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Synaptic Labs
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Privacy Policy

Effective September 29, 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.
  • 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 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 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 model service that we use, with a model made by OpenAI, 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 passes your messages to our AI assistant's model, 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.
  • TypeSafe: screens each message sent to our AI assistant and picks the parts of our website that answer it, as described under AI Assistant.
  • 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

Our website does not set cookies, and it does not store anything in your browser unless you take one of the actions described below. That is why you do not see a cookie banner.

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". 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.

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 sets no cookies.

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; and whether the message was redacted.
  • 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

  • TypeSafe screens each message before it is answered: whether it is on topic, whether it tries to misuse the assistant, is abusive or harmful, contains health or personal information, or asks for a person. It also picks the parts of our website that best answer your question. It receives your message, the last two turns of the conversation, a short summary of our website, and the parts of our website it compares.
  • OpenRouter sends your conversation to the AI model that writes the answer: a model made by Anthropic, or one made by OpenAI if the first is unavailable. The model receives your messages and the parts of our website picked for your question. It never receives 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), and which page a link in the chat led to. It never receives what you or the Professor write. Only signed-in staff accounts can view assistant conversations and records.

Deleting a conversation

To have a conversation deleted, 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.