Who we are
Synthmind ΜΟΝΟΠΡΟΣΩΠΗ Ι.Κ.Ε., Greece, is responsible for the personal information described in this policy. For privacy questions or to exercise your rights, contact privacy@synthmind.io.
Registered address: ΜΑΡΙΝΟΥ ΑΝΤΥΠΑ 40, 57001, ΠΥΛΑΙΑ, ΘΕΣΣΑΛΟΝΙΚΗ.
This policy covers our public website and enquiries. Job applications are covered by our Recruitment Privacy Notice. Separate notices or agreements may apply to a product, pilot or customer relationship.
Information we collect
When you contact us, we receive your name, email address, optional organization, selected topic and message, together with any information you include in later correspondence. Providing this information is voluntary, but we need a name, email address, topic and message to respond through the form.
Our website and hosting infrastructure also process technical information needed to serve pages and protect the contact form, such as IP addresses, request times, requested URLs, browser information and short-lived abuse-prevention records. Please do not submit classified information, credentials or sensitive operational or personal details.
Why we use it
We use enquiry information to answer your questions and discuss products, pilots or partnerships. Our legal basis is our legitimate interest in communicating with people who contact us (GDPR Article 6(1)(f)). When you personally request steps towards a contract, Article 6(1)(b) may apply.
We use limited technical information to operate and protect the website, based on our legitimate interest in reliable and secure services. We may also process information to meet a legal obligation (Article 6(1)(c)). We do not use this form to sign you up for marketing, sell your personal information, or make automated decisions with legal or similarly significant effects.
Service providers
Authorized Synthmind personnel and providers that support website hosting and business email may process information for these purposes. Cloudflare hosts this website and processes requests to deliver pages and protect the service. We use Cloudflare Turnstile on our contact and application forms to reduce spam and automated abuse. Turnstile processes technical browser, device and network signals, including IP addresses, to verify requests. Our server sends the verification token to Cloudflare; it does not send the message, CV or other form contents as part of this verification. See the Turnstile Privacy Addendum. Contact-form messages are transmitted through Mailgun’s EU endpoint to our business inboxes. Email open and click tracking are disabled for these messages. Privacy enquiries are directed to privacy@synthmind.io.
Providers may process information outside Greece or the European Economic Area. Where required, transfers must be supported by an applicable adequacy decision or appropriate safeguards, such as the European Commission’s standard contractual clauses. Contact us for information about the safeguards relevant to your enquiry. See Cloudflare’s privacy information and Mailgun’s privacy information for its own processing practices.
We may disclose information where legally required or necessary to establish, exercise or defend legal claims.
Retention
We keep enquiry correspondence while handling your request and any related active discussions. Afterwards, we retain it only where needed to document the relationship, meet legal obligations or resolve a dispute. The appropriate period depends on the nature of the enquiry, whether it leads to a business relationship, and applicable legal requirements.
The contact form does not maintain a separate enquiry database. Messages are held in the relevant email services. Contact-form rate limits use short-lived counters with one-minute enforcement windows; hosting and email providers may retain separate operational records. You can ask us about retention of a particular enquiry.
Your rights
Subject to the conditions in data protection law, you may request access, correction, erasure or restriction of processing, and data portability where applicable. You may object to processing based on legitimate interests. If we rely on consent for a separate activity, you may withdraw it without affecting prior lawful processing.
Write to privacy@synthmind.io. We may need proportionate information to verify your identity. We normally respond within one month; the GDPR permits an extension for complex or numerous requests, in which case we will explain it.
You may also complain to the Hellenic Data Protection Authority or another competent data protection authority. You do not need to contact us first to exercise that right.
Updates
We may update this notice to reflect changes to the website or our processing. The date above identifies the latest version. For questions, contact privacy@synthmind.io.