Privacy policy

Who's responsible

Sylent Partners Inc., Ontario, Canada. Our Privacy Officer answers questions and requests at info@sylentpartners.com (please put "Privacy" in the subject).

If you're a customer of one of our clients, that business decides what happens with your information. We handle it on their behalf, only to do the work they ask us to do (see "Our clients' customers" below).

What we collect

On this website. This site doesn't use cookies, analytics or ads. Like any website, our host records basic technical details (your IP address, the page asked for and your browser) in server logs, to keep the site running and secure. If you email us, we keep your email so we can reply. If you ask for a call or the free playbook with a form on this site, we keep what you enter (your name, business, email or mobile number and your note) and what you agreed to and when, so we can reply and keep a record of your consent. We send occasional tips by email only if you tick that box, and every one lets you unsubscribe.

From our clients (business owners and the staff they add):

• Account details: name, email address, mobile number, your role and how you'd like to be reached. If you sign in with Google, Google shares your name, email address and profile picture with us. If you use a password, our sign-in provider stores it only in scrambled (hashed) form.
• Business details: your business's name, time zone, plan and settings, and the facts you give us so the work sounds like you (for example your Google review link).
• Data from the tools you connect: when you connect QuickBooks Online, Square or another tool, we read (and, where your plan includes it, update) the records the work needs, such as transactions, bills, vendors, customers and appointments. You choose what to connect and can disconnect at any time. The keys to those tools are stored encrypted.
• Receipts and documents you send us (photos, PDFs and forwarded emails), and the messages between you and Sylent (texts, emails and in-app messages), including what you approve or decline.
• The phone app: a notification token so we can alert you, your phone's name and model (so you can see which phones can approve payments), and the public half of a security key used to approve payments. Face ID and fingerprints are checked by your phone; we never receive them, and the private half of the key never leaves your phone.
• Billing: payments are processed by Stripe. We never see or store full card numbers.
• Technical logs when you use the service (IP address, time and what was requested), kept to secure the service and fix problems.

About our clients' customers. To do the work a business asks for, we handle information about its customers from the business's own tools: names, phone numbers, email addresses, appointment and purchase details, and the messages we send or receive for the business (for example a reminder, a thank-you or a request for a review). We also record when someone asks not to get texts, so they don't get them again from that business. When someone calls a business's Sylent number, we keep the caller's number (when it's shown), the time, and what happened, for example that we texted them back. We don't record calls or take voicemails.

How we use it

• To do the work our clients sign up for: bookkeeping, reminders, answering customers, thank-yous and review requests, drafts for the owner to approve, and the monthly report of time saved.
• To ask for approvals and carry out only what was approved. Anything that speaks in a client's name waits for their OK, unless they've chosen to let that kind of task run on its own. Money only moves after the owner approves that payment in the Sylent app with Face ID or a fingerprint.
• To run, secure and improve the service, fix problems and support you.
• To describe our results publicly, for example on our website, using only anonymous, combined numbers (such as the average time saved per task) that never identify a client or a person.
• To send service messages, such as approval requests, alerts and monthly reports.
• To meet our legal obligations.

We don't sell personal information, and we don't use it for advertising.

How the AI uses it

The work is done by AI agents built on Claude, made by Anthropic. To do a task, an agent reads the business information and records that the task needs. Anthropic processes that information to provide its service to us and, under its commercial terms, doesn't use it to train its models. People on the Sylent team can see the agents' work, to check and support it.

Who helps us

We use these companies to run Sylent. Each one gets only what its job needs, and must protect it:

• Supabase: our database, sign-in and file storage (United States, North Virginia).
• Render: runs our application (United States, Virginia) and serves this website.
• Anthropic: the AI models that do the work (United States).
• Postmark: sends our emails (United States).
• Twilio: sends and receives our text messages and phone calls (United States).
• Expo: delivers notifications to the phone app (United States).
• Google: sign-in with Google, and our own email.
• Stripe: processes payments.

At a client's request, we also connect to the tools the business already uses, such as QuickBooks Online, Square and Jobber. Those companies' own privacy policies cover the information they hold.

We may share information if the law requires it, or to protect someone's safety. If Sylent is ever sold or merged, this policy would continue to protect the information we hold.

Where it's stored

Sylent is a Canadian company, but our service providers store and process information in the United States (and some may use other countries). While it's there, it's subject to the laws of those countries, and their courts, governments and law enforcement may be able to access it. Our providers must protect it under their contracts with us.

Our clients' customers

When we handle information about a client's customers, we act for that business. We use it only to do the work the business asks for, never for our own purposes, and we don't sell it or share it with anyone else. The business is responsible for having the right to share it with us and to contact its customers.

If you're one of their customers and want to see, correct or delete your information, contact the business; we'll help them answer you. To stop texts from a business, reply STOP to any of its texts.

How long we keep it

• While you're a client, we keep what the work needs.
• When a client leaves, they can download their data from Settings first (we're glad to help). We then delete the business's data from our systems within 60 days, and from our providers' backups as those backups expire, except what the law requires us to keep (such as our own invoices and tax records).
• Server logs are kept for a short time, then deleted.
• Requests from this site's forms: if you don't become a client, we delete yours once we no longer need it, and at the latest two years after we last heard from you. Ask any time and we'll delete it sooner.
• Your accounting records stay in your own QuickBooks (or other tools); leaving Sylent doesn't remove them.

How we protect it

• Encrypted connections (HTTPS) everywhere.
• The keys to clients' tools are encrypted (AES-256) before they're stored, and each business's data is kept apart from every other business's.
• Only the people on the Sylent team who need it to do and support the work can access it.
• A payment needs the owner's approval on their own phone with Face ID or a fingerprint; a link, a text or the website can't approve one.
• If a breach of our safeguards creates a real risk of significant harm, we'll tell the people affected and the Office of the Privacy Commissioner of Canada, as the law requires.

Your choices and rights

You can ask to see the personal information we hold about you, ask us to correct it, or withdraw your consent (which may mean we can't keep providing the service). Email info@sylentpartners.com and we'll answer within 30 days.

Owners can change how they're reached, turn automatic tasks off, disconnect tools, remove phones and download their data in Settings at app.sylentpartners.com.

If you're not satisfied with our answer, you can complain to the Office of the Privacy Commissioner of Canada.

Google user data

Sylent's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. Today we receive only your name, email address and profile picture when you sign in with Google, and we use them only to sign you in and show your account.

Children

Sylent is a service for businesses. Accounts are for adults acting for a business, not for children.

Changes to this policy

If we change this policy, we'll post the new version here with its date, and tell our clients by email before an important change takes effect.

Contact

Questions or requests: info@sylentpartners.com. Sylent Partners Inc., Ontario, Canada.