1. Information we collect Confirmed
When you submit the Request a Free Call form, we collect the details you choose to provide:
- Your name and work email (required)
- Your phone number (optional)
- Your company name (required) and company website (optional)
- What you'd like help with and a short description of the process or problem (required)
- The general categories of tools involved, e.g. "CRM or sales" or "Accounting or finance" (required), and specific tool names if you choose to share them (optional)
- Your preferred timing and how you heard about us (both optional)
- Your consent to be contacted about the enquiry (required)
We also record a small amount of technical context with the submission — a submission reference, the time of submission, and the page you submitted from — so we can process and de-duplicate enquiries reliably. We do not ask for, or want, sensitive personal information in this form.
2. Why we collect it Confirmed
We use your details for one purpose: to respond to your enquiry and arrange and prepare for your free call. This matches how the enquiry workflow is built — it writes one record and sends two notification emails; nothing in the current design adds you to a mailing list.
Assumption "We do not sell or share your details with third parties for their own marketing" is a policy commitment, not (yet) a technically enforced one — no automated safeguard prevents it; it depends on Syntegry's ongoing practice. [Approval required: confirm this statement reflects actual and ongoing business practice, not just current system design.]
3. How we handle your enquiry
When you submit the form, your details are sent securely to Syntegry's systems, recorded as a new enquiry, and a member of the team is notified so we can follow up. You'll also receive a short acknowledgement email confirming we've received your enquiry.
4. Tools and providers Confirmed partly Assumption partly Placeholder
We use a small set of trusted providers to receive, store, and respond to enquiries. Each handles only what it needs to. The provider list, their role, and the general purpose of Airtable/Gmail below are confirmed against the live system. Two rows are flagged individually.
| Provider | Role | What it handles |
|---|---|---|
| HostGator | Website hosting | Confirmed Serves this website and passes your form submission to our workflow system. |
| Cloudflare Turnstile | Bot protection | Assumption Confirms the submission comes from a person, not an automated script. The claim "it does not read your enquiry content" describes Turnstile's general design, but has not been confirmed against Syntegry's specific integration (Turnstile verification has not yet been exercised in a live test). [Approval required: confirm actual Turnstile integration behaviour once live-tested.] |
| n8n | Workflow / processing | Placeholder Syntegry's automation system; it validates the submission and records it. "Hosted on Syntegry-managed infrastructure" is a deliberately generic placeholder — the specific hosting details are treated as internal infrastructure information and are not otherwise published. [Approval required: confirm whether more specific hosting/region detail should be disclosed here.] |
| Airtable | Enquiry records | Confirmed Stores your enquiry as a record (in Syntegry's live Airtable base) so we can manage and follow up on it. |
| Gmail (Google Workspace) | Confirmed Sends our internal notification and your acknowledgement email (via Syntegry's Gmail account, already connected to the workflow system). |
These providers act as our service providers. They may process data on servers outside Australia (see below). We choose reputable providers, but we don't control their internal operations.
5. Processing locations Placeholder
Some of the providers above may store or process data outside Australia, depending on the provider. This section deliberately does not name specific countries or regions, because no provider-by-provider region audit has been done — naming a region without confirming it would risk stating something incorrect.
[Approval required: confirm each provider's actual data-processing region(s) — HostGator, Airtable, Google Workspace/Gmail, n8n's hosting location, and Cloudflare Turnstile — before this section is finalised. Do not publish a specific region here until each is verified.]
6. Consent
We ask you to tick a consent box before submitting. That consent covers our using the details you provide to contact you about this enquiry and to prepare for your call. You can withdraw consent at any time by emailing us (see Contact), and we'll stop using your details for follow-up.
8. How long we keep your data Assumption
Draft retention rule (subject to approval):
- Unqualified enquiries — kept for 12 months from submission, then deleted or anonymised, unless you ask us to delete them sooner.
- Qualified opportunities and client records — retained according to our operational and legal requirements (for example, contractual, tax, and record-keeping obligations).
These periods are a working draft and must be confirmed with business and legal sign-off before this page is published.
[Approval required — implementation dependency: this wording describes a rule, not a running process. Syntegry does not yet have an operational process to identify which Opportunities are "unqualified enquiries" past 12 months, or to actually delete or anonymise them. This retention wording cannot become final, and this page cannot go live claiming it, until that identification-and-deletion process exists and is tested. Building that automation is explicitly out of scope for this task — see the handover document's remaining blockers.]
9. Access and correction Assumption
You can ask us what details we hold about you and ask us to correct anything that's wrong. Email us (see Contact) and we'll respond within a reasonable time. This describes the intended process; there is not yet an established internal procedure or maximum response time for handling such a request. [Approval required: confirm who at Syntegry actually handles access/correction requests, and within what timeframe.]
10. Deletion requests Placeholder
You can ask us to delete the details you submitted. Email us and we'll remove your enquiry record, subject to any records we're legally required to keep. We'll confirm once it's done.
[Approval required — operational dependency: there is currently no built process (manual or automated) for deleting or anonymising an Airtable enquiry record on request. This section describes the intended commitment; it must be backed by an actual, working procedure before publication. This is the same operational gap noted under Retention (§8).]
11. Security partly Confirmed partly Assumption
Confirmed Submissions are sent over encrypted connections (HTTPS), and credentials for our systems (Airtable, Gmail) are held in the workflow system's credential store — never placed in the website's HTML or JavaScript. This has been verified: no credential, API key, or webhook secret appears in any source file.
Assumption "Access to enquiry records is limited to Syntegry" describes intent, not a verified access-control audit — for example, exactly who holds Airtable collaborator access has not been reviewed as part of this work. [Approval required: confirm and, if useful, list who currently has access to the Airtable base holding enquiry records.]
No method of transmission or storage is completely secure, however, and we cannot guarantee absolute security.
12. Contact
For any privacy question or request — access, correction, deletion, or withdrawing consent — email [email protected].
Effective date: to be set on approval. Last updated (draft): 21 July 2026.