Synclair
10 August 2026 · 10 août 2026 · 10. August 2026
Synclair (synclair.app) is operated by Hamvil Capital Limited, registered in England and Wales under company number 13062375, registered office 7 Bell Yard, London, WC2A 2JR, 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).
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 the service needs.
To provide the service you signed up for — authentication, charge analysis, issue tracking, letter drafting 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 use your data for advertising or marketing, we do not sell it, and we use no analytics or tracking cookies. The only browser storage we use is strictly necessary for keeping you signed in. We make no automated decisions producing legal or similarly significant effects about you.
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.
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 individual answers are never shown to other owners. A member of our team may read them in order to curate and improve the service. Where enough owners in the same property have taken part, we show everyone a combined picture — counts only, never individual answers, and never unless at least five owners have responded. Below that threshold nothing is shown at all.
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 it is sent, the same automatic step removes identifying details we can detect — names, email addresses, telephone numbers and bank details. 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.
A named member of Synclair staff may view the figures we hold for your property, including amounts taken from documents. This happens when we review an analysis before it is published to you, when you ask us for help, and when we investigate a technical problem. Every access by a member of staff to figures belonging to another owner is recorded, including who made it and when. We do not access your figures for any other purpose.
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.
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.