Synaptic Labs
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Privacy Policy

Effective November 6, 2026

Introduction

Synaptic Labs LLC ("Synaptic Labs", "we") is committed to protecting the privacy and security of personal information collected from our customers and website visitors. This Privacy Policy describes how we collect, use, and share personal information in connection with our website, www.synapticlabs.ai, and our services. By using our services, you agree to the terms of this Privacy Policy.

Information We Collect

We collect personal information that you provide to us:

  • Contact form: your first name, last name, email address and website (the last name and website are optional), your message, the services you are interested in, and the page you sent the form from.
  • AI readiness assessment: your answers, the business context you describe (such as your industry, team size, goals and challenges), your first name, email address and company, and, if you add them, your last name and job title. We also record that you agreed to have your report generated and whether you asked for our newsletter.
  • Newsletter signup: your email address, your first and last name if you provide them, the page you signed up from, when you subscribed and the consent wording version you accepted.
  • Massachusetts training grant guide: your name, work email address and company, and whether you asked for our newsletter.
  • Booking a call: the details you enter in our scheduling tool.
  • Purchases: when you buy a service through one of our payment links, the details you enter at checkout. Stripe processes these payments, and we don't receive or store your card details.
  • Online courses: our courses at flows.synapticlabs.ai run on Teachable. When you enroll, Teachable shares your name, email address and the enrollment details with us: the course, the amount paid, the currency, the date and any coupon code. These details pass through an automation we host ourselves on Railway. If you bought a course and connect your Discord account to reach its community channels, we also receive your Discord user ID.
  • AI assistant: the messages you send to Professor Synapse, the assistant on our website, and records about each conversation, as described under AI Assistant.

We also collect limited information about how our website is used, without cookies, as described under Cookies and Analytics. To slow down repeated form submissions, our website briefly keeps a scrambled (hashed) form of your IP address in its memory, for an hour at most. It is not saved.

How We Use Information

We use personal information to:

  • reply to your messages and communicate with you about our services;
  • prepare your personalized AI readiness report and follow up with you about it;
  • send you the grant guide and other resources you ask for;
  • send marketing emails, such as our newsletter, to people who contact us, book a call, buy from us or submit one of our forms (you can unsubscribe at any time);
  • schedule and deliver the services and courses you buy, including access to course community channels;
  • answer your questions through our AI assistant, improve its answers and protect it from misuse;
  • improve our services, including through analytics and internal research.

We never sell your personal information. We share it only with the service providers described under Sharing of Information, so that they can do work for us.

How We Store and Retain Information

We store personal information in our CRM (GoHighLevel), in our website's own database, and with our payment processor, Stripe. The website database keeps a copy of every newsletter signup, contact form, grant guide request and readiness assessment you submit, so that nothing is lost if the CRM is briefly unavailable. Readiness reports are stored with our website hosting provider, and the link to your report works for 30 days.

We keep personal information until you ask us to delete it. To have your information removed, email us at profsynapse@synapticlabs.ai. Conversations with our AI assistant are kept for the periods described under AI Assistant.

Security Measures

We have implemented appropriate physical, technical, and administrative measures to protect personal information from unauthorized access, disclosure, alteration, and destruction. Only signed-in staff accounts can browse the form submissions stored by our website, and your readiness report can be opened only with the private reference your browser keeps or the signed link to your report.

Sharing of Information

We share personal information with third-party service providers who perform services on our behalf. Each provider handles personal information under its own terms and privacy policy. These are the providers that receive personal information today, and what each one receives:

