Privacy Policy

Last updated: 12 August 2026

This Privacy Policy describes what information SyncDistro collects, what it is used for, who it is shared with, and what choices are available to the people who use the service. It applies both to the mobile app for sales reps and to the web system for admins and managers.

By using SyncDistro you accept the practices described in this document.

Quick summary

• SyncDistro is a work tool that companies provide to their sales staff.
• The mobile app uses the device’s GPS location to show the progress of a visit route and to record where each visit took place.
• Location tracking happens only while a route is in progress. If the rep pauses the route, tracking is suspended. When the route is completed or cancelled, tracking stops.
• Location can be seen by authorized users within the same organization the rep belongs to. It is not shared with third parties outside the provision of the service, and it is never sold or used for advertising.
• Recording a voice note during a visit is optional.
• The app can use the device camera to take photos of the business directly, without opening the gallery. The camera is only accessed when the rep chooses to take a photo, and the captured images are attached to the corresponding customer or visit.
• Location, microphone and camera permissions can be withdrawn at any time from the device settings.

How information is organized: organizations

SyncDistro works on a per-organization basis. Each company that subscribes to the service has its own space, and its data stays isolated from that of every other organization.

Each user belongs to a single organization and can only see and manage that organization’s information.

The commercial data recorded on the platform — customers, visits, routes, orders and documents — is provided and managed by the organization that subscribes to the service. That organization decides what information is captured, who on its team can access it, and which ERP system the orders are sent to. SyncDistro processes it following their instructions and for the purposes described in this policy.

Information we collect

User account data

Name, email address, password (stored encrypted), assigned role, account status, and the organization the account belongs to.

Organization data

Name, address, phone, email address, tax information and logo of the organization, as well as its regional settings (currency and date, time and number formats).

Customer and prospect data

Recorded by users during their commercial activity: legal name, trade name, business type, contact person, phone, email address, address, geographic coordinates, tax information (tax ID or EIN), attached tax or commercial documents, and photographs of the business, either taken with the device camera or picked from the phone’s files.

Location data

Geographic coordinates of the rep’s device and of the businesses visited. The detail of how it is used is in the How location is used section.

Audio recordings and transcripts

When a rep chooses to record a visit conversation or dictate an audio note, the audio file, its automatic transcript and the result of the analysis performed on that transcript are stored. This feature is optional: a visit can be logged and closed without any recording.

Commercial activity data

Assigned routes and their status, start and end timestamps of each visit, visit outcome, notes and remarks, reason for no sale, follow-up dates, products, quantities, agreed prices, and the orders created.

Technical data and audit records

Records that make it possible to identify which user changed relevant information and when, as well as audit-trail records of order submissions to the organization’s ERP system.

How location is used

The mobile app requests access to the device location for three specific purposes:

1. Tracking active routes. While a route is in progress, the rep’s position is recorded and sent to the web system so the organization can see route progress on a map and keep the trail travelled, along with derived data such as distance covered, time on the road, time spent at each business and idle time.
2. Geolocating visits. When a visit is logged, its coordinates are stored to record where it took place and to be able to locate the customer on the map.
3. Route optimization. Customer coordinates are used to calculate the most efficient visiting order.

When it is collected and when it is not

• Tracking of the rep’s position happens only while a route is in progress.
• If the rep pauses the route to attend to something unrelated to it, location collection is temporarily suspended.
• When the route is completed or cancelled, tracking stops.
• When no route is in progress, the app does not track location.

Who can see the location

Only authorized users of the same organization the rep belongs to, according to their assigned role. Location is not shared with other organizations, is not sold, is not passed to third parties for advertising purposes, and is not used to build commercial profiles.

Device permissions

The mobile app requests the following permissions:

Permissions can be granted or withdrawn at any time from the device’s operating system settings (for example, on Android: Settings → Apps → SyncDistro → Permissions). If the location permission is withdrawn, route execution and tracking features stop being available; if the microphone permission is withdrawn, voice notes cannot be recorded; if the camera permission is withdrawn, photos cannot be taken from within the app, although images already saved on the device can still be attached. Everything else keeps working.

Purposes of processing

We use the information collected in order to:

• Provide the service: authenticate users, show routes, log visits and create orders.
• Transcribe and analyze voice notes in order to propose the visit outcome and the order lines to the rep, information the rep reviews and confirms before it is saved.
• Send orders to the ERP system the organization has configured.
• Allow the organization to supervise the commercial activity of its field team.
• Keep the service secure, prevent unauthorized access and maintain audit records.
• Comply with applicable legal obligations.

We do not use the information for advertising, we do not sell it, and we do not pass it to data brokers.

Who information is shared with

• Within the user’s organization. Authorized users of the same organization can access the information according to their role.
• With the ERP system configured by the organization. The orders created are sent to the external ERP (for example SyncFreight, Odoo or SAP) that the organization itself has configured, with the data needed to create them.
• With service providers needed to operate. We use infrastructure and hosting providers, map and geocoding services to obtain coordinates from addresses, route optimization services, and audio transcription and analysis services. These providers process the information solely to deliver the service they were contracted for, and under confidentiality obligations.
• Where required by law. We may disclose information if a competent authority lawfully requires it, or to protect rights, safety or the integrity of the service.

Data retention

We keep information for as long as the organization maintains an active account, and for as long as necessary for the purposes described, to comply with legal and accounting obligations, and to resolve disputes.

Audio and transcripts are kept attached to their visit for as long as the organization needs them as a record of commercial activity. The organization may request deletion of specific records, or of all of its information, when the contractual relationship ends.

Audit and order-traceability records may be kept for longer periods, since they constitute evidence of the operations carried out.

Information security

We apply technical and organizational measures to protect the information stored, including user authentication, role-based access control, isolation of each organization’s data, password encryption and encryption of communications.

No system is completely infallible, so we cannot guarantee absolute security. We recommend using strong passwords and never sharing access credentials.

Individual rights

People whose data is processed in SyncDistro may request access to, correction of, updating of or deletion of their information, as well as object to certain processing, to the extent permitted by applicable law.

• If you are a platform user (sales rep, admin or manager), direct your request to your organization’s administrator, who manages your account and permissions.
• If you are a customer or business contact whose details were recorded by a rep, direct your request to the company that made the record. You can also write to us and we will help route it.
• In any case, you can contact us at the address given at the end of this document.

Minors

SyncDistro is a professional tool and is not directed at minors. We do not knowingly collect information from people under 18 years of age.

International transfers

Information may be stored and processed on servers located in countries other than the user’s country of residence. In those cases we adopt measures so that the information keeps a level of protection equivalent to the one described in this policy.

Changes to this policy

We may update this Privacy Policy to reflect changes to the service or to applicable regulations. When a change is significant, we will communicate it through the platform or by email. The date of the last update appears at the top of this document.

Contact

For questions about this policy, about how location is used, or about the processing of personal data, write to us at privacidad@syncdistro.com.