Privacy Policy

We take the protection of your personal data very seriously. We treat your personal data confidentially and in accordance with the statutory data protection regulations and this privacy policy.

This policy informs you about the type, scope, and purpose of the processing of personal data within our online offering and the associated websites, functions, and content.

The terms used, such as 'processing' or 'controller', correspond to the definitions in Art. 4 of the General Data Protection Regulation (GDPR).

We collect and process personal data only to the extent necessary for the establishment, implementation, or termination of a contractual relationship.

• Contact information (name, email, phone, company)
• Payment and billing information
• Fleet and vehicle data for CO₂ calculations
• Usage data (IP address, browser type, access times)
• Communication data (emails, support tickets)
• Location data (GPS) when using the driver app
• Photos of fuel receipts and toll tickets (temporarily processed via AI, originals not stored)
• Vehicle data (license plate, fuel type, CO₂ class)

Data collection occurs through your input, automated collection via cookies, and from third-party integrations (fuel card providers).

We use your data exclusively for the following purposes:

• Providing and improving our services
• Processing toll optimization and CO₂ calculations
• Customer support and communication
• Billing and payment processing
• Compliance with legal obligations
• Location data is used for trip registration and CO₂ calculation
• Photos are processed by AI (Google Vertex AI, europe-west4, NL) for data extraction; original photos are not permanently stored

We do not sell your personal data to third parties. Data is only shared with service providers essential for service delivery (hosting, payment processors).

We may share your data with trusted third parties only when necessary:

With your consent, for specific services (fuel card integrations)

When required by law or to protect our legal rights

Under GDPR, you have the following rights regarding your personal data:

• Right to access (Art. 15 GDPR)
• Right to rectification (Art. 16 GDPR)
• Right to erasure (Art. 17 GDPR)
• Right to restrict processing (Art. 18 GDPR)
• Right to data portability (Art. 20 GDPR)

To exercise these rights, contact us at privacy@synqflow.com.

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