Privacy Policy
Last updated: August 2026
Soda LLC (“Soda”, “we”, “us”) builds the memory layer for customer-facing teams. This policy explains what personal data we collect, why we collect it, who we share it with, how long we keep it, and what rights you have.
We have tried to write this in plain language. If anything is unclear, email privacy@getsoda.app.
This policy covers the Soda macOS application, the Soda Chrome extension, the Soda web application, and getsoda.app. It does not cover the third party tools you connect to Soda, which are governed by their own policies.
Who we are
Soda LLC is a limited liability company registered in Wyoming United States.
For individual accounts, Soda is the data controller for the personal data described in this policy.
For business and team accounts, the organisation that provides your Soda account is the controller and Soda acts as a processor on its behalf. In that case, the organisation’s own privacy notice governs how your data is handled, and requests to access or delete data should go to them first. Our Data Processing Agreement is available at privacy@getsoda.app.
What Soda does
Soda is the memory layer for customer-facing teams. It runs quietly on macOS, with a companion Chrome extension, and builds a living profile of every customer, prospect and partner you work with, so that context from calls, research and conversations stays available to you and your team without anyone stopping to write it down.
To do that, Soda needs to understand what you are working on. That means taking in context from your screen, your browser, your calls, and the tools you have connected, and turning it into knowledge that can be searched and surfaced later.
Soda also carries out actions you have configured through recipes, such as capturing what was discussed after a call and updating a record in your CRM. Soda only takes actions you have set up.
You choose what Soda pays attention to. Capture can be paused, and specific apps, sites and meetings can be excluded. What Soda captures is private to you by default. If you share knowledge with your team, or your account is part of a team workspace, see “Teams and shared knowledge” below.
Personal data we collect
From the Mac application
Screen context. Depending on how you are using Soda, the application captures content or metadata from the active window, such as the application name, window title, and visible content. This is used to understand what you are working on so that Soda can capture relevant knowledge, surface information, or carry out a recipe you have configured.
Call audio and transcription. When Soda is listening during a call, it captures audio, transcribes it in real time, and then discards the audio. We do not store raw audio. See “Calls and the people you speak to” below for your responsibilities when using this feature.
Calendar data. When you connect your Google or Microsoft calendar, Soda fetches your calendar events, including titles, attendees, dates and meeting URLs, directly from Google or Microsoft to your device. Calendar event content is not sent to Soda’s servers or to any third party.
Integration data. When you connect tools such as your CRM, email or document storage, Soda accesses data from those services to provide functionality and carry out the recipes you have configured. We access only what is needed for the integrations you have enabled.
Account information. Your name, email address, and authentication credentials. You can sign in with Google or Microsoft. When you do, we receive your name, email and profile information from the provider via OAuth. We do not receive or store your Google or Microsoft password.
Support communications. If you contact us, we keep the correspondence and any information you include in it.
From the Chrome extension
The Chrome extension acts as a companion to the Mac application. It sends browser context to the Mac application via native messaging. It does not modify your browsing experience or inject anything into web pages.
The extension collects and sends two types of data to the Mac application.
Page data (sent on tab switch, page load, or when requested by the Mac application):
The full URL and title of the current page
Page metadata including meta descriptions, Open Graph tags, page language, headings, form summaries, link count, and detected page type
A stripped DOM tree of visible elements, including tag names, class names, IDs, ARIA roles and labels
Plain text content of the page
Interaction context (sent on form focus, button clicks, typing, and navigation events):
The current page URL and title
A buffer of interactions, including form field focus and blur events, button click labels, and navigation changes
The currently focused element and its value
What the extension does not collect. The extension does not read your browsing history, bookmarks, cookies, saved passwords, or content from tabs you are not actively viewing.
Form fields. Fields rendered as type="password" are excluded. The extension does capture the content of other visible form fields you interact with, which can include text you type into search boxes, message composers and web forms. You can pause capture or exclude specific sites at any time, and we recommend doing so before entering payment details, health information, or other sensitive material into a web form.
Knowledge Soda derives
Soda creates new records from the raw context above, including summaries, extracted facts, relationship profiles, and vector embeddings used for search. These derived records are personal data in their own right, both about you and about the people you work with, and are covered by this policy.
From the website and analytics
Website. When you visit getsoda.app we collect standard server logs, including IP address, browser type and pages visited.
