Privacy

Privacy notice

How synoia uses personal data: what we hold and why, the companies that handle it, how long we keep it, and your rights.

Last updated 30 October 2026.

The short version

synoia keeps your notes as files on your computer, and syncs them through a service we run on AWS in London.
To sign you in, we hold your name, your email address and the id of your Google or Microsoft account.
Your organisation decides what goes into its workspaces. We hold that content for your organisation, and act on its instructions.
If you buy a plan, Stripe takes the payment on its own pages. We never see your full card number.
We run no AI model over your content. If you connect your own AI, what it reads goes to your AI provider, under your terms with them.
We record who does what in synoia, and every time our own people reach the service. We keep these records for 12 months, where nobody can change or delete them early.
This website uses analytics cookies only if you agree to them.
To ask about your data or use your rights, email contact@synoia.app.

Who we are

synoia is made and run by MilUX Ltd, a company registered in England and Wales, company number 11937659. In this notice, "we" and "us" mean MilUX Ltd.

This notice covers the synoia desktop app, the service it syncs through, and this website.

Email us at contact@synoia.app, or write to our registered office: The IncuHive Space, 4th Floor Chantry House, The Chantry Centre, Andover, Hampshire, SP10 1LZ.

Our registration number with the Information Commissioner's Office is ZA564432.

synoia is for people aged 18 and over. It isn't meant for children.

Two roles, depending on the data

Data protection law gives us one of two roles, depending on who decides why the data is used.

We decide
Your account and sign-in, your plan and its payments, the service's own records such as its logs and the records of our own people's access, emails you send us, and this website.
For these we are the controller. We decide why and how the data is used, and we answer for it.
Your organisation decides
The content in your organisation's workspaces, who belongs to them, who can see what, and each workspace's audit log.
For these your organisation is the controller, and we are its processor. We hold and use the data only to run synoia for your organisation, on its instructions, under the data processing terms in our terms of service. Questions about this data go to your organisation first, and we'll help it answer.

What we hold about you, and why

This is the data we decide about. The lawful basis is the reason the law lets us use it.

Your account
When you sign in with Google or Microsoft, they tell us your name, your email address, whether they have verified it, and the id of your account with them. Google also sends a link to your profile picture. We keep these with your account, along with the sign-in tokens they issue.
Why: to sign you in and to know it's you. synoia has no passwords.
Lawful basis: to provide synoia under our terms with you, and our legitimate interest in keeping the service secure.
Your plan and payments
If you buy a plan, Stripe collects your card or other payment details, your billing address and, if you give one, your tax ID, on its own pages. We never see your full card number.
Stripe tells us the ids of your Stripe customer record and subscription, the plan and how often you pay, its state, when the trial and the current period end, and whether a payment has failed. We keep these with your account, with the workspaces your plan covers and the changes you make to it.
Why: to sell you a plan, to apply it to your workspaces, and to keep the records tax law requires.
Lawful basis: to provide synoia under our terms with you, and our legal duty to keep tax records.
Sign-in sessions
A record for each app or browser you're signed in on. It can include your IP address and the description of the app or browser that it sent.
Why: to keep you signed in, and to spot misuse. A sign-in ends after about 30 days without using synoia. On your Mac, the app keeps its sign-in in the keychain.
Lawful basis: as for your account.
Service logs
Our server's record of what it does, such as errors and administrative actions. Entries can include account, workspace and channel ids and, when an email fails to send, the address it was for.
Why: to run the service and look into faults or misuse.
Lawful basis: our legitimate interest in running the service securely.
Records of our own access
Each time one of our people, or our AI engineering agent, logs in to the server or opens its database, the server records who it was, which key they used, the IP address they came from, the reason they gave, and the commands they ran. A copy leaves the server within about a minute, for storage in a separate account that nobody, including us, can change or delete for 12 months.
Why: to keep the service secure, and to show that every access to your data is recorded. Your workspace's audit log shows when we reached it.
Lawful basis: our legitimate interest in keeping the service secure and showing how it is run.
Joining the pilot
If you asked to join, what you told us about your organisation. If we invited you, your email address and our record of the invitation.
Why: to choose the pilot's members and let them in.
Lawful basis: steps you asked us to take before an agreement, and our legitimate interest in running the pilot.
The waitlist
If you joined the waitlist before it closed, your email address, your organisation if you told us it, and the date you joined.
Why: to honour the waitlist offer.
Lawful basis: steps you asked us to take, and our legitimate interest in honouring the offer.
Emails you send us
Your email address and what you write to contact@synoia.app.
Why: to reply to you.
Lawful basis: our legitimate interest in answering you.
Visits to this website
If you agree to analytics cookies, Google Analytics records your visit: the pages you see, roughly where you are, your browser and device, and the site that sent you.
Why: to see how many people visit and which pages help.
Lawful basis: your consent. You can withdraw it at any time from Cookie settings.
Your feedback
What you tell us about using synoia.
Why: to improve it. We won't name you or your organisation in public without asking you first.
Lawful basis: our legitimate interest in improving synoia.

