Legal and compliance

Privacy, terms and data protection

How Sepolo and SYNAP IoT s.r.o. collect, protect and process personal data across the Sepolo platform and websites.

Last updated: May 11, 2026

Privacy Policy

This Privacy Policy describes how Sepolo and SYNAP IoT s.r.o. collect, use, disclose, store and protect personal data in connection with the Sepolo platform, websites and related services.

This Privacy Policy applies to https://sepolo.app, https://sepolo.dk and https://sepolo.de.

Sepolo is owned and operated by SYNAP IoT s.r.o., V celnici 1031/4, 110 00 Prague, Czech Republic. VAT Number: CZ06024386.

Contact email: support@sepolo.app. GDPR contact: gdpr@sepolo.app.

By using Sepolo, you acknowledge that your personal data may be processed as described in this Privacy Policy.

1. Data Controller and Data Processor

Depending on the context, SYNAP IoT s.r.o. acts either as a data controller or as a data processor.

Data Controller

SYNAP IoT s.r.o. acts as a data controller when processing personal data relating to website visitors, marketing activities, customer account administration, billing and payments, customer support, security and fraud prevention, and legal compliance.

Data Processor

SYNAP IoT s.r.o. acts as a data processor when processing customer business data stored within the Sepolo platform on behalf of customers.

Employee data
Customer data
Vendor data
Uploaded files and documents
Service reports
Maintenance records
Operational records
IoT telemetry and device data

2. Categories of Personal Data

Account and User Information

Name
Email address
Phone number
Company information
User roles and permissions
Authentication data

Customer and Vendor Information

Customer names
Vendor names
Email addresses
Phone numbers
Addresses
Business information

Technical and Usage Data

IP address
Browser type and version
Device identifiers
Operating system
Login activity
Audit logs
Session information
Usage statistics
Diagnostic information

IoT and Telemetry Data

Device identifiers
Sensor data
Event logs
Operational timestamps
Diagnostic information
Asset telemetry
Maintenance telemetry

Uploaded Content

Documents
Images
Attachments
Reports
Service documentation
Other files submitted through the platform

Payment and Billing Information

Payment processing is handled by Stripe. Sepolo does not store full payment card information.

Billing address
Subscription information
Transaction records
VAT information
Invoice information

3. Purposes and Legal Bases for Processing

Purpose	Legal basis
Providing the Sepolo platform and services	Performance of a contract
Customer account management	Performance of a contract
Authentication and security	Legitimate interests
Billing and subscription management	Performance of a contract
Customer support	Legitimate interests
Platform monitoring and diagnostics	Legitimate interests
Preventing fraud and abuse	Legitimate interests
Compliance with legal obligations	Legal obligation
Analytics and platform improvement	Legitimate interests and consent where required
Marketing communications	Consent or legitimate interests

5. International Data Transfers

Sepolo services and customer data are hosted within Microsoft Azure datacenters located in Germany.

Where personal data is transferred outside the European Economic Area (EEA), we ensure appropriate safeguards are implemented.

European Commission Standard Contractual Clauses (SCCs)
Transfers to countries with adequacy decisions
Contractual safeguards with service providers

6. Data Retention

We retain personal data only for as long as necessary for the purposes described in this Privacy Policy.

We may retain data longer where required by law or necessary for legal claims.

Data category	Retention period
Account information	Duration of customer relationship plus up to 7 years
Transaction and invoice records	Up to 7 years
Security and audit logs	Up to 12 months
Support communications	Up to 3 years
Analytics data	Up to 26 months
Backup data	According to internal backup schedules

7. Security Measures

Encryption in transit
Secure cloud infrastructure
Access control and role-based permissions
Authentication and identity management
Security monitoring and logging
Backup and recovery procedures
Network security controls
Multi-factor authentication support

8. Your Rights

Under applicable data protection laws, you may have the following rights. Requests may be submitted to gdpr@sepolo.app.

