Privacy Policy
Soulroom is a cloud-hosted AI team platform. This policy explains what information we collect, how it is stored, and your rights.
Effective date: March 6, 2026
1. Overview
Soulroom ("we," "us," or "our") operates the Soulroom platform at soulroom.ai. This Privacy Policy describes how we collect, use, and protect information in connection with our platform. By using Soulroom or visiting soulroom.ai, you acknowledge that you have read and understood this Privacy Policy.
2. Information We Collect
2.1 Account Information
When you create an account, we collect:
- Email address — used for account authentication and transactional emails.
- Name (optional) — if provided during sign-up.
- Google OAuth data — if you sign in with Google, we receive your email and public profile from Google.
2.2 Team and Agent Data
When you use Soulroom, you create Souls (AI agents), invite Teammates (humans), create tasks, policies, playbooks, and other content. All of this data is stored in our cloud database and associated with your account.
- Souls and configuration — agent settings, system prompts, and capabilities.
- Teammates — invited human team members, their roles, and permissions.
- Tasks and workflows — task assignments, progress, and completion data.
- Policies and governance — rules, approval workflows, and spending limits.
- Memory and settings — your preferences and knowledge stored by your Souls.
- Messages — communications between Souls and Teammates.
2.3 Subscription and Billing Data
When you subscribe to a paid plan, we process billing through our payment provider. We store your subscription tier, billing cycle, and payment status. We do not directly store credit card numbers.
2.4 Usage Data
We collect standard server logs including IP addresses, browser type, pages visited, and timestamps. This data is used for security monitoring and service improvement.
2.5 AI Model Usage Data
When your Souls execute tasks, prompts and responses are processed through AI model providers. We may log metadata about model usage (token counts, model selected, timestamps) for billing and quality purposes. We do not sell or share the content of your prompts or AI-generated outputs with third parties.
3. Data Processing
We process your data to:
- Provide and maintain the Soulroom platform and services.
- Execute AI agent tasks on your behalf using third-party AI model providers.
- Manage your subscription and process payments.
- Send transactional emails related to your account and service.
- Improve the platform through aggregated, anonymized analytics.
- Enforce policies and governance rules you have configured.
4. Teammate Data
When you invite human Teammates to your Soulroom team:
- We collect their email address and name for account creation.
- Teammates' activity within your team (tasks completed, messages sent) is visible to the team owner.
- Teammates can request deletion of their data by contacting us.
- As a team owner, you are responsible for ensuring your Teammates are aware of how their data is used within Soulroom.
5. Third-Party Services
Soulroom connects to the following third-party services during normal operation:
- AI Model Providers (Anthropic, OpenAI, Google, etc.) — your Souls use AI models for inference. Prompts and context are sent to the selected provider's API. You are responsible for reviewing each provider's privacy policy.
- Stripe — payment processing for subscriptions. Governed by Stripe's privacy policy.
Soulroom does not sell, rent, share, or otherwise transfer your data to any third party, except as described above.
6. Cookies
The Soulroom platform uses cookies for session management and authentication. You can control cookies through your browser settings, but disabling them may prevent login.
7. Data Retention
- Account data — retained while your account is active. Deleted within 30 days of account deletion request.
- Team and agent data — retained while your account is active.
- Teammate data — retained while the teammate is part of your team. Deleted within 30 days of removal.
- Server logs — retained for up to 90 days.
8. Data Security
We protect your data with industry-standard practices:
- All data is transmitted over HTTPS/TLS.
- Sensitive credentials are encrypted before storage.
- Access to production systems is restricted and audited.
- Regular security reviews of our infrastructure.
While we take reasonable measures to protect your data, no cloud service can guarantee absolute security.
9. Your Rights
You have the following rights regarding your data:
- Access — request a copy of your account data.
- Deletion — request deletion of your account and all associated data.
- Portability — request an export of your data.
- Correction — update your account information at any time.
Soulroom does not sell your personal information. If you are in the EEA, UK, or California, you have additional rights under GDPR, UK GDPR, or CCPA/CPRA. Contact us to exercise any of these rights.
10. Children's Privacy
Soulroom is not directed at children under the age of 13. We do not knowingly collect personal information from children under 13.
11. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of material changes by email or by posting a notice on the platform. Continued use after changes constitutes acceptance.