We don't sell personal data, and we don't use it for advertising. We share it only as this notice describes, or when the law requires us to.

What we hold for your organisation

Your organisation decides what goes into its workspaces and who can see it. We store this data so the service can sync it to the right people and answer their AI. The lawful basis is your organisation's, and its own privacy notice should explain it.

Channel content
Notes, their edit history and earlier versions, pictures and other files kept in channel folders, and the names of notes and folders.
Notes that mention people hold personal data too. Your organisation decides what goes in.
Members and access
The workspace's members, teams and guests, their roles, and who can see which channel, folder or note. Invitations your organisation sends, with the invited email address.
Profiles
The name, job title and photo you choose to show in a workspace, if you add them. That workspace's members can see them.
Audit log
The service records what people do in a workspace: signing in and out, invitations, changes to roles and access, each note opened or changed in the app, and each read or change an AI makes through synoia's connector, including what an AI changed. Each entry says who, what, when and how, using ids. It never holds the names or text of notes.
Entries for signing in, connecting an AI and our own access also hold the IP address they came from.
Owners and admins can ask us for their workspace's record, and you can ask for your own, at contact@synoia.app.

Encryption

Each workspace has its own encryption key, held in AWS's key service in London. Note text, files, pictures, version history and the search index are encrypted under it. We still hold the keys while the server runs, so this protects your content in a copy of the database or a backup, and not from us.

What other people can see

People who can see a note can see when you're in it.
Push-to-talk voice in a channel passes through the service to the people in that channel as you speak. It isn't recorded or stored.
Anyone holding an invitation link can see the invited email address, the inviter's name and the name of what you're invited to, until the link is used, withdrawn or 48 hours old.
If someone with the right access publishes a note as a public link, anyone with the link can read that note.

What stays on your computer

The app keeps the notes you can read as ordinary files on your computer, one folder per channel, with their pictures.
Beside them, in a hidden folder, it keeps a search index and a log. These stay on your computer. The log reaches us only if you choose to send it to us.
Encrypting your computer's disk is up to you. On a Mac, turn on FileVault.

Your own AI

You can connect your own AI, such as Claude, ChatGPT or another MCP client. It signs in as you, and can read and change what you can.
What it reads goes to your AI provider, under your terms with them. Your provider may store it outside the UK. Claude, for example, stores data in the US.
Your AI provider is responsible for what it does with that data. Its own privacy notice explains it.
We run no AI model over your content.

Other companies that handle data

These companies handle data so that synoia can work. For your organisation's data, they are our sub-processors, apart from the identity providers, which act for themselves. We'll update this list before we add or change one.

AWS
Hosts the service, its database, its backups and the encryption keys for each workspace, in London (eu-west-2). Keeps the audit logs and the records of our own access in a separate account, also in London.
Cloudflare
Carries all traffic to and from the service, delivers app updates, and delivers this website. It decrypts traffic at its edge and re-encrypts it to our server, so it can see your IP address and what you send and receive, your notes included, as they pass through.
Stripe
Takes payments for plans on its own pages, and makes the invoices. It holds your card or other payment details, your billing address and any tax ID you give. For most of this it acts for us. For some, such as preventing fraud and meeting its own legal duties, it decides for itself, under its own privacy notice.
Google or Microsoft (identity providers)
Runs your sign-in, whichever you choose. You sign in with your own account with them, under their terms and privacy notice. They are independent controllers, not our sub-processors: they handle your sign-in for their own purposes, under your agreement with them, and never see your workspace's content.
Google Analytics
Counts visits to this website, and only if you agree. It handles your IP address, your browser and device, and the pages you visit.
CookieYes
Shows the cookie choice on this website and records what you choose.
Google Workspace
Hosts our email, including contact@synoia.app.
Invitation email
Invitations may be sent by an email provider. We'll name it here before we use one.

