Synclair
23 September 2026 · 23 septembre 2026 · 23. September 2026
Synclair (synclair.app) is operated by Hamvil Capital Limited, registered in England and Wales under company number 13062375, registered office 167-169 Great Portland Street, 5th Floor, London, W1W 5PF, United Kingdom ("we", "us"). We are the controller of the personal data described in this notice. Contact: contact@synclair.app.
Account data: your email address, a password (stored only in hashed form by our authentication provider) and your language preference. Service data: information about your property's service charges — budgets, year-end statements, our analysis and findings, issues you track and letters you generate. Correspondence: emails you send to us. Technical data: authentication tokens stored in your browser and the aggregate technical logs our infrastructure providers keep (which may include IP addresses).
Each time you sign in, the company that runs our sign-in system keeps a record of that session: your internet address, a description of your browser, when it began and when it was last used. It is deleted when you sign out of that browser or after 90 days without use, and all of them are deleted with your account.
Payment data: if you subscribe, the fact and date of your subscription, the amount and currency, and the country used to work out VAT. Your card details are entered directly with our payment provider and never reach our systems. We also keep a record of what the checkout screen showed you and what you confirmed. We keep that record for six years after your subscription ends.
If you send us a cancellation or a withdrawal notice from the forms on this site, we keep what you typed — your name and email address, and for a cancellation any reason you gave — together with the time we received it and the receipt we sent you.
For each property we keep the times of your current and previous visits — when you arrived and when you left — so that we can mark what is new since you last looked. We also keep which parts of the interface you have closed. These are overwritten, so we hold no history of your visits and no count of them. Beyond that, we keep no record of what you look at inside your account. On our public pages, if you accept advertising cookies, the companies listed under Cookies and advertising record the pages you visit.
If you record that you sent a letter, we keep the date, any reply you record and your note about it, for as long as your account exists. If the letter is about an issue you reported, what you record also updates that issue's status, which other owners who reported it can see; your note about the reply is never shown to them. Four weeks after you record a letter as sent with no reply, we email you once to ask what happened; you can turn these emails off in your account or from the link in the email. We keep these records for your use only: we do not combine them with other owners' records or use them to rate the company that manages your development.
We do not store your name alongside your property records. Your records are keyed to a reference code, and other owners never see who a reference code belongs to. Your email address is held by our authentication provider so that you can sign in, and it is linked to your reference code — so we, as the operator, can identify you when you contact us. The wider record of which person holds which reference — including for co-owners who have no account with us — is kept outside the service database. We do not collect more personal data than we need for the purposes described here, and we collect nothing for advertising unless you accept it.
To provide the service you signed up for — authentication, charge analysis, issue tracking, letter drafting, recording the letters you send and any replies, and transactional emails such as signup confirmation and password reset (performance of a contract, Art. 6(1)(b)). To keep the service secure, to answer your enquiries and to maintain business records (our legitimate interests, Art. 6(1)(f)). To comply with legal obligations where they apply (Art. 6(1)(c)). We do not sell your data, and we do not use your account details — such as your email address — for advertising. With your permission, we use advertising cookies on our public pages. They never run on any page you see once signed in, and they never receive the documents you upload, their contents or our findings. Refusing them changes nothing about the service, and you can change your choice at any time from Cookies in our page footer. The section Cookies and advertising below lists each company involved. We make no automated decisions producing legal or similarly significant effects about you.
Counting how the service is used — how many people reach each stage, how many documents are accepted, how many analyses are delivered (our legitimate interests, Art. 6(1)(f)). These are counts only. Nothing is retained about an individual and no profile is built. We record the language you signed up in, once, when your account is created; and if you arrived from one of our guide pages, which page.
When you sign up, we record which advert or link brought you, such as a search advert, so that we can tell which of our advertising works. We record how you reached us and nothing else about your visit. We rely on our legitimate interest in knowing which advertising works, and we keep it for as long as your account exists. You can object to this at any time.
The four-week reminder — one email per letter you record as sent, if no reply has been recorded four weeks later, asking what happened (our legitimate interest in helping you follow up the letters you send, Art. 6(1)(f)). You can object at any time by turning these emails off in your account or from the link in the email.
Application data is stored with Supabase on AWS infrastructure in the eu-central-1 region (Frankfurt, Germany). The website is served by Lovable Labs Incorporated (USA). Some features use artificial-intelligence models: a model from Anthropic Ireland, Limited reads and classifies your documents, and a model from Google, reached through Lovable's AI gateway, drafts letters — see section 4a. Transactional emails are sent through Postmark (ActiveCampaign, LLC, USA). Enquiry email is handled through Google's mail service. These providers act as our processors under data processing agreements. Where data is transferred outside the UK/EEA, we rely on appropriate safeguards: adequacy decisions, EU–US Data Privacy Framework certification or standard contractual clauses, as applicable.
