@zyntrix.io at any time to unsubscribe or to ask us to delete your data.

8. Savings Calculator

Our savings calculator lets you upload your card processing statements and see what the same period would have cost with Zyntrix. We send your result to your email address as a link, so you need to give us one to see it. We do not ask for your name or other contact details unless you ask us to call you or start an application.

What we process

• The files you upload: card processing statements (PDF or photos) and transaction reports (CSV or Excel) for your business. They may include your business name and address, merchant and terminal identifiers, bank details, sales totals, fees and, in transaction reports, individual payments with masked card details (such as the card type, issuing country and last four digits).
• What we read from them: the statement periods, your provider, card turnover by card type, transaction counts and fees, together with any corrections you make.
• Your email address: where we send the link to your result, and whether you ticked the boxes asking us to contact you about your saving or to send you news and offers.
• Optional details: your business sector, if you choose one.

Please do not upload files that show full card numbers or card security codes. Our system refuses files that appear to contain them.

Most of this information is about your business. It is personal data where it relates to an identifiable individual, for example if you trade as a sole trader or partnership, or a statement names an individual.

How we use it and why

• Each file is checked for viruses and for full card numbers before anything else happens.
• Where a PDF contains text, our software removes bank details, sort codes, account and identification numbers, postcodes, email addresses, phone numbers and street addresses before the text is read. Photos and scanned PDFs cannot be redacted in this way.
• An AI service, provided by Anthropic, reads the statement and copies the figures into a fixed format. Our own software then works out your card mix, your current costs and the comparison. The AI does not decide any price or calculate your saving.
• The result is an indicative comparison, not a decision about you. Any rates we go on to offer are reviewed by our team and are subject to commercial approval, KYC and onboarding.

Our lawful basis for working out and sending you your result is taking steps at your request before entering into a contract, and our legitimate interest in showing businesses what they could save with Zyntrix (UK GDPR Article 6(1)(b) and 6(1)(f)). Following up with you about your saving, and sending news and offers, are based on your consent, given by ticking the box for each (Article 6(1)(a)). You can withdraw it at any time.

How long we keep it

• Your files: held only in our server’s working memory, never written to disk or to a database. Each file is deleted as soon as it has been read, and in every case within 10 minutes of upload.
• The figures we read: kept in working memory while we work out your result, then deleted 10 minutes after upload at the latest, or earlier if you start again.
• Your result: when you give us your email address, we save the result you will see (your rates, costs, card mix and saving, the statement months and your provider’s name, but not your files) in our database for 7 days, so you can open it from the link we email you. It is stored with a scrambled form of the code in that link, not with your email address. After 7 days it is deleted automatically, and you can delete it sooner with “Delete my result now” on the result page. We create the PDF breakdown when you ask for it and do not store it.
• Your email address: we use it to send you the link to your result, and the calculator does not keep it. If you tick the box asking us to contact you about your saving, or to send you news and offers, we keep your address in our contact records (held by Resend) so our team can follow up. We keep it for up to 2 years from your last contact with us, or until you ask us to delete it, and we do not keep your figures with it. We only send news and offers if you tick that box, and every such email has an unsubscribe link.
• Emails we send you: the email with the link to your result includes your headline figures: your yearly saving, your rate today and your blended Zyntrix rate. Once sent, an email is outside our calculator: it stays in your inbox, and Resend, our email provider, keeps a copy of sent emails for a limited period under its retention policy before deleting it.
• Anonymous statistics: we keep a record of each completed comparison so we can check whether our pricing works for businesses: for example, the turnover band, your annual card turnover rounded to the nearest £10,000, card-mix percentages, rates, percentage saving, provider name and sector. It does not include your name, contact details, identifiers, files or individual transactions, and it is not linked to you.
• If you ask us to call you or start an application: the details you give us, together with your result (including the rate for each card type, which we can go through with you on the call), are handled as described in section 7 and kept for the same periods.

Who processes it

• Anthropic (Anthropic, PBC, USA) reads the statements as our processor. Under its commercial terms, Anthropic may not use your files to train its models. It may keep the content it receives for a limited period for safety and abuse monitoring before deleting it.
• Railway (Railway Corporation, USA) hosts the calculator, including the virus scanner and the database that holds our pricing settings, anonymous statistics and saved results (for 7 days).
• Resend (Plus Five Five, Inc., USA) sends the email with the link to your result, and holds the contact records of people who ticked a box asking us to contact them.

Where these providers process data outside the UK, the safeguards described in section 3 apply.

9. Security

We use appropriate technical and organisational measures to protect your personal data, including encrypted (HTTPS) connections, access controls on the systems where we store submissions, and providers that maintain recognised security standards. No method of transmission over the internet is completely secure, but we work to protect your data and will notify you and the ICO of a personal data breach where the law requires us to.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. The “Last updated” date at the top shows when it last changed. If we make significant changes, we will make that clear on this page.