01The service and your contact
This policy covers sybegroup.com and the SYBE GROUP client area: consulting and quote requests, purchasing support, logistics tracking, payment proofs and private messaging. SYBE GROUP determines how information collected in this area is used.
For privacy questions, contact admins@sybegroup.com. For commercial enquiries, write to infos@sybegroup.com.
02Information collected
Accounts and contact details: name, email address, client ID, optional telephone and country, role and account status. The authentication provider handles passwords and sessions; the team cannot view your password in the management area.
Requests and tracking: service, products, quantities, budget, destination, quotes, assigned contact, case status, stages, dates, places, carrier and tracking references where provided, SYBE actions, decisions requested from you, next milestones, supplier comparisons and shipping-document checklists. The checklist itself does not contain downloadable documents.
Payment records: preferred method, proposed amount and currency, transaction reference, verification status, comments and proofs you upload. No bank-card or passport-entry form is currently offered.
Messaging: subjects, message text, files and filenames, authors, dates, assigned contact, conversation status, read markers and content warnings. Staff availability and its refresh time are recorded. A stable SYBE code represents staff in client-facing exchanges.
Technical operation: sessions, language preference and an internal log of contact-detail consultations and sensitive changes (operation, actor, case and date, without copying the contact details). Hosting and security providers may process IP addresses, connection times and browser information. Password-check receipts record a technical fingerprint linked to the Auth password hash, not a plaintext password.
Required fields are needed to create the account or handle the request. Telephone and country in the profile are optional. Destinations and documents may be requested later when needed for the service. Without necessary information, SYBE may be unable to proceed. Send only relevant information and mask unrelated transactions, numbers and information about other people.
03Why we use your information
We use information to create and secure accounts; identify you and show your own cases; answer requests, prepare quotes and coordinate agreed services; provide updates; match payment references and proofs; keep conversation history; assign work and maintain continuity; prevent abuse and investigate incidents or complaints.
Depending on the processing and applicable law, these purposes rely on steps you request before a contract, delivery of the agreed service, SYBE’s interest in operating a secure and traceable service, or an applicable legal obligation. Any optional use requiring consent must have separate information and choice.
Uploading a document or sending a message does not subscribe you to advertising. This area does not include targeted advertising.
04Who can access what
Personal information is not published on the public site. Access depends on the signed-in account and the type of information.
- Private profile details: the client concerned and the active director through a logged consultation. An active assistant assigned to the client’s case also needs a specific, temporary, unrevoked approval; the consultation is logged.
- Requests, quotes and payment records: the client concerned, the active assigned assistant and the active director. An authorised contact may use a displayed name or client code to identify the case.
- Delivery timeline: the client reads their own timeline, supplier comparisons and document checklist. The active assigned assistant and active director may read and publish stages.
- Payment-proof files: a client may submit proof for their own case. File reading is reserved to active assistants and the active director; the upload interface does not grant the client a right to reopen the proof.
- Conversations and attachments: the client concerned, the currently assigned active staff member and the active director for supervision. An assistant who is unassigned or suspended loses access.
Warnings are visible to authorised participants and management. Private messaging is therefore not secret from management. Technical access needed for administration and maintenance is distinct from application consultation roles.
05Retention
Current operation: no general automatic deletion at a fixed deadline is active for accounts, cases, proofs or conversations. Closing a case or conversation keeps its history. Unless manually deleted, information remains stored.
A review schedule is defined: 24 months after closure for non-tax operational case records and conversations; 24 months after an event for security logs; and 10 years for records subject to Gabonese tax retention, measured from the last relevant operation or document date. These dates trigger review, not automatic deletion. A dispute or applicable obligation can require separate archiving. Tax classification and file handling must be checked before deletion.
For accounts and contact details, review account usefulness, open cases and records that must be retained separately. Case records and timelines may be needed for service delivery, complaints and evidence of actual operations. Payment references and proofs may be needed for verification, disputes and applicable accounting or legal duties. Conversation history supports continuity and disputes; participants currently cannot delete sent messages themselves.