Payments are taken through Stripe (Stripe Payments Europe, Limited). Your card details go straight to Stripe and are never stored by us. Stripe also uses payment data for its own purposes — including fraud prevention and meeting its own legal obligations — and its own privacy policy governs that use. Stripe processes some of this data outside the UK and the EEA, under standard contractual clauses. You can read Stripe's privacy policy at stripe.com/privacy.
Some parts of the service use AI language models. Reading your documents, classifying them and extracting the figures from them is done by a model from Anthropic Ireland, Limited — as is drafting the summaries we prepare from Owner Pulse responses. Drafting letters you can send to your managing agent or syndic is done by a model from Google, reached through Lovable's AI gateway.
Before anything is sent, it passes through an automatic step that removes identifying details we can detect. The model that reads your documents receives the document text only — not the file name, not your email address, not your password, and not the link between your reference code and who you are. You are not identified to it.
That step is not perfect, and we would rather tell you than imply otherwise: it works from patterns and from names already known to us, so a document that mentions a resident we have no record of may carry that name through. This is one reason we ask you, in section 4c, to upload only documents you are entitled to hold.
The model produces drafts, not decisions. Every letter and every finding is presented to you for review, and nothing is sent to anyone on your behalf. No decision producing legal or similarly significant effects about you is made by automated means.
The Owner Pulse lets you record, once a year, which aspects of your property's management are causing you problems, how serious they are, and whether they have been resolved. Taking part is optional.
Your answers are never shown to other owners with your name attached. A member of our team may read them in order to curate and improve the service. We combine the answers given for your property into counts — how many people reported each topic, how serious they said it was, and how many are unresolved. Those counts are not shown on screen. They appear only in the annex of a letter an owner generates, and never with names. Where our team publishes an issue drawn from what owners reported, its title may appear in the annex of a letter another owner sends. The description, and anything you wrote, never does.
Where you add a free-text note, an extract of it may be sent to the AI model described in section 4a, so that we can draft a summary of the issues owners are reporting. Before your note is sent, an automatic step removes names, email addresses, telephone numbers and bank details. It does not remove other things that might point to you — a flat number, a floor, a description of a neighbour. The model is instructed to write about patterns and never to quote you, and a member of our team reads and edits every draft before anyone else can see it. That review is the real safeguard, and we would rather describe it than call the first step anonymisation. Your reference code and your identity are never sent.
You can change your answers at any time. If you add a free-text note, please describe the problem rather than naming individual members of staff at your managing agent.
Service-charge documents often mention other residents. When you upload a document, please upload only documents you are entitled to hold as an owner — budgets, statements, accounts, notices and correspondence addressed to you. Please do not upload private messages or group-chat exports: you cannot agree to that on your neighbours' behalf, and we do not accept them.
Where a document you upload names another resident, we hold that information only as evidence supporting the analysis of your own charges, we do not build profiles of other residents from it, and it is covered by the same protections and the same rights described in this notice.
Your analysis is produced and published automatically. No member of Synclair staff reads or reviews it before you see it.
A named member of staff may view the figures we hold for your property, including amounts taken from documents, and your property's pages as you see them, in three situations: if you ask us for help, if you tell us a figure looks wrong and we need to investigate it, or if we are looking into a technical problem. We do not access your figures or your pages for any other purpose.
Staff may also keep short notes on your account — for example, what you asked us and what we did about it. You do not see these notes in the app, but they are included if you ask for access to your data, and they are deleted with your account.
Account data is kept while your account is active. When you close your account, we delete your account data and the link between your reference code and your identity within 30 days.
Documents and the analysis built on them are kept for as long as they may be needed as evidence — a service charge can be questioned years after it is demanded, and a record that disappears is of no use to you. This means that when you close your account we may keep certain documents and figures, no longer linked to you, where we need them to maintain the integrity of a property's record or to establish, exercise or defend legal claims. Correspondence is kept for as long as needed to deal with the matter and any limitation period that follows it. If you ask us to erase your data we will explain what we can delete immediately, what we must keep, and why.
The record of what the checkout showed you and what you confirmed is kept for as long as a claim about the contract could still be brought, because it is the evidence that the contract was properly made.
If you start subscribing but do not finish, we keep the record of that attempt for twelve months and then delete it.
We keep a cancellation or withdrawal notice, and the receipt for it, for six years from the day we receive it.
You have the right to access your personal data, to have it rectified or erased, to restrict or object to its processing, and to receive it in a portable format. Write to contact@synclair.app. We will acknowledge your request and respond within the statutory time limits — normally one month.
If you are unhappy with how we have handled your personal data, please tell us first at the same address, marking your message "Data protection complaint". We will acknowledge your complaint within 30 days and tell you what we intend to do about it.
You can also complain to a supervisory authority at any time: the Information Commissioner's Office (ICO) in the United Kingdom, the CNIL in France, the data protection authority of your Land in Germany, or the authority where you live.
If we change this notice, we will publish the new version here with an updated date, and inform you of material changes.