Terms and Conditions

Last updated: 12 August 2026

These Terms and Conditions govern access to and use of SyncDistro, a platform made up of a web system and a mobile app for managing field sales activity.

Please read these terms carefully before using the service. By creating an account, accepting an invitation, or using the mobile app or the web system, you agree to be bound by them. If you do not agree, do not use the service.

1. Definitions

Service: the SyncDistro platform, including the web system and the mobile app.
Organization: the company or entity that subscribes to the Service and within which users, customers, routes, visits and orders are recorded.
User: the person who accesses the Service with credentials associated with an Organization, in the role that Organization has assigned them.
Administrator: the User with permissions to manage the Organization, its users and its settings.
ERP: the external business management system (for example SyncFreight, Odoo or SAP) that the Organization chooses to integrate the Service with.
Organization Content: the information the Organization and its Users record in the Service, including customer data, documents, audio, transcripts, visits and orders.

2. Description of the Service

SyncDistro is a tool specialized in field sales management. It allows you to:

Record and manage customers and prospects, with their geographic location and their documents.
Plan visit routes, optimize the order of stops and assign them to a rep with an execution date.
Run routes from the mobile app, log visits with their outcome and, optionally, record voice notes that are transcribed and analyzed automatically.
Browse the product catalog obtained from the Organization’s ERP.
Build orders from visits and send them to the Organization’s ERP.
Supervise commercial activity from the web system, including the progress of routes under way and the visit history.

3. What the Service does not include

SyncDistro is not a complete business management system and does not replace an ERP. The Service does not handle invoicing, inventory management, delivery logistics or order collection. Those processes are the responsibility of the external systems the Organization already uses.

SyncDistro acts as a specialized interface for commercial operations and delivers orders to the ERP for subsequent processing.

4. Accounts, organizations and roles

Access to the Service requires an account with personal credentials. Each User is associated with a single Organization and can only access that Organization’s information.
Accounts are created by the Organization: the Administrator invites colleagues by email and assigns them a role, and the invitee completes registration by setting up their credentials.
Access to modules, views and actions depends on the assigned role. The Organization is responsible for assigning appropriate roles.
Each User is responsible for keeping their credentials confidential and for all activity carried out with them. If you suspect unauthorized use, notify your Organization’s Administrator and us immediately.
Sharing credentials or allowing third parties to use your account is not permitted.

5. Responsibility for Organization Content

The Organization is responsible for the Content it records in the Service, including its accuracy and the lawfulness of how it was obtained. In particular, the Organization represents that it:

Has a lawful basis for processing the data of its customers, contacts and staff that it records in the Service.
Informs its sales staff about the use of device location during route execution and about the recording of commercial activity.
Obtains the necessary consent from the people taking part before recording any conversation, where applicable law requires it.
Uses route tracking information proportionately and in accordance with the labour and data protection regulations that apply to it.

6. Audio recordings and artificial intelligence features

Recording a visit conversation or logging an audio note is optional. A visit can be closed without any recording.
Automatic transcription and conversation analysis are support features. The information extracted automatically is a proposal that the User must review, correct or complete before saving it.
Transcripts and analyses may contain errors or inaccuracies. The User and the Organization are responsible for validating the information before using it to create an order or make commercial decisions.

7. Use of device location

The mobile app obtains the device location while a route is in progress, in order to show route progress and record the geolocation of visits. When the route is paused, location collection is suspended; when it is completed or cancelled, it stops.

The detail of this processing is described in the Privacy Policy.

8. Acceptable use

When using the Service you agree not to:

Use it for unlawful purposes or purposes contrary to these terms.
Attempt to access another Organization’s information or other Users’ accounts.
Breach, probe or circumvent authentication, authorization or security mechanisms.
Introduce malicious code, or take actions that degrade or interrupt the operation of the Service.
Extract information from the Service in bulk by unauthorized automated means.
Record false or defamatory information, or information that infringes third-party rights.
Reverse engineer, copy or create derivative works of the Service, except to the extent expressly permitted by law.

We may suspend access for any User or Organization that breaches this section.

9. Third-party integrations

The Organization may configure integrations with its ERP to look up products and create orders, by providing endpoints, credentials and data transformation rules.
The Organization is responsible for the accuracy of that configuration and for being authorized to connect its systems.
We are not responsible for the availability, behaviour, errors or policies of third-party systems. If the ERP rejects an order or stops responding, the Service will record the result, but resolution will depend on that system.

10. Availability, changes and maintenance

We work to keep the Service available and functioning correctly, but we do not guarantee that its operation will be uninterrupted or error-free. Interruptions may occur due to maintenance, updates, provider failures or force majeure.

We may modify, add or withdraw features in order to improve the Service. If a change substantially and adversely affects the subscribed use, we will endeavour to give reasonable advance notice.

11. Intellectual property

The Service, its software, its design, its brand and its documentation are the property of SyncDistro or its licensors, and are protected by applicable law. These terms transfer no intellectual property rights: they only grant a limited, revocable, non-exclusive right to use the Service while the account is active.

Organization Content remains the property of the Organization. It grants us a limited licence to host, process and transmit it for the sole purpose of providing the Service.

12. Fees and commercial terms

The commercial terms of the Service (scope, number of users, term and price) are agreed directly with each Organization in the corresponding contract or proposal. In the event of any discrepancy between those terms and these terms on commercial matters, what was agreed with the Organization prevails.

13. Suspension and termination

The Organization may terminate its use of the Service in accordance with what was agreed with us.
We may suspend or terminate access in the event of a breach of these terms, use that compromises the security of the Service, or non-payment of the agreed terms.
When the relationship ends, access to the Service ceases. The Organization may request the export or deletion of its information within the periods set out in the Privacy Policy and in applicable law.

14. Limitation of liability

The Service is provided “as is” and “as available”. To the maximum extent permitted by applicable law:

We are not liable for indirect, incidental, special or consequential damages, nor for lost profits, lost business opportunities or loss of data arising from the use of, or inability to use, the Service.
We are not liable for commercial decisions made on the basis of automatically transcribed or analyzed information without the validation described in clause 6.
We are not liable for the Organization’s failure to comply with its obligations regarding data protection, labour regulations or consent for recordings.
Our total aggregate liability is limited to the amount actually paid by the Organization for the Service during the twelve months preceding the event giving rise to the claim.

Nothing in this clause excludes liability that cannot be limited under applicable law.

15. Indemnity

The Organization agrees to hold us harmless against third-party claims arising from the Content it records in the Service, from its staff’s use of the platform, or from a breach of these terms.

16. Changes to these terms

We may update these Terms and Conditions. When a change is significant, we will communicate it through the platform or by email. Continued use of the Service after the new version takes effect constitutes acceptance of it. The date of the last update appears at the top of this document.

17. Governing law and jurisdiction

These terms are governed by the law of the place of incorporation of the owner of the Service. Disputes that cannot be resolved by agreement will be submitted to the competent courts of that jurisdiction, unless otherwise agreed in the contract with the Organization.

18. Contact

For any questions about these Terms and Conditions, write to us at contacto@syncdistro.com.