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Privacy Policy

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1. Introduction

Sopulo ("we", "us", or "our") is committed to protecting your personal information. This Privacy Policy explains how we collect, use, and safeguard data when you interact with our website, contact form, and cloud-based account services. Sopulo's core product is designed to run entirely on your organization's own hardware — conversations, documents, and your internal knowledge base never leave your premises.

2. Data We Collect

We collect only the data necessary to operate our website and provide our services:

  • Contact form data: When you submit our contact form, we collect your name (optional), work email address, company name (optional), and your message. This data is stored securely to allow us to respond to your enquiry.
  • Usage analytics: We use privacy-respecting analytics to understand how visitors interact with our website (e.g., which pages are visited, browser type, approximate geographic region). No personally identifiable information is linked to analytics data.
  • Account data: If you create a Sopulo account, we collect your email address, organization name, and license information necessary to manage your subscription.
  • Technical data: Standard server logs may include IP addresses and request timestamps, retained for security and diagnostic purposes for no longer than 30 days.

We do not collect the content of your AI conversations, documents you create, or any data from your internal knowledge base when using the local Sopulo application.

3. How We Use Your Data

We use the data we collect solely for the following purposes:

  • Responding to your enquiries and scheduling product demos;
  • Managing your account and delivering the Service;
  • Improving the website experience based on aggregated analytics;
  • Complying with legal obligations;
  • Sending service-related communications (e.g., license expiry notices) — never marketing without your explicit consent.

4. Third-Party Services

We use a limited number of trusted third-party services to operate our website and cloud infrastructure:

  • Firebase (Google): Contact form submissions are stored in Google Firebase Firestore. Data is encrypted at rest and in transit. See Firebase's Privacy Policy.
  • Google Analytics: We may use anonymised analytics to measure website traffic. IP addresses are anonymised and no cross-site tracking is performed.

We do not sell, rent, or share your personal data with any other third parties for marketing purposes.

5. Data Retention

Contact form submissions are retained for 24 months or until you request deletion, whichever comes first. Account data is retained for the duration of your subscription and for up to 12 months after termination for legal and accounting purposes. You may request earlier deletion at any time.

6. Your Rights (GDPR)

If you are located in the European Economic Area (EEA) or United Kingdom, you have the following rights under the General Data Protection Regulation (GDPR):

  • Right of access: Request a copy of the personal data we hold about you.
  • Right to rectification: Ask us to correct inaccurate data.
  • Right to erasure: Request deletion of your personal data ("right to be forgotten").
  • Right to restriction: Ask us to limit how we process your data in certain circumstances.
  • Right to portability: Receive your data in a structured, machine-readable format.
  • Right to object: Object to processing based on legitimate interests.
  • Right to withdraw consent: Where processing is based on consent, withdraw it at any time without affecting prior processing.

To exercise any of these rights, contact us at privacy@sopulo.com. We will respond within 30 days.

7. Security

We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction. All data transmitted to our cloud services is encrypted using TLS. However, no method of transmission over the internet is 100% secure, and we cannot guarantee absolute security.

8. Cookies

Our website uses only essential cookies required for the site to function (e.g., session management). We do not use advertising or tracking cookies. If we introduce optional cookies in the future, we will request your consent in advance.

9. Children's Privacy

The Service is not directed at individuals under the age of 16. We do not knowingly collect personal data from children. If we become aware that a child has provided personal data without parental consent, we will delete it promptly.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on this page and updating the "Last updated" date. We encourage you to review this page periodically.

11. Contact

For privacy-related enquiries or to exercise your rights, please contact our data protection team at privacy@sopulo.com. For general enquiries, use the contact form on our home page.