Privacy policy

SyncBooks is a cloud accounting and ERP service operated by Synconic (Pvt) Ltd, Colombo, Sri Lanka. In this policy, “we”, “us” and “our” refer to Synconic (Pvt) Ltd, and “you” refers to the person or business using SyncBooks. For any privacy question you can reach us at info@synconic.net.

We collect only what we need to provide the service:

• Account information. Your name, email address, telephone number, business name and the role assigned to you within your organization.
• Business data you enter. The accounting records you create in SyncBooks, including invoices, bills, customer and supplier details, inventory, bank and cheque records and tax figures. This data belongs to you. We process it solely to operate the service for you.
• Payment information. Subscription payments are processed by a licensed third party payment gateway. Card numbers, CVV and banking credentials are entered on the gateway’s secure page and are never transmitted to or stored on our servers. We retain only the outcome of a transaction, its amount, date and reference.
• Technical information. IP address, browser type, device information, pages visited and timestamps, collected through cookies and server logs to keep the service secure and reliable.
• Error diagnostics. We use an error monitoring service to detect and fix faults. When an error occurs it records the technical details of that error, and it may capture a replay of the affected session so we can reproduce the problem. Text content is masked and media is blocked in these recordings, and they are used only to diagnose faults.
• Support correspondence. Messages you send us by email or through the contact form.

• To create and administer your account and your organization's workspace.
• To deliver the features you subscribe to, and to calculate VAT, SSCL and WHT figures from the records you enter.
• To process subscription payments and issue receipts and renewal notices.
• To send service messages such as approval notifications, password resets and security alerts.
• To provide support, investigate faults and improve the reliability and usability of the product.
• To detect, prevent and investigate fraud, abuse and unauthorised access.
• To meet our legal, accounting and regulatory obligations in Sri Lanka.

We do not use your business accounting data for advertising, and we do not sell it. We do not use your business records to train third party artificial intelligence models.

SyncBooks includes an assistant called Syna. When you ask Syna a question, the text of your question and the specific records needed to answer it are sent to our AI provider so that a response can be generated. Syna operates strictly within your own permissions and can only read what your user account is allowed to read. Syna never posts accounting entries on its own: any invoice, journal or similar document it prepares is presented to you as a draft, and nothing reaches your ledger until you approve it. Reports you ask Syna to build are saved to your workspace so you can open them again.

We do not sell, rent or trade your personal information. We share it only with service providers who help us operate SyncBooks, and only to the extent each provider needs:

• Hosting and database. Our infrastructure providers store the application and your data.
• Payment gateway. Our payment gateway processes subscription payments and receives the details required to complete a transaction.
• Email delivery. Our email provider transmits the notifications and documents you choose to send.
• AI provider. Receives only the content of a Syna request, as described above.

We may also disclose information where we are required to by law, a court order or a lawful request from a public authority, or where disclosure is necessary to protect our rights, safety or property.

We use only the cookies that are necessary for the service to function: they keep you signed in and remember which organization you are working in. We do not use advertising cookies, and we do not run third party analytics or tracking scripts on the application. You can block or delete cookies through your browser settings, but SyncBooks will not work correctly without the essential ones.

• All traffic between your browser and SyncBooks is encrypted in transit using TLS.
• Data is separated by organization, and access within an organization is controlled by the role you are assigned.
• Access controls are enforced at the database level as well as in the application, so a user cannot reach data their role does not permit.
• Payment card details never reach our servers; they are handled entirely by the payment gateway.
• We keep backups so that your data can be restored in the event of a failure.

No method of transmission or storage is completely secure, and we cannot guarantee absolute security. Please protect your account by using a strong, unique password and by keeping it confidential.

We retain your account and business data for as long as your organization holds a SyncBooks account, so that your accounting history stays available to you. If you ask us to close your account, we keep the data for a short period in case the request was a mistake, then delete it from our active systems and let it fall out of our backups on their normal cycle. We may retain certain records for longer where Sri Lankan law requires it, for example for tax and audit purposes.

You may at any time:

• Access the personal information we hold about you, and ask us for a copy of your business data.
• Correct information that is inaccurate or incomplete, either in the application or by contacting us.
• Ask us to close your account and delete the personal information associated with it, subject to the retention obligations above. Send the request from the address registered on the account and we will confirm once it is done.
• Export your records from the application: most list screens offer a spreadsheet export, and documents, statements and reports can be downloaded as PDF. Write to us if you need a complete copy of your data in one package.
• Choose which SyncBooks notifications reach you by email, under Settings, Notifications, or by writing to us.

To exercise any of these rights, write to info@synconic.net. We will respond within a reasonable period.

SyncBooks is a business product and is not directed at children. We do not knowingly collect personal information from anyone under the age of 18.

We may update this policy as the service develops or as the law changes. The revised version will be published on this page with a new update date, and where the change is significant we will notify account owners by email. Continuing to use SyncBooks after a change takes effect means you accept the revised policy.