Effective date: October 29, 2025
Last updated: September 27, 2026 Version: 2.0
1. Who we are
Synops, synConnect and rectifAI are products of Foxtrot LLC, an Arizona limited liability company with its registered office at 12112 N Rancho Vistoso Blvd, STE 100, Oro Valley, AZ 85755, United States. Foxtrot LLC owns and operates synops.org.
In this policy, “we”, “our” and “us” mean Foxtrot LLC. “You” means any visitor to synops.org or any person who contacts us, subscribes to our updates, requests a demonstration, or participates in an evaluation or trial.
For personal information collected through this website, Foxtrot LLC is the data controller.
2. Scope of this policy
This policy covers personal information we collect through synops.org and through business communications connected to it.
This policy does not cover operational data that a customer loads into the Synops platform under a commercial agreement. Where we host or process maintenance, engineering, flight or personnel records on behalf of an airline, lessor or operator, that customer is the data controller and we act as its processor. Those activities are governed by the master services agreement and data processing addendum signed with that customer, not by this policy. If you are an employee of one of our customers and have questions about data held in a platform instance, contact your employer first.
3. Information we collect
3.1 Information you provide
- Contact and business details. Name, job title, employer, work email address, telephone number, and country, submitted through our contact form, a demonstration request, or direct correspondence.
- Correspondence. The content of emails, form submissions, meeting requests and messages you send us, including any attachments.
- Subscription details. Your email address and consent record when you subscribe to our newsletter.
- Evaluation and trial information. Where you take part in a demonstration, pilot or proof of concept, the account details, role information and feedback you provide.
3.2 Information collected automatically
- Server log data. IP address, date and time of request, pages requested, HTTP status, referring URL, user agent string.
- Device and browser data. Browser type and version, operating system, screen and language settings.
- Essential cookie data. Session and security identifiers described in our Cookie Policy.
3.3 Information from other sources
- Public professional sources. Publicly available business contact information, for example a company website, a public directory, or a professional networking profile, used to identify and contact relevant people at airlines, lessors, MROs and operators.
- Referrals. Contact details passed to us by a mutual contact who tells us you would like to hear from us.
- Service providers. Delivery and engagement records from our email and hosting providers.
We do not knowingly collect special category data, such as health, biometric or political information, through this website. Please do not send it to us in free text fields.
4. How we use your information, and our legal basis
| Purpose | Legal basis under UK and EU GDPR |
|---|---|
| Responding to enquiries and demonstration requests | Steps taken at your request prior to entering a contract, and our legitimate interest in responding to business enquiries |
| Providing, administering and supporting evaluations, pilots and services | Performance of a contract, and legitimate interest |
| Direct marketing and newsletters by email | Your consent, or legitimate interest in business to business marketing where permitted by local law |
| Operating, securing and maintaining the website, including fraud and abuse prevention | Legitimate interest in keeping our systems available and secure |
| Understanding which of our materials are useful, in aggregate | Legitimate interest in improving our content |
| Keeping business records, and establishing, exercising or defending legal claims | Legitimate interest, and compliance with a legal obligation |
| Meeting export control, sanctions screening and other regulatory duties | Compliance with a legal obligation |
Where we rely on legitimate interests, we have assessed that our interests are not overridden by your rights. You may ask us for a summary of that assessment using the contact details in section 14.
We do not use your personal information for automated decision making that produces legal or similarly significant effects on you.
5. Marketing communications
If you subscribe to our newsletter or ask to receive product updates, we will send you email about Synops, synConnect, rectifAI and related topics.
You can withdraw consent at any time using the unsubscribe link in any marketing email, or by writing to privacy@foxtrotllc.com. We act on unsubscribe requests promptly and in any event within ten business days.
We keep a record of your consent, including the date, the form used and the IP address of the submission, because we are required to demonstrate consent under Canada’s Anti-Spam Legislation and the GDPR.
Withdrawing marketing consent does not stop service and administrative messages relating to an active engagement.
6. Cookies and similar technologies
synops.org uses strictly necessary cookies only. We do not use advertising, profiling or third party analytics cookies. Full detail, including the specific cookies set and how to control them, is in our Cookie Policy.
7. Disclosure of your information
We do not sell your personal information, and we do not share it for cross context behavioural advertising or targeted advertising. We have not sold or shared personal information in the preceding twelve months.
We disclose personal information only in these circumstances:
- Service providers. Website hosting, email delivery, customer relationship management, document storage, IT support and professional advisers, each acting on our instructions under a written contract.
