Privacy Policy

1. Who We Are

Soleraq ("we", "us", "our") is a UK-based AI-assisted communications service. We provide AI-drafted, human-reviewed messaging services to small and medium-sized businesses. Our registered contact email is hello@soleraq.co.uk.

2. What Data We Collect

We collect the following categories of personal data:

• Contact information — name, email address, phone number, and company name provided when you book a demo or purchase a service.
• Business information — your business type, industry, and communication preferences provided during onboarding.
• Email content — inbound emails forwarded to us for processing as part of your service. This content is used solely to generate AI-drafted replies on your behalf.
• Usage data — how you interact with your client portal, including login timestamps and feature usage.
• Payment data — billing details are processed by Stripe and are not stored on our servers. We only retain a reference to your Stripe customer ID.

3. How We Use Your Data

We use your personal data to:

• Deliver and manage your Soleraq service subscription
• Generate AI-drafted replies to your inbound emails and leads
• Communicate with you about your account, service updates, and billing
• Improve the quality of our AI models using anonymised, aggregated data
• Comply with legal obligations

We do not sell your personal data to third parties. We do not use your email content for any purpose other than generating replies on your behalf.

4. Legal Basis for Processing

We process your personal data on the following legal bases under UK GDPR:

• Contract performance — processing necessary to deliver the service you have purchased.
• Legitimate interests — improving our service quality and communicating relevant service updates.
• Legal obligation — where we are required to process data to comply with applicable law.

5. Data Retention

We retain your personal data for as long as your account is active and for up to 12 months after account closure, unless a longer retention period is required by law. Email content processed as part of your service is retained for 90 days after processing, after which it is permanently deleted.

6. Third-Party Services

We use the following third-party services to operate Soleraq:

• Stripe — payment processing. Subject to Stripe's own privacy policy.
• AI model providers — AI-generated reply drafts are processed via large language model APIs. Email content is transmitted to these providers solely for the purpose of generating reply drafts and is not used for model training by default.
• Cloud infrastructure — our servers and databases are hosted on secure cloud infrastructure within the UK/EEA.

7. Your Rights

Under UK GDPR, you have the right to:

• Access — request a copy of the personal data we hold about you.
• Rectification — request correction of inaccurate data.
• Erasure — request deletion of your personal data ("right to be forgotten").
• Restriction — request that we restrict processing of your data.
• Portability — receive your data in a structured, machine-readable format.
• Object — object to processing based on legitimate interests.

To exercise any of these rights, please contact us at hello@soleraq.co.uk. We will respond within 30 days.

8. Cookies

We use essential session cookies to maintain your login state on the client portal and platform. We do not use advertising or tracking cookies. Our analytics are privacy-preserving and do not collect personally identifiable information.

9. Data Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, or disclosure. All data is transmitted over HTTPS. Access to email content is restricted to authorised Soleraq staff only.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email or via a notice on our website. Continued use of our services after changes take effect constitutes acceptance of the updated policy.

11. Contact Us

If you have any questions about this Privacy Policy or how we handle your data, please contact us at:

You also have the right to lodge a complaint with the UK Information Commissioner's Office (ICO) at ico.org.uk.