Privacy Policy

01What we collect

We keep data collection deliberately narrow. We collect:

Information you give us

• Account details — your name, email address, and workspace name, created when you sign up and managed through authentication.
• Your positioning and messaging — the positioning, value propositions, and messaging you enter so our AI can tailor its analysis to you. This is your content; you own it.
• Your watchlist — the competitors and public source URLs you choose to track.
• Preferences — notification and delivery settings, and any integrations you connect (such as Slack).
• CRM data you choose to connect — when you enable a CRM integration such as HubSpot, we read the deal name, amount, currency, close date, outcome, and the competitor field you select. We do not request CRM contact access or write back to your CRM.
• Messages you send us — contact-form inquiries and the details you include so we can respond and provide support.

Information we generate or collect automatically

• Monitoring results — snapshots of the public competitor pages you ask us to watch, the changes we detect, and the AI “so-what” analysis, battlecards, and digests we produce from them. Every item carries its source URL and timestamp.
• Basic usage and device data — standard log data (IP address, browser type, pages visited) used to operate, secure, and improve the service.

We do not ask for or store payment card numbers ourselves — card details go directly to our payment processor (see below).

02How we use it

• To run the core service: monitor the sources you choose, detect changes, and produce sourced analysis and recommended actions.
• To send you the product communications you enable — weekly digests, alerts, and, if connected, Slack messages.
• To send account and transactional email (sign-up verification, billing receipts, security notices).
• To operate, secure, debug, and improve the platform.
• To process payments and manage your subscription.

We do not sell your personal data, and we do not use your positioning or messaging content to train models for other customers.

03Service providers we share with

We rely on a small set of trusted providers to run SoWhatHQ. They process data only to provide their service to us, under contract, and only as needed. These fall into the following categories:

• Cloud hosting and infrastructure — to run the application and store your data securely.
• AI processing — to generate the “so-what” analysis, battlecards, and messaging drafts. Relevant context (a detected change plus your positioning) is sent to produce each result; our AI provider does not use your content to train its models.
• Email delivery — to send transactional email and your digests.
• Payment processing — to handle subscriptions and billing. Our payment processor handles your card details directly; we never see or store them.
• Optional integrations you connect — such as Slack or HubSpot, used only if you choose to enable them and only to deliver or import what you’ve asked for.

We’re happy to provide the specific list of our subprocessors on request — email privacy@sowhathq.com.

We may also disclose data if required by law, to protect our rights or users, or as part of a merger or acquisition (in which case we will notify you).

04What we monitor

05Data retention

We keep your account data and monitoring history for as long as your account is active, so your history and trends stay useful. If you close your account, we delete or anonymize your personal data within a reasonable period, except where we must retain it to meet legal, tax, or security obligations.

06Security

Data is encrypted in transit (HTTPS) and at rest by our infrastructure providers. Access is restricted, and outbound fetches are guarded against being pointed at private/internal addresses. No system is perfectly secure, but we work to protect your data and will notify you of a breach affecting your personal data as required by law.

07Your rights and choices

• Access, correct, or delete your personal data — most of it is editable directly in the app, or email us and we will help.
• Export your data yourself anytime — Settings › General › Your data downloads a complete copy of your workspace, including your positioning and messaging content. You can also email us for a copy.
• Control communications — adjust notification preferences in Settings, or unsubscribe from digests at any time.
• Disconnect integrations like Slack or HubSpot whenever you choose.

Depending on where you live (for example the EU/UK or California), you may have additional statutory rights over your data. We honor these — contact us and we will respond.

08Cookies

We use cookies needed to keep you signed in and operate the service securely. With your permission, we also use Google Analytics to understand page visits and important product actions so we can improve SoWhatHQ. Analytics storage is denied unless you select “Allow analytics.” We disable advertising signals and do not use analytics for cross-site advertising. You can clear your saved preference in your browser to choose again.

09Children

SoWhatHQ is a business tool not directed to anyone under 16, and we do not knowingly collect data from children.

10Changes to this policy

We may update this policy as the product evolves. If we make a material change, we will update the effective date above and, where appropriate, notify you in the app or by email.