Privacy Policy

Introduction

sylvantics is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect personal information in connection with our speech recognition and AI transcription services.

This policy applies to all individuals who interact with sylvantics, including website visitors, service enquirers, clients, and users of our transcription platforms. By using our services or providing personal information to us, you acknowledge that you have read and understood this Privacy Policy.

For privacy-related questions or concerns, please contact us at [email protected].

Data Collection

Personal Information We Collect

We collect personal data that you voluntarily provide to us when you:

Fill out contact forms or service enquiry forms on our website
Communicate with us via email, phone, or other channels
Register for an account to access our transcription services
Upload audio files for transcription processing
Participate in workflow assessments or implementation projects

The types of personal information we may collect include:

Name and contact details (email address, phone number, business address)
Organisation name and role within your organisation
Account credentials and authentication information
Communication preferences and interaction history
Audio files and associated metadata that you upload for transcription
Usage data regarding how you interact with our services

Automated Data Collection

When you visit our website, we automatically collect certain information through cookies and similar technologies:

IP address and geographic location
Browser type and version
Operating system and device information
Pages visited and time spent on pages
Referral sources and navigation patterns

For detailed information about our use of cookies, please refer to our Cookie Policy.

How We Use Your Data

Legal Basis for Processing

We process personal data on the following legal bases:

Consent: When you provide explicit consent for specific processing activities, such as marketing communications
Contract Performance: Processing necessary to deliver our transcription services under our service agreements
Legitimate Interests: Processing necessary for our business operations, provided it does not override your rights and interests
Legal Obligation: Processing required to comply with Singapore laws and regulations

Purposes of Data Use

We use your personal data for the following purposes:

Providing and delivering our speech recognition and transcription services
Responding to service enquiries and support requests
Processing audio files and generating transcripts
Managing user accounts and authentication
Conducting workflow assessments and implementation projects
Improving our services through usage analysis and quality monitoring
Sending service-related communications and updates
Marketing communications (only with your consent)
Complying with legal obligations and regulatory requirements
Detecting and preventing fraud or misuse of services

Data Sharing and Third Parties

We do not sell personal data to third parties. We may share personal information with:

Service Providers

We engage trusted third-party service providers to support our operations, including:

Cloud infrastructure providers for secure data storage and processing
Payment processors for billing and invoicing
Email service providers for communications
Analytics services to understand website usage

These service providers are contractually obligated to protect your data and use it only for the purposes we specify.

Legal Requirements

We may disclose personal data when required by law or when necessary to:

Comply with legal processes or regulatory requirements
Protect the rights, property, or safety of sylvantics, our users, or others
Investigate potential violations of our terms of service
Respond to requests from law enforcement or government authorities

Data Security Measures

We implement comprehensive security measures to protect personal data from unauthorised access, disclosure, alteration, or destruction:

Technical Safeguards

Encryption: All data transmitted between users and our systems is encrypted using TLS 1.3. Data at rest is encrypted using AES-256 encryption.
Access Controls: Personal data is accessible only to authorised personnel who require it for their job functions. Access is controlled through multi-factor authentication and role-based permissions.
Network Security: Firewalls, intrusion detection systems, and regular security assessments protect our infrastructure.
Regular Updates: Systems and software are kept current with security patches and updates.

Organisational Measures

Staff training on data protection and privacy practices
Incident response procedures for potential data breaches
Regular security audits and vulnerability assessments
ISO 27001 certified information security management practices

While we implement robust security measures, no method of electronic transmission or storage is completely secure. We cannot guarantee absolute security but are committed to protecting your personal data to the best of our ability.

Data Retention

We retain personal data only for as long as necessary to fulfill the purposes for which it was collected or as required by law:

Account Data: Retained for the duration of the account relationship plus seven years for business record purposes
Audio Files and Transcripts: Retention periods specified in individual service agreements, typically ranging from one to seven years
Communication Records: Retained for three years to support customer service and dispute resolution
Marketing Data: Retained until consent is withdrawn or two years of inactivity
Website Analytics: Anonymised after 14 months

When personal data is no longer needed, it is securely deleted or anonymised. For on-premises deployments, clients control retention periods for their audio files and transcripts.

Your Rights

Under Singapore's Personal Data Protection Act, you have the following rights regarding your personal data:

Right to Access

You may request copies of your personal data that we hold. We will provide this information within 30 days of receiving your request.

Right to Correction

If you believe personal data we hold about you is inaccurate or incomplete, you may request corrections. We will update the information promptly upon verification.

Right to Withdrawal of Consent

Where processing is based on your consent, you may withdraw that consent at any time. This will not affect the lawfulness of processing conducted prior to withdrawal.

Right to Object

You may object to processing of your personal data for direct marketing purposes. We will cease such processing upon receipt of your objection.

How to Exercise Your Rights

To exercise any of these rights, please contact us at [email protected]. We may request verification of your identity before processing requests. You also have the right to lodge a complaint with the Personal Data Protection Commission of Singapore if you believe we have not handled your personal data appropriately.

International Data Transfers

Our primary data processing operations are conducted within Singapore. In some cases, personal data may be transferred to or accessed by service providers in other jurisdictions. When such transfers occur:

We ensure adequate data protection measures are in place through contractual agreements
Transfers comply with Singapore's cross-border data transfer requirements
Recipients are contractually obligated to protect the data in accordance with standards comparable to this Privacy Policy

Children's Privacy

Our services are not directed to individuals under 18 years of age. We do not knowingly collect personal data from children. If we become aware that we have collected personal data from a child without appropriate consent, we will take steps to delete such information.

Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices, legal requirements, or business operations. When we make material changes, we will:

Update the "Last Updated" date at the top of this policy
Notify active users via email or through our platform
Post the updated policy on our website

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.