Privacy Policy
Effective date: August 10, 2025
This Privacy Policy explains how Sotia, Inc. (“Sotia,” “we,” “our,” or “us”) collects, uses, and shares information when you visit www.sotia.ai, join our waitlist, or use our products and services, including the Sotia AI notetaker, dashboards, mobile experiences, integrations, and the optional Sotia wearable pendant (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 providea. Account, profile, and contact detailsb. Waitlist and marketing preferencesc. Meeting content that you choose to capture with the notetaker, file uploads, and commentsd. Optional wearable pendant captures that you initiate, plus related metadata such as time and approximate location if you enable ite. Support requests and survey responsesInformation from your use of the Servicesa. Device and usage data such as IP address, browser type, pages viewed, referring pages, app version, and timestampsb. Product telemetry such as feature interactions and crash logsc. Cookies and similar technologies for analytics and preferencesInformation from third parties and integrationsa. Calendar, collaboration, and HR tools that you connect, for example Google Calendar or Slackb. Payment processors if you purchase a subscriptionc. Enterprise customers who provision accounts for their workforce
3. Special categories for our products
Audio and transcriptsIf you choose to record a meeting or moment, we process the audio to create a transcript and extract action items and behavioral signals. Recording is opt in. You are responsible for obtaining any required consent from participants. We show a visible indicator in our apps and on the pendant while recording is active.Behavioral analytics and scoresThe Services generate coaching hints, trend lines, and scores such as communication clarity or alignment. These are assistive signals for growth and are not designed to be the sole basis for any employment decision.Wearable pendantThe pendant captures audio only when you tap or otherwise enable it. You can review, trim, or delete captures before they are used for analysis. The pendant can store data locally and upload when connected. You can disable location tagging at any time.
4. How we use information
We use information to provide and improve the Services and to operate our business.Provide core features such as recording, transcription, summaries, analytics, dashboards, nudges, and integrationsPersonalize coaching and recommendationsMaintain security, prevent abuse, and troubleshootCommunicate about service updates, security notices, and marketing with your consent or as allowed by lawComply 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 it only as described here.Service providers that perform services on our behalf, for example cloud hosting, transcription, analytics, email delivery, and customer supportIntegrations that you connect, for example posting a summary to Slack or reading calendar eventsEnterprise customers when an organization provisions or manages your account, in which case your organization’s administrators may access certain data and settingsCorporate transactions such as a merger or acquisitionLegal and safety needs such as responding to lawful requests or protecting rights and propertyWith your direction or consent
6. Your choices and rights
Access, correction, deletionYou can access and update profile details in the app. You can delete recordings, transcripts, and scores. You may also request deletion of your account by contacting us.Recording controlsYou decide when to record. You can pause, stop, or discard a capture. For meetings, obtain consent from participants and honor local laws.Marketing preferencesYou can unsubscribe from marketing emails at any time. We will still send service and security notices.CookiesMost browsers let you control cookies. You can also use our site preferences to manage optional cookies.Regional rightsIf you are in the EEA, UK, or Switzerland, you may have the right to object, to restrict processing, to data portability, and to lodge a complaint with your supervisory authority.If you are a California resident, you may request access, deletion, correction, and the right to opt out of sharing for cross-context behavioral advertising. We do not sell personal information for money.
7. Data retention
We retain personal information for as long as needed to provide the Services and for legitimate business purposes. You can delete specific recordings 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 we learn of a breach that affects you, we will notify you when 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 appropriate 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 us information, contact us so we can delete it.
11. Automated processing and fairness
Our AI features provide assistive insights, summaries, and coaching. They are designed to support human judgment, not replace it. We work to reduce bias through evaluation and guardrails, and we give users controls to review and correct outputs. If you believe an automated result is inaccurate or unfair, contact us and we will review it.
12. Third-party websites and services
Our site may link to third-party sites 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. We will post the new Policy on this page with a new effective date. If changes are material we will provide additional notice.