Legal

Privacy Policy

Last updated September 16, 2026.

Introduction

This notice describes how Easysync360 (PTY) LTD processes information through its website and organisation-based business platform, including invoicing, billing, SyncDoc document handling and PDF editing, LIMS and supported South African SyncPayroll workflows. Claims is Coming Soon. It also covers enquiries, support and marketing interactions.

Questions or concerns? Contact Support@easysync360.com.

Summary of key points

We may process personal information depending on how you interact with us.
We may process sensitive personal information with your consent or as permitted by law.
We may receive information from organisation users, configured sign-in providers and payment providers to operate the services.
We process your information to provide, improve, and administer Services, communicate, for security & fraud prevention, and to comply with law.
We may share information in specific situations with specific categories of third parties.
We use organisational and technical measures to protect data (no system is 100% secure).
You have rights depending on your location; exercise them via a data subject access request or by contacting us.

1. What information do we collect?

Information provided to the platform may include account and contact details, organisation and tax information, client and supplier records, invoice and payment records, uploaded documents and their contents, and data entered into enabled LIMS or payroll workspaces. Payroll records may include employee identity, tax, bank and remuneration information.

Sensitive information (with consent or as permitted): health data and financial data.

Payment data is processed by the providers offered at checkout. Where Paddle is used, its Privacy Policy applies to its processing. EasySync360 receives and retains billing, transaction and subscription-status records.

Configured sign-in services may provide account identifiers, verified email, name and profile image. The available Google sign-in flow uses this information for authentication and account linking.

Public website analytics runs only after you accept. It records redacted page paths, time on page, referrer origins, a tab-scoped session identifier, broad browser/device categories and country. New public analytics records do not store raw IP addresses, raw user-agent strings, operating system, region or city. Signed-in workspace analytics is separate: it uses a persistent browser identifier and request metadata including IP address, browser/device details and approximate location. Infrastructure/security logs and earlier records are not removed by this change. Some invoice-reminder emails measure their first image load; browser and email settings can affect measurements.

2. How do we process your information?

We process your information to: facilitate account creation & authentication; deliver services; respond to inquiries and offer support; send administrative information; fulfil and manage orders, payments, and returns; request feedback; send marketing (you can opt out anytime); protect our Services (including fraud monitoring); identify usage trends; and protect vital interests. This also includes account and organization management, invoicing & billing, document storage and processing (SyncDoc), authentication & security, customer support, platform security & fraud prevention, service improvement & analytics, and system administration.

Private invoices, SyncDoc documents, payroll and employee data, LIMS and patient data, other business records and private AI conversations are not public Contributions. Uploading them or sharing them with authorized recipients does not grant a public-content publication or resale licence. Their processing remains subject to authorized service workflows, the applicable service terms and this Notice. This distinction does not promise that no service provider processes private information or change the historical processing and retention disclosures below.

3. What legal bases do we rely on?

For users in the EU/UK (GDPR/UK GDPR), we rely on: Consent, Performance of a Contract, Legitimate Interests, Legal Obligations, and Vital Interests. In Canada, we rely on your express or implied consent, subject to legal exceptions.

We may share your information with vendors, consultants, and third-party service providers who perform services for us, including: Cloud Computing Services, Communication & Collaboration Tools, Data Storage Service Providers, Payment Processors, User Account Registration & Authentication Services, Website Hosting Service Providers, and Data Analytics Services. We may also share information during Business Transfers (for example, a merger, sale, financing, or acquisition).

5. Do we use cookies and other tracking technologies?

We use cookies and browser storage for sign-in, language, referrals and interface preferences. Optional public website analytics stays off until you accept it; you can reject it or change your decision later through Cookie preferences in the website footer without affecting essential features. Signed-in workspace analytics is separate. See our Cookie Notice for the storage inventory, durations and controls.

6. AI assistance and historical processing

AI assistance supports navigation, feature guidance and authorized work within EasySync360. Requests involve processing the messages and relevant information you provide. Only share information you are authorized to use, and review AI responses before relying on them.

