Privacy Policy

1. Who we are and what this covers

This policy explains how Synergy Relations LLC ("Synergy," "we," "us") handles information in the software platforms we build and run. We are based at 300 Lenora Street, Ste. 391, Seattle, WA 98121.

It covers these platforms and their websites, apps and customer sites (together, the "Platforms"):

It does not cover the professional services of Compass Mediation Group or Compass Tax Center, which have their own privacy policies. If a Platform shows a different notice for a specific feature, that notice also applies.

2. Our role: customers and their clients

Our customers are the professionals and businesses who subscribe to a Platform, such as a mediation practice or a tax firm. Their clients (for example, parties to a mediation or a firm's taxpayers) use the Platform through the customer's site.

• For our customers' own account and billing information, we decide how it is used, and this policy applies directly.
• For information about our customers' clients, we act as a service provider. We process it only to run the Platform for that customer and as the customer instructs. The customer decides what is collected and is responsible for its own privacy notice, confidentiality rules and legal duties.
• Mediation confidentiality and tax rules stay with the customer. A mediator's confidentiality obligations and a tax preparer's duties (for example, under Internal Revenue Code section 7216 and the FTC Safeguards Rule) remain the customer's. We support them with the protections described in section 8.

If you are a customer's client and have a question about your information, contact that professional first. We will help them respond.

3. Information we collect

We use only the cookies needed to keep you signed in, keep the Platform secure and remember your settings. We do not use advertising cookies or sell information to advertisers.

4. Connected accounts

You can connect outside services to a Platform by clicking Connect and signing in to that service. You choose which services to connect. We ask only for the permissions a feature needs, and the service shows you those permissions before you click Allow.

Access keys and sign-in tokens are encrypted and stored only on your own Platform site. We do not use connected-account data to advertise, and we do not read your mailbox or files beyond what a feature needs.

Disconnecting: you can disconnect any service on your Platform's settings page, which deletes its stored token right away. You can also remove our access from within the service itself (for example, your Google Account's security settings or your Microsoft 365 admin center).

5. Google user data

Synergy Relations' use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

In particular, for data we receive from Google:

• We use it only to provide the features you turned on, as described in section 4.
• We do not sell it, use it for advertising, or use it to build profiles of you.
• We do not use it to train general artificial intelligence or machine learning models.
• No person at Synergy reads it unless you ask us to for support, it is needed for security or to follow the law, or it has been made anonymous.
• We transfer it only as needed to run those features, to follow the law, or as part of a merger or sale with your notice.

6. How we use information

We use information to:

• Provide, maintain and improve the Platforms and the features you use
• Create and secure your account and your customer site
• Process subscription payments and send billing notices
• Send service messages, such as booking confirmations, reminders and security alerts
• Answer support requests
• Detect, prevent and investigate fraud, abuse and security problems
• Follow the law and enforce our terms

AI features. Some Platforms include optional AI assistants (for example, Sam by Synergy™ in the SynergyMP Platform and Butterfly AI in the Social Butterfly Platform). When you use them, the information needed for your request is sent to Microsoft Azure OpenAI Service to produce a response. Under our agreement with Microsoft, that information is not used to train Microsoft's or OpenAI's models. We do not use your content or your clients' information to train AI models. AI output can be wrong, so professionals review it before relying on it.

7. How we share information

We do not sell personal information or share it for cross-context behavioral advertising. We share it only in these cases:

• Service providers that host and run the Platforms for us, under contracts that limit their use of it:

• Services you connect (section 4), when you ask us to send them information
• The customer you work with, if you are a client using a customer's site
• To follow the law, respond to valid legal process, or protect the rights and safety of people and the Platforms
• In a merger, sale or reorganization, with notice to you and this policy continuing to apply

8. Where data is stored and how it's protected

Data is stored in the United States. Each customer gets its own separate site, with its own database, file storage and key vault. One customer's data is never stored with another customer's.

We protect information with:

• Encryption in transit (HTTPS) and at rest
• Access keys and tokens kept in encrypted vaults, never in our code
• Role-based access, so mediators see only their own cases and clients see only their own matter
• Security testing, including fuzz testing and penetration testing, before each rollout and every quarter, plus unannounced spot inspections
• Limited staff access, granted only when needed for support or security
• Security logging and monitoring

No system is perfectly secure. If a breach affects your information, we will notify you and the affected customer as the law requires.

9. How long we keep information

We keep information longer only when the law requires it. Customers who must keep records for a set time (for example, tax preparers) should export them before cancelling. To ask for deletion, see our Data Deletion Instructions.

10. Your choices and rights

You can:

• See and update your account information in your Platform settings
• Export your data, or ask us for a copy
• Ask us to correct or delete your information
• Disconnect any connected service at any time
• Opt out of non-essential emails using the link in each message

Depending on where you live, including California, Washington and other states with privacy laws, you may have more rights, such as knowing what we collect and appealing a decision we make about your request. We will not treat you differently for using these rights. If you are a client of one of our customers, we will pass your request to that customer, who decides how to respond. Send requests to the contact in section 11. We may need to confirm your identity first.

11. Children, changes and contact

Children. The Platforms are for adults running a business or working with a professional. We do not knowingly collect information from children under 13. Where a customer's matter involves a child (for example, a parenting plan), that information is entered by the adults involved and handled as the customer's client information.

Changes. We will post any update here with a new effective date. If a change is significant, we will tell customers by email or in the Platform before it takes effect.