Privacy Policy

This policy explains what Soulform ("we," "us") collects, how we use it, who processes it on our behalf, and the choices you have. Soulform is an AI-assisted journaling and self-reflection tool: a thinking partner for understanding yourself, designed to work alongside, not replace, professional support. It is not therapy and not a medical service.

1. What we collect

• Account and waitlist details: your email address, and a name if you provide one. We use this to give you access and to contact you.
• Your journal entries and conversations: what you write, and the AI's responses. This is the core content of the service, and the AI reads it in order to reflect patterns back to you.
• Voice, if you use voice mode: your spoken audio is sent to our speech-to-text provider to transcribe it, and the AI's replies are turned into audio by a text-to-speech provider. If you don't use voice mode, this doesn't apply.
• Feedback you send us: anything you share through the feedback form or by email.
• In-app usage events: basic events about how you use features (for example, opening a reflection), associated with your account, used to understand and improve the product. These don't include the content of your entries beyond what the action itself implies.
• Visit measurement on public pages: on pages like our landing and early-access pages we keep a lightweight, cookie-free count of visits. See section 7.

2. How we use it

• To run the service: the AI processes your entries to help you notice patterns, blind spots, and recurring themes in your own words.
• To improve the product: a human on our side (a very small team) occasionally reviews conversations, both to see where the AI helped or fell short and to understand how Soulform affects people over time (engagement patterns, what helps, what doesn't). These observations guide how we develop the product. Our internal research notes are pseudonymized: they use made-up names, and your email or real name doesn't appear in them. You control human review of any journal: turning on Incognito excludes it entirely. You can toggle it from the top of each journal.
• To contact you: for service messages (important changes, support replies) and, only if you opt in, recurring emails like the weekly reflection.
• To keep the service secure and prevent abuse, and to comply with the law where required.

3. If you're in a crisis

If you express thoughts of harming yourself or others, the AI will respond with crisis resources inside the conversation, such as findahelpline.com or your local emergency number. These resources are also collected on our crisis resources page. Soulform cannot contact emergency services on your behalf. If you are in immediate danger, call your local emergency number.

When this happens, a flag is stored with the message, and flagged messages are more likely to be reviewed by us. Incognito journals remain excluded from human review in all circumstances, including crisis. In rare cases, if something we see during review suggests immediate danger, we may check in with you directly. If we do, it will only ever be a message from us to you: we will never contact anyone else on your behalf.

4. The AI and your data

The AI that powers Soulform is Anthropic's Claude, which we access through Anthropic's API. Your entries and the surrounding conversation are sent to that model to generate responses.

Separately, to let the AI find related moments across your own journals (semantic search), short passages of your entries are converted into numerical representations by an embedding model on Google Cloud's Vertex AI, inside the same Google Cloud environment that hosts the rest of your data.

Nothing you write is used to train AI models, not by us and not by our providers. Anthropic and Google process your messages only to return a result and do not use them for training, under their commercial terms. Any future use of data for broader research would be a separate, clearly described, opt-in choice.

5. Who processes your data (and who we don't share with)

We do not sell your personal information, and we do not share your entries or insights with third parties for their own purposes (such as advertising). The only companies that handle your data are the service providers we use to run Soulform, acting as our processors and only for these purposes:

• Anthropic: the AI model that generates responses. Receives your entries and conversations to produce a reply, and does not train on them.
• Google (Google Cloud, Vertex AI, Firebase): hosting, database, authentication, and the embedding model used for search within your own journals. Your stored data lives in this environment. Where data is transferred outside the EU, our providers' terms rely on Standard Contractual Clauses or equivalent safeguards.
• Deepgram: speech-to-text, only if you use voice mode.
• ElevenLabs: text-to-speech, only if you use voice mode.
• Postmark: sending transactional and (if you opt in) recurring email. Our emails include Postmark's standard delivery and open beacon, which tells us whether our letters reach you. We use it only for that, never for advertising, and it never touches the content of your entries.
• Upstash: rate-limiting infrastructure. Holds short-lived request counters tied to your account or network address, never the content of your entries.

We may also disclose information if we are legally required to. We never voluntarily disclose your entries to anyone else.

6. Cookies and analytics

We don't use third-party analytics, advertising, or tracking cookies. The only way we measure usage is the cookie-free, first-party visit counter described in the next section.

7. Visit measurement (cookie-free)

Separately from the analytics above, on public pre-signup pages we keep our own lightweight count of visits. It uses no cookies and no persistent identifier. For each visit we record: the page, a campaign tag if the link had one, the referring site, your device type / browser / operating system (from your browser's user-agent), your timezone, and a coarse country where our host provides it. We do not store your IP address; we derive a non-reversible, daily-rotating hash from it purely to tell repeat visits apart on the same day, and it can't be traced back to you or linked across days.

8. Your rights and choices

Your data is yours. You can:

• Export all your data yourself, any time, from Settings. The export includes your journals, conversations, highlights, and reflections.
• Update or correct your account details (such as your name or email).
• Delete your data or your account. Delete individual journals inside the app, or your entire account from Settings. Deletion covers what we derived from your words, not just the words (see section 10), is immediate and permanent in our active systems, and clears from encrypted backups within 7 days, except where we're legally required to retain something. If you also want our pseudonymized internal research notes about your usage removed, email us and we'll delete those too, subject to anything we're legally required to keep.
• Use Incognito to keep specific journals out of the occasional human review described in section 2.
• Opt out of recurring emails at any time, via the link in the email or in your settings.

To exercise any of these, contact us (section 12). If you're in the EU/UK and think we've mishandled your data, you also have the right to complain to your local data protection authority.

9. Security

We use reasonable technical and organisational measures to protect your data, including encryption in transit and at rest and restricted access, built on Google Cloud's certified infrastructure. No system is perfectly secure, so we can't guarantee absolute security, but we take it seriously and review our practices as the product grows. If a breach ever affects your data, we will inform you directly and promptly.

10. How long we keep your data

We keep your entries, and the understanding we build from them, for as long as your account is active or until you delete them. If you delete a journal or your account, it is erased from our active systems immediately, and from encrypted backups within 7 days, except where we're legally required to retain something. Deletion is not limited to the entries themselves: when you delete a journal, everything we derived from it (its conversations, highlights, summaries, and extracted themes) is erased with it. One honest caveat: insights already generated in other journals, and weekly reflections, may have drawn on content you later delete; deleting a single journal does not unwind those, deleting your whole account removes them too. Copies of emails we already sent you are erased with your account. Visit-measurement records (section 7) contain no identifying information and are kept in aggregate. When an account is deleted we keep one thing that cannot be traced back to you: anonymous operational metrics (token counts and costs of past AI calls, held under a random token with no link to any identity).

11. Children

Soulform is for adults (18+). We don't knowingly collect data from children. If we learn we have, we'll delete it.

12. Contact

Questions, or want to access, export, or delete your data? Email us at support [at] soulform [dot] ai and we'll help.

13. Changes to this policy

We'll update this policy as the product changes. If we make a material change, we'll update the date above and, where appropriate, let you know directly.