Earlier versions integrated OpenRouter and downstream model providers. If used, those features may have transmitted messages, recent conversation context, first name, organisation name and role, and relevant records: customer contact details, invoice details and notes, quotes, financial totals, company details, subscription usage and organisation memberships.

This Notice does not establish that previously transmitted information has been deleted by a provider. Historical handling and retention depend on the applicable agreements, provider policies and settings at the time. Contact support about historical processing or deletion requests; retention and legal obligations require separate review.

If the former laboratory AI-summary feature was used, the patient’s name and patient number and selected test names, results, units, flags, reference ranges and changes from previous results may have been transmitted. Clinical review and approval remain human responsibilities.

SyncDoc OCR availability depends on configuration and its results require review.

If you use the configured Google sign-in option, we receive your Google account identifier, email, name and profile image for authentication and account linking. Google's own processing is governed by its privacy notice.

8. Is your information transferred internationally?

EasySync360 uses service providers that may process information in countries outside your own, including the United States. The location and applicable safeguards depend on the provider and service used. Contact us for information about the providers and transfer arrangements relevant to your use.

9. How long do we keep your information?

We keep your information for as long as necessary for the purposes set out in this Notice, unless a longer period is required or permitted by law. When data is no longer needed, we delete or anonymise it, or securely store and isolate it. Closing an account or retiring a feature does not automatically remove records needed for business, security or legal purposes, or copies subject to a provider’s applicable retention rules.

10. How do we keep your information safe?

We use appropriate technical and organisational security measures. However, no transmission or storage over the internet is 100% secure, so please access the Services within a secure environment.

11. Do we collect information from minors?

EasySync360 accounts are intended for adults. Organisation records, including laboratory records, may concern other individuals and can include minors. Organisations are responsible for having the required authority and safeguards for records they enter. Contact support if you believe information has been entered without proper authority.

12. What are your privacy rights?

Depending on your location (EEA, UK, Switzerland, Canada, or US states), you may have rights to access and obtain a copy of your data, rectification or erasure, restriction of processing, data portability, the right not to be subject to automated decision-making, and the right to object. You can withdraw consent at any time and opt out of marketing. Account information can be reviewed, changed, or terminated. Individuals in the EEA/UK may complain to a data protection authority; those in Switzerland may contact the FDPIC.

13. Controls for Do-Not-Track features

We do not currently respond to Do-Not-Track (DNT) browser signals, as no finalised standard exists.

14. Do United States residents have specific privacy rights?

Residents of CA, CO, CT, DE, FL, IN, IA, KY, MD, MN, MT, NE, NH, NJ, OR, RI, TN, TX, UT, and VA may have rights to access, correct, copy, delete, and withdraw consent. Additional rights may include the right to opt out of targeted advertising, sale, and profiling; the right to designate an authorised agent; the right to request verification; and the right to appeal. For privacy questions or to exercise applicable rights, contact support@easysync360.com. Requests are subject to applicable law and appropriate review; this does not limit statutory rights.

15. Do other regions have specific privacy rights?

Australia (Privacy Act 1988) and New Zealand (Privacy Act 2020): you have rights of access and correction, and may complain to the OAIC or the NZ Privacy Commissioner.

Republic of South Africa (POPIA): you have rights of access and correction, and may complain to The Information Regulator (South Africa) at enquiries@inforegulator.org.za or POPIAComplaints@inforegulator.org.za.

16. Do we make updates to this notice?

Yes — updates are indicated by a revised "Last updated" date.

17. How can you contact us about this notice?

Email Support@easysync360.com or write to us by post: Easysync360 (PTY) LTD, Johannesburg, Gauteng 2196, South Africa.

18. How can you review, update, or delete the data we collect?

Submit a data subject access request. Depending on your location, you may have rights to access, correct, or delete your data, and to withdraw consent.