Product analytics. We use PostHog, hosted in the EU, to collect anonymised usage telemetry from the application and extension. This includes sanitised URLs with identifiers replaced, event names, aggregate counts such as word count or extraction duration, and an anonymous or account level user ID. Analytics data does not include raw page content, input values, or DOM trees.
Cookies. getsoda.app uses cookies that are strictly necessary for the site to function, and analytics cookies that are set only where you consent. You can change your choice at any time through the cookie settings link in the site footer.
Personal data about other people
Soda is built to hold context about the customers, prospects and colleagues you work with. That means we process personal data about people who are not Soda users, including names, job titles, contact details, what was discussed, what was agreed, and details those people shared during conversations.
Where you use Soda for individual purposes, you are responsible for having a lawful basis to record and retain information about the people you work with. Where your organisation provides your account, your organisation is the controller for that data.
Soda is not designed to capture special category data such as health information, political opinions, religious beliefs, or trade union membership. We ask that you do not use Soda to build records of that kind, and you can exclude specific meetings, applications and sites from capture.
Calls and the people you speak to
Recording and transcribing conversations is regulated differently in different places. Some countries and US states require the consent of every participant. You are responsible for telling the people on your calls that the conversation is being transcribed and for obtaining consent where the law requires it. Soda provides controls to disable capture for a given call or meeting.
Why we use your data, and our legal basis
We rely on performance of our contract with you to provide Soda's core functionality, meaning understanding context, building profiles and making knowledge searchable. The same basis covers carrying out the recipes and actions you have configured, including in connected tools, and communicating with you about your account and material changes to the service.
We rely on your consent to capture content from your screen, your calls and your browser. You give that consent when you enable capture and you can withdraw it at any time.
We rely on our legitimate interests to keep Soda secure, prevent abuse and investigate incidents, and to improve performance, reliability and features using aggregated and anonymised usage data. Analytics cookies are set only with your consent.
We rely on consent, or our legitimate interests in marketing to existing customers, to send you product updates and marketing. You can opt out in any message.
We rely on compliance with a legal obligation to meet our legal, tax and regulatory requirements.
We do not sell your personal data. We do not share it for cross-context behavioural advertising. We do not use your data, or data derived from it, to train our own AI models or those of our providers. We do not serve advertising.
Soda does not make decisions about you that produce legal or similarly significant effects without human involvement.
Teams and shared knowledge
Soda is designed so that knowledge can be shared across a team. Where you are part of a team workspace:
Knowledge you choose to share, and profiles designated as shared, are visible to other members of that workspace
Your workspace administrator may be able to view usage information, manage members, and access knowledge held in the workspace, in line with your organisation’s own policies
If you leave the organisation, knowledge held in the workspace remains with the organisation
Anything not shared stays private to your account.
Who we share data with
We share personal data with the service providers below, each under a written contract that restricts what they can do with it.
AI providers. To power Soda’s features we send relevant context to:
OpenAI (US)
Anthropic (US)
Google Gemini (US)
We send only the context needed for the specific task. We use API access that does not permit these providers to use your data to train their models.
Infrastructure and operations:
Supabase, for authentication, database and storage
PostHog (EU hosted), for anonymised product analytics
Sentry (US), for error monitoring and crash reporting
Resend (US), for transactional email
Google (US) and Microsoft (US), for calendar, document and identity integrations accessed via OAuth 2.0
A current list of our sub-processors is available at privacy@getsoda.app. Where you are a business customer, we will give you notice before adding a new sub-processor, and an opportunity to object, as set out in our Data Processing Agreement.
We may also disclose personal data:
Where we are required to by law, court order, or a valid request from a public authority. We will notify you where we are permitted to do so
To our professional advisers, such as lawyers and auditors, where necessary
In connection with a merger, acquisition or sale of assets, in which case we will notify you before your data becomes subject to a different privacy policy
We do not otherwise disclose your data to third parties.
OAuth tokens for connected services are stored encrypted with per-user encryption keys.
Google API disclosure
Soda’s use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.
When you connect your Google account, Soda accesses your data solely to provide its core functionality to you. Specifically:
Google Calendar. Soda fetches your calendar events directly to your device to show upcoming meetings and surface relevant context. Calendar event data is not sent to Soda’s servers or shared with any third party.
Google Drive. Soda fetches documents from your Google Drive and processes them into vector embeddings for your private knowledge base. To generate these embeddings, document content is sent to OpenAI via their embedding API. OpenAI processes this data under our data processing agreement and does not use it for model training.
