Privacy Policy

We respect your privacy and are committed to handling your personal information responsibly, transparently and securely.

This Privacy Policy explains what personal information we collect, why we collect it, how we use and protect it, who we may share it with, how long we keep it, whether it may be processed internationally, and the rights you have in relation to your personal information.

Syntony Institute Ltd is the data controller responsible for the personal information described in this policy.

Syntony Institute Ltd is established in the Netherlands and processes personal data in accordance with the EU General Data Protection Regulation (GDPR), Regulation (EU) 2016/679, applicable Dutch data-protection legislation and other applicable privacy and electronic-communications laws.

This Privacy Policy applies, where relevant, to people who:

• visit our website;
• contact us or make an enquiry;
• request programme information;
• book a Student Advisor call;
• apply for or enrol in a programme;
• participate in Syntony Institute training, masterclasses or events;
• use our online learning environment;
• complete assessments or certification requirements;
• graduate from one of our programmes; or
• subscribe to Syntony Institute communications.

The information we collect depends on how you interact with Syntony Institute.

Information You Provide to Us

This may include:

• your name;
• email address;
• telephone number where provided;
• country;
• programme interests;
• intended programme start timing;
• enquiries or messages you send to us;
• professional background, coaching experience or aspirations where relevant to an application or programme;
• account and enrolment information;
• information submitted as part of your learning, assessments or certification;
• communications with our team; and
• billing and transaction information required to administer purchases, payments, refunds and financial records.

Where Stripe processes a payment directly, Syntony Institute does not receive or store your complete payment-card details.

Information Collected Automatically

When you use our website, we may collect certain technical information, including:

• IP address;
• browser and device information;
• pages visited and website activity;
• referral information; and
• cookie or analytics identifiers where you have provided any consent required for their use.

Our use of cookies and similar technologies is explained separately in our Cookie Policy.

You can also review or change your choices at any time through Cookie Settings in the website footer.

Information We Receive Through Our Service Providers

We may receive information generated through services you use when interacting with Syntony Institute.

For example, this can include:

• booking information from Calendly;
• payment and transaction status from Stripe;
• enrolment, learning-progress and assessment information through Thinkific; and
• information associated with participation in Zoom sessions.

We use this information only for purposes connected with providing and administering our services or where another lawful purpose applies.

Information We Process During Your Training

If you become a Syntony Institute student, we may process additional information needed to deliver your programme and administer your professional training.

Depending on the programme, this may include:

• programme enrolment;
• learning progress;
• attendance;
• assignments;
• assessments and quiz results;
• coaching-practice records;
• applied case studies;
• submitted coaching assessments;
• faculty or assessor feedback; and
• certification records.

We use this information to provide your training, support your learning, assess your progress and competence, give developmental feedback, administer certification and maintain appropriate educational records.

Health and Other Sensitive Information

Health information is treated as special-category personal data under the GDPR and requires additional protection.

Syntony Institute does not ask you to provide personal medical or health information through our general website forms.

Some Syntony programmes may include health optimisation exercises, self-assessments or reflective activities. Where these are intended for your own personal learning, you should keep your personal health information private unless we specifically ask you to submit particular information.

Students completing coaching practice, assessments or case studies should minimise the use of sensitive personal information and anonymise or de-identify client information wherever practicable.

You should not submit unnecessary identifiable medical or health information about another person.

Where Syntony Institute needs to process special-category personal data for a particular programme activity, we will provide appropriate information about that processing and use an applicable lawful condition under data-protection law. Where explicit consent is required, we will request it separately.

Our Legitimate Interests

Where we rely on legitimate interests, those interests may include:

• responding to genuine enquiries;
• operating and improving our website and services;
• providing effective student and customer support;
• administering Syntony Institute;
• maintaining appropriate educational and certification standards;
• protecting our systems and preventing misuse; and
• understanding and improving how our services are used.

Before relying on legitimate interests, we consider whether our interests are outweighed by your privacy rights and freedoms.

Where applicable, you have the right to object to processing based on legitimate interests.

Marketing Communications

We may send you news, insights, programme information or other marketing communications where you have asked to receive them or where another lawful basis permits us to do so.

Where consent is required, marketing consent is separate from providing a service.

You do not need to agree to marketing in order to:

• make an enquiry;
• download programme information;
• book a Student Advisor call;
• enrol in a programme; or
• purchase a Syntony Institute service.

You may unsubscribe from marketing communications at any time by using the unsubscribe link in an email or contacting us at hello@syntonyinstitute.com.

Withdrawing from marketing does not stop communications that are necessary to provide services you have requested, such as enrolment information, receipts, programme access, scheduling, student support or certification communications.

We use trusted third-party service providers to help us operate our website, deliver our programmes and provide our services.

