Privacy policy

This Privacy Policy explains how Sotia, Inc. (“Sotia,” “we,” “our,” or “us”) collects, uses, and shares information when you visit www.sotia.ai or use our products and services, including dashboards, mobile experiences, and integrations (together, the “Services”).

By using the Services, you agree to this Policy. If you do not agree, please do not use the Services.

1. Who We Are and How to Contact Us

Legal Entity: Sotia, Inc.
Contact Email: privacy@sotia.ai

2. What We Collect

We collect information in three main ways.

Information You Provide
a. Account, profile, and contact details
b. File uploads, comments, and workspace content you create
c. Support requests and survey responses

Information from Your Use of the Services
a. Device and usage data such as IP address, browser type, pages viewed, referring pages, app version, and timestamps
b. Product telemetry such as feature interactions and crash logs
c. Cookies and similar technologies for analytics and preferences

Information from Third Parties and Integrations
a. Calendar, collaboration, and HR tools you connect, such as Google Calendar or Slack
b. Payment processors if you purchase a subscription
c. Enterprise customers who provision accounts for their workforce

3. Special Categories for Our Products

Behavioral Analytics and Scores
The Services may generate coaching hints, trend lines, and scores such as communication clarity or alignment. These are assistive signals designed to support growth and are not intended to be the sole basis for any employment decision.

4. How We Use Information

We use information to provide, improve, and secure the Services and to operate our business.

  • Provide core features such as analytics, dashboards, summaries, and integrations

  • Personalize coaching and recommendations

  • Maintain security, prevent abuse, and troubleshoot issues

  • Communicate about updates, security notices, and marketing (with consent or as allowed by law)

  • Comply with legal obligations and enforce our Terms

Legal bases for processing under the GDPR include performance of a contract, legitimate interests, consent, and compliance with law.

5. How We Share Information

We do not sell personal information. We share data only as described here.

  • Service providers that perform services on our behalf, such as cloud hosting, analytics, email delivery, and support

  • Integrations you connect, such as posting insights to Slack or syncing with calendar tools

  • Enterprise customers when an organization provisions or manages your account. Administrators may access certain data and settings.

  • Corporate transactions such as a merger or acquisition

  • Legal and safety needs such as responding to lawful requests or protecting rights and property

  • With your direction or consent

6. Your Choices and Rights

Access, Correction, and Deletion
You can access and update profile details in the app, delete data and scores, or request deletion of your account by contacting us.

Marketing Preferences
You can unsubscribe from marketing emails at any time. We will still send service and security notices.

Cookies
Most browsers let you control cookies. You can also manage optional cookies through our site preferences.

Regional Rights

  • If you are in the EEA, UK, or Switzerland, you may have rights to object, restrict processing, request data portability, and lodge a complaint with your supervisory authority.

  • If you are a California resident, you may request access, deletion, correction, and opt out of sharing for cross-context behavioral advertising. We do not sell personal information for money.

7. Data Retention

We retain personal information as long as needed to provide the Services and for legitimate business purposes. You can delete specific data or your account at any time. Enterprise retention settings may be managed by your organization.

8. Security

We use administrative, technical, and physical safeguards to protect information, including encryption in transit and at rest, access controls, and audit logging. No method of transmission or storage is perfectly secure. If a breach affects you, we will notify you as required by law.

9. International Transfers

We may process and store information in countries other than where you live. When we transfer personal data internationally, we use safeguards such as Standard Contractual Clauses.

10. Children

The Services are not directed to children under 16, and we do not knowingly collect personal information from them. If you believe a child has provided information to us, contact us so we can delete it.

11. Automated Processing and Fairness

Our AI features provide assistive insights, summaries, and coaching. They support human judgment, not replace it. We work to reduce bias through evaluation and guardrails, and we provide tools for review and correction. If you believe an automated result is inaccurate or unfair, contact us for review.

12. Third-Party Websites and Services

Our site may link to third-party websites or services that we do not control. Their privacy practices are governed by their own policies.

13. Changes to This Policy

We may update this Policy periodically. Updated versions will be posted on this page with a new effective date. If changes are material, we will provide additional notice.