Privacy Policy

SoloWOS (“we”) provides productivity tools to independent professionals (“customers”). This policy explains what we collect and why.

Data we process

• Account data: name, email, password hash, time zone, workspace settings.
• Customer content: documents, recordings, forms and responses, proposals, invoices, notes, time entries and contacts you add. We process this on your behalf as a service provider.
• Visitor data on public links: for e-signatures, on behalf of the person who sent the document, we record each signer's name, email, IP address, device and browser, the consent they gave (with the version of the text they accepted), their signature image and the time of each step, as evidence of the signature. The sender is responsible for this data and we process it as their service provider. If the sender sets an access code, we keep only a hash of it. For document tracking, page-level reading time is recorded only after the visitor consents, and reading times are approximate. Link and short-link clicks are counted in daily aggregates without identifying visitors.
• Payments: handled by Stripe, and by Mercado Pago for invoices in pesos if you connect your Mercado Pago account. We never receive or store full card numbers. When you connect Mercado Pago we store your Access Token encrypted, your Mercado Pago user ID and nickname, and for each invoice the ID of the checkout and of the payment. To create a checkout we send Mercado Pago the invoice number, your business name, the total and your client's email, and when Mercado Pago tells us about a payment we ask it for that payment's status and amount.
• Website analytics: on our public website (not inside the app or on links you share) we use Plausible, a cookie-free analytics service, to count visits, button clicks and page speed. It sets no cookies and stores no IP addresses or personal identifiers. To know which channels bring sign-ups, your browser keeps the first page and referring site of your visit in session storage until you close the tab, and sends it with your sign-up. We record sign-ups, trials, payments and first use of each tool without names, emails or document links.

Support chat

When you write to us in the chat inside the app or on the help page, we store your messages and our replies, the page where you opened the chat and, if you aren't signed in, the name and email you give us. A cookie used only by the chat keeps a signed-out visitor's conversation on that browser. We use all of this only to answer you, and to email you a reply you haven't seen in the chat. Chats are deleted with your account, or earlier if you ask at the address below.

An AI assistant answers the chat first, labeled as such. To answer you, your messages in that conversation are sent to Anthropic, together with today's date, the page where you opened the chat and, if you're signed in, a few facts about your account: your name and language, your workspace's name, role and currency, your plan and its status (and days left in a trial), whether two-step verification is on, which setup steps you've done, how many items you've made with each tool, and limits you're close to. It never sees your clients, invoices, documents or other content. It can't change anything in your account. When you ask for a person, or for anything about payments, account access, a problem or privacy, it passes the conversation to someone from SoloWOS, who reads it and answers. As with other AI features, Anthropic doesn't use this data to train their models, and we keep only usage counts for the AI's replies.

AI features

When you use an AI feature, such as Draft with AI in Proposals or the free AI quote generator on our website, the text you write is sent to Anthropic to generate the draft, and inside the app so is the data the draft needs: your app language and your workspace's currency. Under Anthropic's commercial terms, that data isn't used to train their models. We don't keep the text you write or the draft we get back; we keep only usage counts (how many drafts, the tokens used and whether each one worked) to apply the monthly and daily limits and measure the cost. On the free generator, a draft you choose to keep for after signing up stays in your own browser.

When you choose Read receipt in Expenses, a receipt photo or PDF is sent to Anthropic to extract the data (vendor, date, amounts, taxes, payment method, a short summary of the items and a suggested category), together with your workspace's currency and today's date. Photos are first resized and their metadata, such as the location, removed. CFDI XML files are read on our own servers, without AI, and aren't sent to Anthropic. What is read only fills in the form: nothing is saved until you save the expense, and the file is kept only if you save it as the expense's receipt. As with drafts, we keep only usage counts for AI reads, not the file or what was read.

When you ask for a follow-up draft (a payment reminder, a follow-up on a proposal or a thank-you after a meeting), or an automation drafts one, the facts the email needs are sent to Anthropic to write it: your client's first name, your business name and how you write to clients, and the record's details, such as the invoice number, amount and due date, the proposal's title, total and the dates it was sent and opened, or the meeting type and date. Nothing is sent to your client until you review the draft and confirm it.

