Version 3 · Effective June 1, 2026 · Last updated October 6, 2026
Effective date: June 1, 2026 · Last updated: October 6, 2026
This Privacy Policy explains how Synafe LLC (“we,” “us,” or “our”) collects, uses, shares, and protects personal information when you use My Activity Genie (the “Service”). It is part of and incorporated into our Terms of Service. By using the Service, you agree to this Policy.
We do not intend to collect Protected Health Information (PHI) or sensitive/special-category data, and the Terms prohibit you from submitting it. Do not enter such data into the Service.
Where required, our legal bases include performance of our contract with you, your consent, our legitimate interests in operating and securing the Service, and compliance with law.
To provide AI features, we send your prompts and relevant content to our AI provider (currently OpenAI) for processing. That provider processes the data to return output to you and under its own terms. We do not use your content to train our own models. Review AI output before relying on it, and do not submit PHI or restricted data.
Our staff also use an AI provider, currently Anthropic, to help draft support messages and the occasional Genie reviews described in “Cookies and Analytics” below, working from our record of how the Service is used. We do not give it resident information. Anthropic processes what we send to return a draft to us, under its own terms.
Inside the Service — everything you see after you sign in — there is no third-party analytics or tracking software. Cookies and local storage there are used only for what the Service cannot work without (keeping you signed in) and for remembering your preferences. We do not use advertising trackers anywhere, and we do not track you across other websites.
We do keep our own record of how the Service is used (for example, which features are opened, prints, error messages shown, and which days the Service is used and roughly for how long), without resident information, so we can support you and improve the Service. We also use it to choose which in-app tips to show you — for example, a quicker way to do something you do often — and to keep in-app tips and plan suggestions from appearing too often. These in-app tips are shown only to you, inside the Service. We may also use it to send you occasional Genie reviews: emails with suggestions for getting more out of the Service, based on how you use it. These messages may be drafted with the help of AI tools. Switch Genie reviews off any time in Account Settings, or use the unsubscribe link in any review email. Only our own staff can see this record, and no analytics company receives it; when our staff draft those reviews with AI help, the AI provider named in “AI Processing” above processes the parts they use, without resident information. The record is never sold or shared for advertising.
We delete each entry in that record after 180 days; a short note of when you first used each feature is kept while your account is open. When your account is deleted, your usage record is deleted with it. We may keep overall counts (such as how many people used the Service on a given day) that are not linked to you.
On our public marketing website (the pages anyone can read without an account) we would like to use Google Analytics 4, so that we can see how many people visit, which pages they read, roughly which part of the world they are in, and what kind of device and browser they use — which tells us what to improve and what to write next. Google Analytics stores cookies in your browser (named “_ga” and similar) holding a randomly generated identifier, and it receives your IP address, which Google uses to estimate an approximate location and does not retain. We use it for aggregate measurement only: we do not enable Google’s advertising or cross-site features, we do not use this information for advertising, and we do not attempt to identify you from it.
We ask first, and nothing loads until you say yes. On your first visit to the marketing website you will see a notice with an Accept and a Decline button, given equal weight. Until you choose Accept, no Google software is loaded and no analytics cookie is set — declining, or simply leaving the notice alone, means no analytics at all. Your choice is remembered in your own browser.
You can change your mind at any time using the Cookie settings link in the footer of any marketing page. Withdrawing your consent stops the measurement immediately, deletes the analytics cookies from your browser, and reloads the page so that Google’s software is no longer running in it. Clearing your browser’s storage for our site also erases your choice, and we will ask again on your next visit.
Our legal basis for analytics cookies is your consent; the essential cookies described above are necessary to provide the Service you asked for. Google’s own handling of this information is described in its privacy policy at policies.google.com/privacy.
We do not sell or share your personal information (as those terms are defined under the California and other U.S. state privacy laws), and we do not use it for cross-context behavioral or targeted advertising. We share it only as needed to operate the Service:
Each provider processes data on our behalf under appropriate agreements, or as an independent controller per its own policy. We use no third-party advertising trackers, and no third-party analytics inside the signed-in Service; the only third-party analytics we use is Google Analytics on our public marketing website, with your consent, as described in “Cookies and Analytics” above.
When you enter personal information about other people (such as staff, residents, families, or vendors), you are the controller of that information and we act as a processor on your behalf, processing it according to your instructions through your use of the Service. You are responsible for having the legal right and any necessary consents to provide it, for limiting it to what is necessary, and for not entering PHI or sensitive data. Requests from such individuals about their data should be directed to you; we will reasonably assist you in responding. Business customers acting as controllers may request our Data Processing Addendum (available at /legal/dpa) to govern our processing of such data on their behalf.
We retain account information for as long as your account is active. Content is subject to plan-based retention: on some plans (including the free tier) calendars, documents, and images are automatically deleted after a set period of inactivity (for example, 30 days without edits on the free tier — editing an item restarts its retention period), while other plans may retain content until deleted. We send a reminder before scheduled deletion (currently about 15 days in advance). We also periodically purge operational logs and AI-usage records, and we delete entries in our record of how the Service is used after 180 days, as described in “Cookies and Analytics” above. When you delete content or your account, we delete or de-identify the associated data within a commercially reasonable period, except for residual backup copies and data we must keep to comply with law, resolve disputes, or enforce agreements.
We use technical and organizational measures designed to protect personal information, including encryption in transit, access controls, and encryption of stored integration credentials. No method of transmission or storage is completely secure, and we cannot guarantee absolute security. If a data breach affects your personal information, we will notify you and other affected parties and provide information about the incident as required by applicable law.
Depending on your location, you may have rights to access, correct, delete, or export your personal information, to object to or restrict certain processing, and to withdraw consent. You can update much of your information in the Service, or exercise your rights through our contact form at /legal/contact. We will respond as required by applicable law (such as the GDPR or U.S. state privacy laws). We will not discriminate against you for exercising these rights. For data about third parties you entered, contact the relevant organization (the controller).
Analytics consent. To give or withdraw your consent for analytics cookies you do not need to contact us at all: use the Cookie settings link in the footer of any page on our public marketing website. Withdrawing takes effect immediately and deletes the analytics cookies already in your browser.
California residents. If you are a California resident, you have the right to know the categories and specific pieces of personal information we collect, the purposes for which we use and disclose it, and the categories of recipients; to request deletion or correction; and not to be discriminated against for exercising your rights. Because we do not sell or share personal information or use it for cross-context behavioral advertising, no “Do Not Sell or Share My Personal Information” choice is required. Exercise your rights through our contact form at /legal/contact; we will verify your request as required by law, and you may use an authorized agent.
Other U.S. state privacy rights. Residents of states with comprehensive privacy laws (including Virginia, Colorado, Connecticut, Utah, Texas, and others) have rights to access, correct, delete, and obtain a portable copy of their personal information, and to opt out of sale or targeted advertising (which we do not conduct). Exercise these rights through our contact form at /legal/contact; where available, you may appeal a decision by replying to our response.
We and our providers may process and store information in the United States and other countries that may have different data-protection laws than yours. Where required, we rely on appropriate safeguards for international transfers.
The Service is intended for users 18 and older and is not directed to children. We do not knowingly collect personal information from children under 18 (or the minimum age in your jurisdiction). If you believe a child has provided us personal information, contact us and we will delete it.
We may update this Policy from time to time. If we make material changes, we will provide notice (for example, by re-prompting acceptance at next sign-in or by other reasonable means) and update the “Last updated” date. Your continued use after changes take effect constitutes acceptance.
For privacy questions or requests, reach Synafe LLC through our contact form at /legal/contact.