Your AI provider isn't on this list, because you choose it and use it under your own terms.

Where your data is

The service, its database and its backups are in London.
Cloudflare runs a worldwide network. Your traffic passes through a Cloudflare location that depends on where you are, which may be outside the UK. Cloudflare may also process data about that traffic outside the UK.
Stripe may process payment data outside the UK, including in the US.
Google and Microsoft may process sign-in data outside the UK. Google Workspace may store email outside the UK. Google Analytics may process data about visits outside the UK.
For these transfers we rely on the safeguards in each provider's data processing terms: the UK Extension to the EU-US Data Privacy Framework (the UK-US data bridge) where the provider is certified under it, or the UK International Data Transfer Addendum to the EU standard contractual clauses.

How long we keep it

Account and sign-in
While you have an account. If you ask us to close it, we delete these details within one month. An account that pays for a plan stays open until the plan has ended.
If you sign in without an invitation and, after 7 days, you haven't bought a plan or joined a workspace, we delete the account.
Plans and payments
Your plan's details while you have an account. Records of what you bought and paid for, for 6 years after the end of the financial year they belong to, because tax law requires it. Stripe keeps its own records, under its own privacy notice.
Service logs
30 days.
Waitlist
Until your discount is used, or until you ask us to remove your details, whichever comes first.
Emails to us
Including requests to join and feedback: 2 years.
Organisation data
Until your organisation deletes it, or leaves synoia. When a plan lapses, the copy on our server of each workspace it covered is deleted on day 14, as our terms describe.
A note deleted in synoia can still be held by the service, so that it can be brought back, until the whole channel is deleted.
Ended workspaces
When a workspace's copy on our server is deleted after its plan lapsed, we keep its name, the day it ended and who was in it, for 90 days, so each member's app can keep its channels on their computer.
Audit log
12 months, including records of what an AI changed. Kept after the note or channel an entry describes is deleted, so the record outlives it.
Records of our own access
12 months.
Backups
Nightly copies of the service's database, encrypted before they leave the server, kept for 35 days in London. Anything deleted from the service is gone from the backups within 35 days. When a workspace is deleted, its encryption key is scheduled for deletion, after which no backup of it can be read.
Leaving
When an organisation leaves synoia, we delete its workspaces from the service, including their history and pictures. The files on members' computers stay where they are. Its audit log stays until each entry's 12 months end.
Deleting an organisation's data with evidence that it's gone is planned, and not built yet.

Your rights

You can ask us:

for a copy of the personal data we hold about you
to correct it if it's wrong
to delete it
to limit how we use it, or to stop using it
to give it to you, or to another organisation, in a form a computer can read

Email contact@synoia.app. We may need to check it's you. We'll reply within one month, and tell you if we need longer. Some rights apply only in some situations. If one doesn't apply, we'll tell you why.

The audit log and the records of our own access can't be changed or deleted before their 12 months end, even if you ask. A record anyone could change or delete early would prove nothing, and these records exist to show what happened, including what our own people did. They hold ids and, for some entries, an IP address, and never your name or email address, so once your account is deleted they no longer say who you are.

We must keep payment records for as long as tax law requires, even if you ask us to delete them.

For data in your organisation's workspaces, your organisation decides, so ask it first. If you ask us, we'll pass your request to your organisation and help it answer.

Cookies

If you agree, we use Google Analytics to count visits and see which pages help. It sets cookies only after you say yes, and you can change your mind at any time from Cookie settings. CookieYes records your choice.

The service's own web pages, such as sign-in and the admin pages, use cookies only to sign you in and keep you signed in. These are strictly necessary, so they don't need your consent.

Stripe's checkout and billing pages are Stripe's own, and use Stripe's cookies, under its own privacy notice.

Complaints

If you're unhappy with how we've handled your data, tell us at contact@synoia.app and we'll try to put it right.

You can also complain to the Information Commissioner's Office, the UK's data protection regulator, at ico.org.uk or on 0303 123 1113.

Changes to this notice

When anything here changes, we'll update this page and the date at the top. If a change affects how we use your data, we'll email members before it takes effect.