Access your personal data
Correct inaccurate data
Request deletion of personal data
Restrict processing
Object to processing
Request data portability
Withdraw consent
Lodge a complaint with a supervisory authority

9. Cookies

Sepolo uses cookies and similar technologies to maintain secure sessions, authenticate users, improve website functionality, analyze website usage and store user preferences.

For additional information, please see our Cookie Policy.

10. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. Updated versions will be published on our websites together with the updated revision date.

Terms of Service

These Terms of Service govern access to and use of the Sepolo platform and related services.

Introduction

By accessing or using Sepolo, you agree to these Terms.

Service Provider

The Sepolo platform is provided by SYNAP IoT s.r.o., V celnici 1031/4, 110 00 Prague, Czech Republic. VAT Number: CZ06024386.

Eligibility

You must be authorized to enter into binding agreements on behalf of your organization in order to use Sepolo.

Customer Accounts

Maintaining account confidentiality
Managing user access
Ensuring authorized use
Securing credentials
Ensuring data entered into Sepolo complies with applicable laws

Subscription Services

Sepolo is provided as a subscription-based software service. Pricing and billing terms are provided separately.

User-based licensing
Asset-based licensing
Add-on services
Trial periods
Enterprise plans

Acceptable Use

SYNAP IoT s.r.o. reserves the right to suspend accounts violating these Terms.

Use Sepolo unlawfully
Attempt unauthorized access
Disrupt platform operations
Upload malicious code
Interfere with security features
Use the platform for illegal activities

Intellectual Property

All rights, title and interest in the Sepolo platform, including software, branding, interfaces and documentation, remain the exclusive property of SYNAP IoT s.r.o.

Customers retain ownership of their own data.

Availability and Support

We aim to maintain high platform availability but do not guarantee uninterrupted operation.

Maintenance, updates and unforeseen technical events may occasionally affect availability.

Support is provided via support@sepolo.app.

Limitation of Liability

To the maximum extent permitted by law, SYNAP IoT s.r.o. shall not be liable for indirect damages, loss of profits, loss of data, business interruption or consequential damages.

Total liability shall not exceed the fees paid by the customer during the preceding 12 months.

Termination

Customers may terminate subscriptions according to agreed subscription terms.

Fees remain unpaid
These Terms are violated
Continued service would create legal or security risks

Governing Law

These Terms shall be governed by the laws of the Czech Republic.

Data Processing Agreement (DPA)

This Data Processing Agreement forms part of the agreement between SYNAP IoT s.r.o. and the customer regarding use of the Sepolo platform.

Roles of the Parties

The customer acts as the Data Controller. SYNAP IoT s.r.o. acts as the Data Processor.

Subject Matter and Duration

Processing activities relate to provision of the Sepolo platform and associated services.

Processing continues for the duration of the customer relationship unless otherwise required by law.

Processor Obligations

Process data only on documented instructions
Maintain confidentiality
Implement appropriate security measures
Assist with data subject rights requests where reasonably possible
Notify customers of personal data breaches without undue delay
Delete or return customer data upon termination where applicable

Subprocessors

The customer authorizes use of subprocessors necessary for provision of the Sepolo platform. Current subprocessors are listed in the Sepolo Subprocessor List.

International Transfers

Where transfers outside the EEA occur, SYNAP IoT s.r.o. shall ensure appropriate safeguards are implemented.

Security Measures

Encrypted communications
Secure Azure infrastructure
Access controls
Authentication controls
Logging and monitoring
Backup procedures
Role-based access management

Audit Rights

Reasonable information regarding security measures may be provided upon written request, subject to confidentiality obligations.

Subprocessor List

Infrastructure and Cloud Hosting

Provider	Purpose	Region
Microsoft Azure	Cloud hosting and infrastructure	Germany

Payment Processing

Provider	Purpose	Region
Stripe	Payment processing and subscription billing	Global

Security and Compliance

Sepolo is designed with a security-first and GDPR-focused architecture.