  • GoHighLevel (also known as LeadConnector): our CRM, email, scheduling and payment link tool. It receives what you send through our newsletter signup, contact form, grant guide form and readiness assessment (including your answers, business context, scores and the link to your report), the details you enter when you book a call or buy through a payment link, and your course enrollment details. We use it to email you and to follow up.
  • OpenRouter: an AI service that passes what we send it to the AI model providers that process it. We use it to write your readiness report: it receives your assessment answers, scores and business context. We never send it your contact details, and we remove your name, email address, company and job title from the text you type before sending it. It also receives your messages to our AI assistant, as described under AI Assistant.
  • Railway: hosts our website, its database, your readiness reports, and the service that connects course purchases to Discord. Everything you send through our website passes through Railway. Railway keeps short-term technical logs, which can include IP addresses, to run and secure the service.
  • Stripe: processes the payments you make through our payment links. We don't receive or store your card details.
  • PostHog: our website analytics. It receives the limited, cookieless information described under Cookies and Analytics, and never the contents of our forms.
  • Teachable: runs our online course site and its checkout, and shares your enrollment details with us as described above.
  • Discord: hosts our course community. When you connect your Discord account after buying a course, we add you to our server and give you access to the course channels.
  • Google: our advertising (Google Ads). When you finish buying a course, our confirmation page may load the Google tag, as described under Cookies and Analytics, so we can count purchases that came from our ads.
  • Meta: our advertising on Facebook and Instagram. When you finish buying a course, our confirmation page may load the Meta Pixel, as described under Cookies and Analytics, so we can count purchases that came from our ads.
  • Resend: sends the emails you get after you buy a course: the link to connect your Discord account, and the welcome email once your course channels are open. It receives your email address and the content of those emails. It also sends sign-in emails for our own staff accounts and alerts to our team.

Cookies and Analytics

After a successful newsletter signup, we save a preference in your browser so the signup invitation stays hidden. This contains no email address or tracking identifier. Clearing your browser storage removes this preference. We also keep a yes/no flag in session storage so the newsletter button animation plays at most once per tab session. These preferences contain no name, email address or tracking identifier.

Our website does not set its own cookies, and it uses browser storage only for the preferences and actions described below. The exceptions are the advertising tags on our course confirmation page, described under Advertising below, and the sign-in cookie of the course assistant in our online courses, set only when a student signs in to it, described under Course Assistant.

Analytics. We use PostHog to count page views and clicks on a fixed list of buttons, such as "Book a call" or "Start my assessment". On blog posts, it also counts a post as read once you have scrolled through most of the article and the page has been on screen for at least 30 seconds; only the fact that the post was read is sent, not how far you scrolled or how long you stayed. PostHog runs in cookieless mode: it sets no cookies and stores nothing in your browser. Your browser sends PostHog the page you visited (its address without any query string), the website that referred you (the domain only), and general details such as browser type, operating system, screen size and time zone. To count unique visitors, PostHog's servers combine your IP address and browser details into an anonymous identifier that changes every day, so we cannot recognize you across days or link your visits to you. We do not create visitor profiles. If your browser sends a Do Not Track or Global Privacy Control signal, PostHog is not loaded at all.

Advertising. After you buy one of our courses, you land on our confirmation page (www.synapticlabs.ai/welcome). That page, and no other, may load the Google tag from Google Ads and the Meta Pixel so we can count purchases that came from our ads. Google and Meta may set or read their own advertising cookies in your browser, and receive the page address (which can name the course you enrolled in), your IP address and general browser details, under their own privacy policies. The Meta Pixel also reports the purchase, with the course price when we know it and a random event number. We do not send your name, email address or payment details. If your browser sends a Do Not Track or Global Privacy Control signal, these tags are not loaded. You can control how Google uses information for ads in My Ad Center, and read how Google uses information from sites that use its services. Read Meta's Privacy Policy for how Meta uses this information and how to control the ads you see.

Prompt library. Our prompt library counts how often each prompt is viewed, copied and shared. These counts hold nothing about who you are.

Automated crawlers. When a known AI crawler (for example GPTBot or ClaudeBot) fetches a page, our server counts it by crawler name, page address and date. This is bot traffic only: no IP address, browser details, cookies or other information about visitors is recorded.

Forms. What you type into our forms, including the contact form and the AI readiness assessment, is never sent to our analytics. When a form is submitted successfully, analytics records only that a submission of that type happened and on which page.

Booking calendar and videos. Our scheduling tool (provided by LeadConnector) and YouTube videos load in the page only when you click the button that shows them, such as "Show booking calendar" or "Play video". Until then, your browser does not contact those services. Once you click, the service loads in the page and its own privacy policy and cookies apply. Videos load from YouTube's privacy-enhanced mode (youtube-nocookie.com). Other "Book a call" links open the scheduling tool on its own page.

