Privacy Policy

Privacy Policy

Effective Date: 07/15/2025

Last Updated: 07/15/2025

Privacy at a Glance

We respect your privacy and are committed to protecting your personal information. This policy explains how we collect, use, and safeguard your data when you visit our website and interact with our AI-powered Standard Operating Procedure (SOP) Software as a Service (SaaS) platform.

What We Collect: Contact details you provide when expressing interest, and technical data related to your website usage.

Why We Collect It: To communicate with you, improve our website and offerings, and comply with legal obligations. (For full platform use, refer to the in-app privacy policy.)

Your Rights: Access, correct, delete, port your data, and opt out of marketing.

Security: We use industry-standard safeguards to protect your data.

Questions? Contact us at [email protected].

1. Who We Are

Sopify.AI ("Company," "we," "us," or "our") is an AI-powered SOP SaaS platform that helps organizations streamline their operations through intelligent process automation. We are headquartered at:

8000 W Interstate 10, Suite 211, San Antonio, TX 78230

Data Controller: Sopify.AI

For Privacy Inquiries: [email protected]

We currently operate primarily in the United States and do not offer services directly to EU, UK, or Brazil residents.

2. Information We Collect

2.1 Information You Provide

• Name, email address, phone number, job title, company name
• Company size, industry, and role
• Details from demo or trial requests
• Communications and feedback you send
• Account credentials (if an account is created)
• Marketing preferences

2.2 Information Collected Automatically

• IP address, browser, operating system, device info
• Pages visited, time on site, clicks, referral source
• Load times, error reports, site performance
• Aggregated usage patterns for analytics

2.3 Information from Third Parties

• Lead generation partners
• Social media platforms
• Contact enrichment services
• Analytics providers

3. How We Use Your Information

3.1 Service & Support

• Deliver demos, trials, and consultations
• Respond to inquiries
• Manage accounts and billing

3.2 Business Operations

• Improve our website and products
• Conduct lead qualification
• Monitor security and prevent fraud
• Perform market research and analysis

3.3 Marketing

• Send updates and promotional content
• Personalize content using AI
• Invite you to events and webinars

3.4 AI Processing

Our AI systems are integral to how we process and utilize data...

• Lead scoring
• Website personalization
• Predictive insights
• Chatbot interactions

4. Legal Basis for Processing

• Consent: For marketing communications and cookies (where required)
• Legitimate Interests: Website optimization, product development, direct marketing to existing customers
• Contract Performance: Fulfilling demo/trial requests
• Legal Compliance: Tax, legal, and regulatory purposes

5. Data Sharing

5.1 Service Providers

We share data with trusted service providers who help us operate our business:

• Cloud & Infrastructure: AWS, Azure, Google Cloud
• CRM & Marketing: HubSpot, Salesforce, Mailchimp, LinkedIn
• Analytics: Google Analytics, Hotjar, Mixpanel
• Security: Okta, Cloudflare, DataGrail

5.2 Business Partners

• Integration and reseller partners
• Co-hosted event collaborators

5.3 Legal Disclosures

We may disclose data to comply with legal obligations, court orders, prevent fraud, or protect our rights.

6. International Transfers

Our services are U.S.-based. If you're accessing our site from outside the U.S., your data may be transferred and processed in the United States. We use reasonable safeguards to protect data across borders.

7. Cookies & Tracking

7.1 Types of Cookies

• Essential: Required for functionality
• Performance: For analytics and error tracking
• Functional: For customization
• Marketing: For advertising and retargeting

7.2 Consent & Control

We use a cookie banner to collect consent for non-essential cookies. You may manage preferences at any time via our footer link or by emailing [email protected].

7.3 Tracking Technologies

Includes Google Analytics, LinkedIn Insight Tag, Facebook Pixel, Intercom & Zendesk.

8. Data Security

We protect your data using:

Encryption: AES-256 (at rest), TLS 1.3 (in transit)

Access Controls: MFA, RBAC, just-in-time provisioning

Infrastructure: SOC 2 Type II, ISO 27001 certified providers

Organizational Practices: Privacy by Design, employee training, data minimization

9. Data Retention

• Marketing Data: 2 years
• Sales Data: 3 years
• Customer Data: Duration of relationship + 7 years
• Analytics Data: 26 months (Google Analytics)

We delete data via automated processes and secure cryptographic erasure.

10. Your Rights

Universal Rights

Regardless of your location, you have the right to:

• Access, correct, delete, port, restrict, or object to use of your data

CCPA/CPRA (California)

We are not currently subject to CCPA/CPRA, but we voluntarily honor key rights including access, deletion, and opt-out of marketing. We do not sell or share your data as defined by CCPA.

Exercising Rights

Email [email protected] or use our privacy portal...

11. Marketing

• Consent-based: We only email those who opt in or are existing customers.
• Opt-Out: Via unsubscribe links
• Personalization: Based on job role, behavior, or previous engagement.

12. Third-Party Services

We are not responsible for the privacy policies of external sites or services. When using third-party widgets or tools, your data may be subject to their terms.

13. Children's Privacy

Our services are not intended for users under 16. If we become aware of such data, we delete it promptly. Contact Us at [email protected] with any concerns.

14. Responsible AI

We use AI to assist with personalization, scoring, and support not to make decisions with legal or significant effects. If this ever changes, you will be notified and given opt-out rights.

15. Business Changes

In the event of a merger or acquisition, your information may be transferred. We will ensure the new entity honors this policy and notify you of material changes.

16. Updates

We may revise this policy as our services evolve. Major changes will be communicated 30 days in advance via email or website notice. The "Last Updated" date will reflect minor changes.

17. Contact Us

Questions about this policy?

• Email: [email protected]
• Mailing Address: 8000 W Interstate 10, Suite 211, San Antonio, TX 78230

18. Regulatory Reference

Although not currently subject to the CCPA or CPRA, we strive to follow their principles. You may contact:

California Privacy Protection Agency (CPPA)

• Website: https://cppa.ca.gov
• Address: 2101 Arena Blvd, Sacramento, CA 95834

19. Definitions

• Personal Information: Information that identifies or relates to an individual
• Processing: Collection, storage, use, sharing, or deletion of data
• Controller: The entity deciding how and why personal data is used
• Processor: An entity acting on behalf of the controller
• Consent: A freely given, informed agreement to data processing
• Legitimate Interest: A valid business reason to process data without overriding your rights

This Privacy Policy is effective as of 07/15/2025. For platform-specific practices, refer to our in-app Privacy Notice at Sopify.AI.