Who we share Google user data with. Google user data is shared only with OpenAI, for embedding generation, and only to the extent necessary to provide Soda’s functionality. Google user data is not sold, not used for advertising, and not shared with any other third party. We do not use data retrieved from Google APIs to train, retrain or improve AI models.
Retention. Indexed data derived from your Google account, including vector embeddings and associated metadata, is retained while your account is active and the Google integration remains connected. If you disconnect Google from Soda, indexed data from that integration is deleted within 30 days. If you delete your Soda account, all Google-derived data is deleted within 30 days. You can request deletion at any time at privacy@getsoda.app.
Chrome Web Store disclosure
Soda’s use of information received from the Chrome extension complies with the Chrome Web Store User Data Policy, including the Limited Use requirements. Data collected by the extension is used only to provide Soda’s functionality to you, is not sold, is not used for advertising, and is not used to train AI models.
How long we keep data
Call audio is discarded immediately after transcription and is not stored.
Transcripts are retained while your account is active, or until you delete the profile or record.
Raw page data and screen context are deleted after 90 days.
Derived knowledge, including profiles, summaries, extracted facts and embeddings, is retained while your account is active, or until you delete the profile or record.
Account information is retained while your account is active.
Support correspondence is retained for 24 months.
Server logs are retained for 30 days.
Product analytics are retained for 12 months.
Raw capture is short-lived. The knowledge Soda derives from it is what persists, because that is what makes a profile useful months later. You can delete individual profiles, records and sources at any time.
When you delete your account, we delete all personal data associated with it within 30 days, except where we are required to keep it to meet a legal obligation. Backups are purged on a rolling 30 day cycle.
Storage and security
Data is stored on servers operated by our infrastructure providers, located in the EU. We use encryption in transit (TLS 1.2 or above) and encryption at rest.
Our security measures include role-based access control, per-user encryption keys for OAuth tokens, logged and restricted internal access to user data on a need-to-know basis, and regular review of our providers.
Some data is processed on your device and never leaves it.
No system is completely secure. If a breach affects your personal data and is likely to result in a risk to your rights, we will notify you and the relevant supervisory authority without undue delay, and within 72 hours where required.
Your controls in the product
Pause capture at any time from the menu bar
Exclude specific applications, websites and meetings from capture
Review, edit and delete individual profiles and records
Disconnect any integration, which deletes indexed data from that source within 30 days
Export your data
Delete your account
Your rights
Depending on where you live, you may have the right to:
Access the personal data we hold about you
Correct inaccurate data
Request deletion of your data
Object to or restrict certain processing
Receive a copy of your data in a portable format
Withdraw consent at any time, without affecting processing carried out before you withdrew it
Not be discriminated against for exercising your rights
To exercise any of these, contact privacy@getsoda.app. We will respond within 30 days. We may need to verify your identity first.
If you are in the UK or EEA and are not satisfied with our response, you can complain to a supervisory authority. In the UK that is the Information Commissioner’s Office at ico.org.uk. In the EEA it is the authority in the country where you live or work.
California residents. We do not sell or share personal information as those terms are defined under the CCPA, and we have not done so in the preceding 12 months. You have the right to know, delete, correct, and to limit the use of sensitive personal information. We do not use sensitive personal information for purposes beyond those permitted without a right to limit. We honour Global Privacy Control signals on getsoda.app.
Other US states. Residents of states with comprehensive privacy laws, including Colorado, Connecticut, Virginia, Texas and others, have equivalent rights of access, correction, deletion, portability and appeal. To appeal a decision, reply to our response or email privacy@getsoda.app with “Appeal” in the subject line.
International transfers
We are a United States company. If you use Soda from outside the US, your personal data is transferred to and processed in the United States, and by providers based there including OpenAI, Anthropic, Google, Microsoft, Sentry and Resend. PostHog processes analytics data in the EU.
Where personal data is transferred out of the UK or EEA, we rely on the EU Standard Contractual Clauses together with the UK International Data Transfer Addendum, or on another lawful transfer mechanism where one applies. You can request a copy of the relevant safeguards at privacy@getsoda.app.
Children
Soda is not intended for anyone under 18 and we do not knowingly collect data from children. If you believe a child has provided us with personal data, contact privacy@getsoda.app and we will delete it.
Changes to this policy
We may update this policy. If we make material changes we will notify you by email or in the product at least 14 days before they take effect. The “last updated” date reflects the most recent revision, and previous versions are available on request.
Contact
Soda LLC: privacy@getsoda.app
For general enquiries, hello@getsoda.app.