AI readiness assessment. After you submit the assessment, your browser keeps a submission reference in session storage so that your report can be picked up again if you reload the page, and so you can retry or download the PDF. It holds no answers or contact details, it is deleted when you start the assessment over, and your browser clears it when you close the tab.

AI assistant. When you send your first message to our AI assistant, your browser keeps a session token in session storage, as described under AI Assistant. The assistant also uses session storage to remember that its launcher wave has already played in this tab, so it plays only once. The assistant on our website sets no cookies; the course assistant sets one, described under Course Assistant.

Newsletter attribution. Links in Notes from the Lab include labels for the newsletter issue and the link you followed. These labels contain no email address or recipient identifier. On the page you land on, PostHog receives only those fixed labels alongside the page views, article reads and button clicks described above. This lets us count which newsletter links bring people to our content. The labels stay in memory only while that page is open; we do not use them to identify you or connect your visits across pages or days. Do Not Track and Global Privacy Control also turn off this measurement.

Email engagement. Our newsletter uses GoHighLevel to measure delivery and clicks on links. GoHighLevel can associate a tracked click with the recipient who followed the link. Where email-open measurement is enabled, it can also record opens, although email privacy features can make these counts inaccurate. These email records are separate from our cookieless website analytics. Browser Do Not Track and Global Privacy Control settings do not control tracking inside an email. You can unsubscribe using the link in any newsletter, or contact us to ask about or delete your email engagement information.

Course checkout links. If you arrive on our website from a link with campaign tags (the utm_source, utm_medium, utm_campaign, utm_content and utm_term parts of the address, which say which ad, post or email the link came from), your browser keeps those tags in session storage until you close the tab and adds them to the checkout link when you click through to buy a course, so our course platform, Teachable, can tell which campaign led to the purchase; apart from the fixed newsletter labels described above, these tags are not sent to our analytics or stored on our servers. This checkout-link feature does not run if your browser sends a Do Not Track or Global Privacy Control signal.

AI Assistant

Professor Synapse, the assistant on our website, answers questions about Synaptic Labs and links you to the pages that help. This section describes what happens when you chat with him. By sending a message you agree to this Privacy Policy and our Assistant Terms.

Your messages

We keep the text of your messages and of the Professor's answers for 30 days to improve his answers, and then delete it automatically. Please don't share health or personal details. If our screening detects health or personal information in a message, the copy we keep is redacted.

Conversation records

We keep records about each conversation long term. These records never contain the text of your messages or of the answers. They hold:

  • About the conversation: a random ID, when it started, the page it started on, your type of device, the version of this Privacy Policy and the Assistant Terms you agreed to, the version of the assistant's settings, how many messages were sent, and how the conversation ended.
  • About each message: how our screening scored it, what it decided and the topic it found; the parts of our website that were found and sent to the model, and the ones cited in the answer; the Professor's moods; which AI model was asked and which answered, including whether a backup model was used; the tokens used and the cost; how long each step took; whether the question was answered, the Professor didn't know, or it was refused, blocked or failed; any rating you gave; whether the message was redacted; and whether the answer had to be written again, or was replaced, because it repeated your details.
  • What you did in the chat: opening and closing it, the links you clicked (which page and in what order), the sources you opened, and ratings.

Limits and abuse protection

Before your first message is sent, your browser solves a small computing puzzle (an ALTCHA proof of work) that our own server checks. It involves no third party, no tracking and no cookies. Our server then gives your browser a session token that expires after 2 hours. Your browser keeps it in session storage, which your browser clears when you close the tab.

To limit how many messages can be sent, we keep a scrambled (hashed) form of your IP address and a key for your session, with message counts, warnings for misuse, and the time any pause or block ends. We keep these only as long as the limit period, pause or block lasts.

Who processes your messages

We send your messages to OpenRouter, an AI service that passes them to the AI model providers that process them for us. We send them so that the Professor can answer your question, and so that we can keep the assistant safe and on topic. OpenRouter and those providers receive your message, the recent conversation (including the Professor's answers), and parts of our website. They never receive other visitors' conversations.