- Corporate transactions. A prospective or actual purchaser in connection with a merger, acquisition, financing or sale of assets, subject to confidentiality.
- Legal and regulatory. Courts, regulators, law enforcement or other authorities where we are legally required to disclose, or where disclosure is necessary to establish, exercise or defend legal claims.
- With your direction. Where you ask us to share information, for example with a colleague copied into a thread.
A current list of the categories of service providers we use is available on request.
8. International transfers
We operate from the United States and Canada, and our service providers may process data in other countries. If you are located in the European Economic Area, the United Kingdom or Switzerland, your personal information will be transferred outside your jurisdiction.
For those transfers we rely on the European Commission’s Standard Contractual Clauses, the UK International Data Transfer Addendum, or another lawful transfer mechanism, together with supplementary technical and organisational measures where appropriate. You may request a copy of the relevant safeguards by writing to privacy@foxtrotllc.com.
9. Retention
| Category | Retention period |
|---|---|
| Enquiries that do not lead to an engagement | 24 months from last contact |
| Client and prospect relationship records | Duration of the relationship, then 7 years |
| Newsletter subscription and consent records | Until you unsubscribe, then 3 years to evidence consent |
| Server and security logs | 12 months |
| Contracts, invoices and tax records | 7 years, or longer where law requires |
Where a longer period is required by applicable law, or where information is relevant to an actual or anticipated legal claim, we retain it for that period and then delete or anonymise it.
10. Security
We maintain technical and organisational measures appropriate to the risk, including encryption in transit, access control on a least privilege basis, multi factor authentication on administrative accounts, patching of hosting infrastructure, logging, and contractual security obligations on our processors.
No method of transmission or storage is completely secure. If a personal data breach occurs that is likely to result in a risk to your rights and freedoms, we will notify the relevant supervisory authority and affected individuals as required by applicable law.
11. Your rights
Subject to the law that applies to you, you may have the right to:
- obtain confirmation of whether we process your personal information, and a copy of it;
- have inaccurate information corrected;
- have your information deleted;
- restrict or object to processing, including objecting to direct marketing at any time;
- receive your information in a portable, machine readable format;
- withdraw consent at any time, without affecting the lawfulness of processing before withdrawal;
- be free from discrimination for exercising your privacy rights.
How to exercise them. Write to privacy@foxtrotllc.com with enough detail for us to identify you and understand the request. We respond within 30 days, or within 45 days where US state law allows and the request is complex, in which case we will tell you before the initial period ends. We may ask for information to verify your identity, and we use that information only for verification. There is no fee unless a request is manifestly unfounded or excessive.
Authorised agents. If you are in a US state that permits it, an authorised agent may submit a request on your behalf with written permission, and we may ask you to verify the agent’s authority directly.
If you are in the EEA, the UK or Switzerland, you may lodge a complaint with your national supervisory authority. In the UK this is the Information Commissioner’s Office. We would appreciate the chance to address your concern first.
If you are in Canada, you may complain to the Office of the Privacy Commissioner of Canada or to your provincial privacy regulator.
If you are in California, you may exercise the rights to know, delete, correct and limit under the CCPA as amended. We do not sell or share personal information and we do not use or disclose sensitive personal information for purposes that require a limitation right.
12. Children
synops.org is a business to business website directed at aviation professionals. It is not intended for anyone under 16, and we do not knowingly collect personal information from children. If you believe a child has provided us with personal information, write to privacy@foxtrotllc.com and we will delete it.
13. Third party links
Our website links to third party sites, including SAP Business Network and LinkedIn. We are not responsible for their content or privacy practices. Review their policies before providing personal information to them.
14. Contact
Privacy enquiries and rights requests privacy@foxtrotllc.com
General enquiries contact@foxtrotllc.com
Postal Foxtrot LLC Attn: Privacy 12112 N Rancho Vistoso Blvd, STE 100 Oro Valley, AZ 85755 United States
15. Changes to this policy
We review this policy at least annually. When we make a material change, we will update the effective date and version at the top of the page and, where the change significantly affects how we use information already collected, give notice by email or a prominent notice on the website at least 14 days before the change takes effect. Your continued use of the website after a change takes effect indicates acceptance of the revised policy.
Previous versions are available on request.
16. Governing law
This policy and any dispute arising from it are governed by the laws of the State of Arizona, United States, without regard to conflict of law principles. This does not remove any protection you have under mandatory data protection law in your country of residence.