Provider logs and technical copies follow their own settings and cycles. Deletion from active data does not immediately erase every technical copy. Ask admins@sybegroup.com to review retention or deletion. If information must be kept, SYBE should explain the reason and duration or criteria. Files must be deleted or archived after review and verification; backups will follow their own retention cycle once activated.
06Hosting and service partners
Authentication, the database, private file storage and realtime exchanges use Supabase. The project’s main database is currently in Frankfurt, Germany. The website is hosted and delivered by Cloudflare. Confirmation emails and emails you send to SYBE also pass through email providers.
The main database location does not mean every technical operation or team access occurs in Germany. International service may involve authorised access from countries where staff work, including China and Gabon. Provider infrastructure may be distributed across several countries.
Where a service requires it, information needed for purchasing, transport, delivery or formalities may be shared with a supplier, carrier or competent authority. The recipient and necessary information should be specified in the case. Partners do not thereby receive general access to your account or conversations.
Provider information: Supabase and Cloudflare. These supplement technical information and do not replace this policy.
08Security and precautions
The service uses HTTPS, authenticated accounts, role-based access and private file spaces. Privileged accounts require multifactor verification. Conversations are not end-to-end encrypted exclusively between the two participants: authorised people and management may read them.
Text and filename rules warn about some telephone numbers, addresses, personal data and offensive or sexual words. These limited checks may be wrong. Image and document contents are not automatically scanned for malware or pornography. A warning is not a security guarantee.
On registration, sign-in and password changes through the site, a server checks the candidate against the Have I Been Pwned password service using only the first five characters of a locally computed SHA-1 digest. The password itself is not sent to that service. New or changed passwords must be server-approved before access to SYBE’s protected data. Existing accounts are preserved; a stored legacy hash does not let us inspect or retroactively check the original password.
Never send passwords, sign-in codes, full bank-card numbers or security codes in messages. There is currently no dedicated identity-document upload facility. Ask SYBE for instructions before providing a document required for a service, and limit the information shared.
Two-factor authentication is required for staff and optional for clients, including payments and receipts. Clients who choose not to enable it retain access to their area. Clients who have enabled a verified factor must confirm it at sign-in and during account recovery. After three incorrect passwords within 15 minutes through SYBE sign-in, the account requires email recovery and a password change. A recovery email is requested and its technical outcome is logged; delivery depends on the email provider. Recovery does not remove an existing MFA factor.
Transfer details enabled by management are available to authorised signed-in clients. Payment is made manually through the chosen external service. A transaction ID and receipt are required. The team checks that funds have arrived and notifies its decision in the account. Case stages generate private notifications. Changed transfer details do not rewrite the instructions recorded with an earlier submission.
09Your requests and rights
You may correct contact details in your account. You may also request information about your data, a copy, correction, account closure or deletion. Depending on applicable law and the processing, you may request restriction, object to certain uses or request portability.
Write to admins@sybegroup.com, preferably from the account email, with your client code or case reference and your request. Do not spontaneously attach a passport copy. If reasonable doubt about identity remains, only necessary verification information should be requested.
Requests are assessed within the deadlines and exceptions of applicable law. Necessary retention for legal duties or disputes should be explained. You may complain to the data-protection authority competent for your situation. Email links open your email app; no message is sent automatically.
10Changes to this policy
The date and version appear on this page. New functions involving other data, recipients or retention arrangements must be accompanied by appropriate information. See also the terms of use.
11Commercial quotations
SYBE quotations include the recipient, references, lines, amounts, terms and client response. Drafts, internal notes and supplier originals are restricted to the director and active staff assigned to the case. Clients can view only sent versions in their own cases. Document consultations, preparation, sending and responses are logged. Sent versions follow the case retention rules; a new version does not overwrite a previous agreement.
Supplier comparisons record the need, criteria, known, estimated and unknown costs, the source and date of indicative exchange rates, and the client choice. Private supplier identities and evidence remain internal. A choice does not place an order or initiate payment. Only confirmed payments in the same case and currency may be explicitly allocated to quotations, without using the same available amount twice. Unknown and estimated costs require confirmation in a final quotation before acceptance.