Our analytics (PostHog) records only that the assistant was opened, that a message was sent (with its topic and how it was handled), which page a link in the chat led to, whether you rated an answer up or down, and that a conversation was deleted. It never receives what you or the Professor write. Only signed-in staff accounts can view assistant conversations and records.

Deleting a conversation

You can delete a conversation yourself while it is open: choose "Delete this conversation" at the bottom of the chat and confirm. This deletes the text of the conversation and the records about it described above. We keep one entry noting that a conversation was deleted and when, with a scrambled (hashed) form of its ID that can't be turned back into the ID. The limit records described under "Limits and abuse protection" (a scrambled form of your IP address and a key for your session, with message counts, misuse warnings and any pause or block) are not removed by a delete; they expire on their own when the limit period, pause or block ends. We also keep the cost of each answer, with nothing that links it to you or the conversation, so we can stay within our daily spending limit.

Once the chat has ended (for example, after you close the tab or after 2 hours), the button can no longer delete it. Email us at profsynapse@synapticlabs.ai with roughly when you chatted, and we will find and delete it.

Course Assistant

In our online courses on Teachable (flows.synapticlabs.ai), Professor Synapse is also a course assistant: he answers questions about the course's lessons and links you to the lesson that covers them. It works like the AI assistant described above, with these differences. By sending a message you agree to this Privacy Policy and our Assistant Terms.

Signing in with Teachable

The course assistant is for students enrolled in the course, so the first time you use it you sign in with your Teachable account in a small window. Teachable then shares your name and email address with us. We use your email address once, at that moment, to look up your Teachable user ID, and we keep only that ID. We do not keep your name, your email address or anything Teachable uses to sign you in, and we never see your Teachable password.

We check with Teachable, using our school's own access, that you are actively enrolled in the course: when you sign in, and again when you use the assistant if our last check is more than a day old. We keep, for each course, whether you were enrolled and when we checked.

The sign-in cookie

When you sign in, our website (www.synapticlabs.ai) sets one cookie, named __Host-sl_course_assistant, so you stay signed in. It holds a signed reference to your student record and nothing else, it can only be read by our server, and it is not used for analytics or advertising. It expires after 30 days without use, and after 180 days at most; then you sign in again. You can remove it at any time by clearing your browser's cookies for synapticlabs.ai.

Your messages and records

Your messages and the Professor's answers are kept for 30 days and then deleted, and records about each conversation are kept long term without any text, as described under AI Assistant. These records note which course assistant you used. They are not linked to your Teachable account or your student record.

Who processes your messages

As for the website assistant, we send your messages to OpenRouter and the AI model providers it passes them to, with the recent conversation and passages from the course's lessons. Teachable handles the sign-in and tells us whether you are enrolled. The course assistant does not load our website analytics.

How long we keep your student record, and deleting it

We delete your student record (your Teachable user ID and the enrollment checks) automatically 180 days after you last used the course assistant. You can delete a conversation yourself while it is open, as described under AI Assistant. To have your student record deleted sooner, email us at profsynapse@synapticlabs.ai.

Geographic Considerations

We operate globally and do our best to adhere to all privacy laws where we operate.

Children's Privacy

Our website and services are meant for businesses and adults. We do not knowingly collect personal information from children under 16. If you think a child has sent us personal information, email us at profsynapse@synapticlabs.ai and we will delete it.

Your Choices and Rights

If you contact us, book a call, buy from us or submit one of our forms, we may send you marketing emails. You can unsubscribe at any time by clicking the "unsubscribe" link in any of them. You may also request access to, correction of, or deletion of your personal information by contacting us through our contact page or by email at profsynapse@synapticlabs.ai. Depending on where you live, you may also have the right to object to or restrict our use of your information, to get a copy of it in a portable format, and to complain to your local data protection authority. To turn off our website analytics, turn on Do Not Track or Global Privacy Control in your browser.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time. If we make material changes to this Privacy Policy, we may notify you by email or by posting a notice on our website. The effective date at the top of this page shows when it last changed.

Contact Us

If you have any questions or concerns about this Privacy Policy or our privacy practices, please contact us through our contact page or by email at profsynapse@synapticlabs.ai.