These providers may process personal information on our behalf or, in some circumstances, act as independent data controllers for particular activities.

Our principal service providers include:

We may also share relevant personal information with professional advisers such as accountants, legal advisers and other professional service providers where reasonably necessary.

We require service providers acting on our behalf to handle personal information appropriately and in accordance with applicable data-protection requirements.

We may disclose personal information where required by law, regulation, court order or another lawful request from a competent authority, or where reasonably necessary to establish, exercise or defend legal claims.

We do not sell your personal information.

Some of the service providers we use operate internationally, which means personal information may sometimes be processed outside the European Economic Area.

Where personal information is transferred outside the EEA, we take steps to ensure that an appropriate transfer mechanism is in place as required by applicable data-protection law.

Depending on the country and service provider, these safeguards may include:

• a European Commission adequacy decision;
• approved Standard Contractual Clauses; or
• another legally recognised transfer mechanism.

The GDPR provides specific safeguards for transfers outside the EEA, including adequacy decisions and Standard Contractual Clauses.

You can contact us at hello@syntonyinstitute.com if you would like further information about the safeguards applying to a particular international transfer.

Syntony Institute uses Zoom to deliver live online training, coaching sessions, Skills Intensives, masterclasses and other student sessions.

Some sessions may be recorded where this is useful for programme delivery, learning or assessment.

Where a session is recorded, participants will be informed appropriately.

Access to recordings is limited according to their purpose. Recordings are retained only for as long as reasonably necessary for the relevant teaching, assessment, moderation or programme purpose and are then deleted in accordance with our retention practices.

Where a student records and submits a coaching session for assessment, the person being coached should be informed that the session is being recorded and submitted to Syntony Institute for educational assessment.

Students should avoid including unnecessary sensitive or health information in recorded assessment sessions.

We keep personal information only for as long as necessary for the purpose for which it was collected, taking into account any contractual, educational, certification, legal, accounting or regulatory obligations.

Our approach includes:

GDPR does not impose one universal retention period; organisations must determine periods according to necessity and applicable statutory requirements and should not retain personal information longer than required. The Dutch Data Protection Authority expressly recommends documenting those periods or criteria.

We periodically review information we hold and delete or anonymise it when it is no longer required.

We use appropriate technical and organisational measures intended to protect personal information against:

• accidental or unlawful loss;
• misuse;
• unauthorised access;
• alteration; and
• unauthorised disclosure.

Access to personal information is restricted according to business and operational need.

Although we take appropriate precautions, no electronic transmission or storage system can guarantee absolute security.

Depending on the circumstances and applicable law, you may have the right to:

• access the personal information we hold about you;
• correct inaccurate or incomplete information;
• request erasure of your personal information;
• restrict certain processing;
• object to certain processing, including direct marketing;
• receive certain information in a portable format and, where applicable, transfer it to another organisation;
• withdraw consent at any time where processing is based on consent; and
• exercise rights relating to certain forms of automated decision-making where applicable.

These rights are not absolute and may be subject to conditions or exemptions under applicable law.

To exercise a data-protection right, contact:

hello@syntonyinstitute.com

We may need to verify your identity before fulfilling a request.

Syntony Institute does not use solely automated decision-making to make decisions about students or prospective students that produce legal or similarly significant effects.

If this changes, we will update this Privacy Policy and provide any additional information required under applicable law.

We use cookies and similar technologies to operate our website and, where you consent, to understand how our website is used.

Cookies are covered in a separate Cookie Policy.

Our Cookie Policy explains:

• which cookies and similar technologies we use;
• their purpose;
• which services provide them;
• how long they remain active; and
• which optional technologies require your consent.

You can accept, reject or manage optional cookies through our cookie-consent controls.

You can also change your choices at any time by selecting Cookie Settings in the website footer.

Our website may contain links to websites or services operated by other organisations.

Syntony Institute is not responsible for the privacy practices of those organisations. We recommend reviewing their privacy information before providing personal information to them.

If you have a question or concern about how Syntony Institute handles your personal information, please contact us at:

hello@syntonyinstitute.com

You also have the right to lodge a complaint with a competent data-protection supervisory authority.

As Syntony Institute Ltd is established in the Netherlands, the relevant Dutch supervisory authority is:

Autoriteit Persoonsgegevens (AP)

Dutch Data Protection Authority

Depending on your circumstances, you may also have the right to complain to another competent supervisory authority in the country where you live or work.

We may update this Privacy Policy periodically to reflect changes in:

• our services;
• the technologies and service providers we use;
• how we process personal information; or
• applicable legal and regulatory requirements.

When we make material changes, we will update the Last updated date at the top of this page and take additional steps to notify you where required.