When you choose Summarize with AI on a document in E-Signatures, the PDF is sent to Anthropic to write a short summary of it in plain language. The summary is saved with the signature request. Signers see it only if you approve it with Show to signers, and once someone signs, the summary they saw is kept in the request's activity history. As with other AI features, Anthropic doesn't use the document to train their models, and we keep usage counts to apply the monthly limit.

When you use Create with AI in Forms, the description you write is sent to Anthropic to draft the questions; the form is saved as a draft for you to review and nothing is shared until you publish it.

When you choose Prepare with AI on a booking, the facts SoloWOS has about that client are sent to Anthropic to write a short brief for you: their name, their answers to the booking questions and to your forms, and record facts such as the contact's stage and notes, past meetings, proposals and invoices with their amounts and status, documents waiting for their signature and whether they opened what you shared. The brief is saved with the booking and only you and your team see it; it's never sent to the client. The heads-up email an hour before a meeting is written by SoloWOS without AI.

When you use Draft with AI in Proposals, we also send Anthropic the facts from your own account that help price the job: up to 5 of your similar past proposals or invoices (title, line items, prices, dates, whether they were accepted and the hours you tracked), their price range and real hourly rate, and, if you picked a client, a one-word summary of how they pay (such as “watch”), never their invoices. The similar work is found on our servers, without AI. When you choose Check with AI before sending a proposal, its title, text, line items, deposit, validity and terms are sent to Anthropic to list what a client might ask; nothing is sent to your client and nothing changes until you do it.

When you turn on Draft a quote for each new request with AI in a form, each new response to that form is sent to Anthropic to draft a quote for you: the form's title and the answers (except the email and phone), the prices and instructions you wrote for the drafts, up to 5 of your similar past jobs and a one-word summary of how that client pays. The draft is saved as a proposal in your account and nothing is sent to the person who answered until you review it and confirm.

When you choose Match bank deposits in Invoicing, the bank statement you upload is read in memory and never stored: not the file and not its movements. A CSV is read on our own servers, without AI. A PDF is sent to Anthropic to list its deposits (date, amount, currency, description, reference and the sender's name), together with your workspace's currency and today's date. The deposits are matched to your open invoices on our servers, and an invoice is marked as paid only when you click the button. As with other AI features, we keep only usage counts for PDF reads.

When you choose Explain with AI on the Cash flow page in Invoicing, we send Anthropic only the forecast's weekly totals (money in on each line and money out), its running balances from zero and the assumptions behind them, such as your acceptance rate and your average month of expenses. No client names, invoice numbers, proposal titles or vendors are sent, and the bank balance you type stays in your browser. The forecast itself is calculated on our servers, without AI, and the explanation isn't saved.

When you choose Explain with AI on the Taxes page in Expenses, we send Anthropic only the tax estimate SoloWOS calculated: the period, its due date, the totals on each line (such as income collected, IVA, ISR or self-employment tax), your tax regime or set-aside percent, the retenciones you typed in and the assumptions behind the estimate. No client names, invoices, expenses or vendors are sent. The estimate itself is calculated on our servers, without AI, and the explanation isn't saved.

When you record a voice note for the AI assistant, the audio is sent to our transcription provider to turn it into text and isn't stored: not by SoloWOS and not as a file. The text appears in the box for you to check, and then goes to Anthropic like any request you write to the assistant. We keep only the minutes transcribed, to apply the monthly limit.

When you choose Transcribe and summarize on a screen recording, its audio is sent to our transcription provider (Deepgram or OpenAI) to turn it into text with times; we send only the audio track when we can separate it, otherwise the video file. The transcript is then sent to Anthropic to write a suggested title, a short summary, chapters and the next steps mentioned. A recording can include other people's voices, so transcribe only recordings you're allowed to share this way. The transcript and summary are saved with the recording and only your workspace sees them; people who watch a shared recording can turn on captions made from the transcript and see the chapters, never the summary. Deleting the recording deletes them. We keep the minutes transcribed to apply the monthly limit.

When you turn on the AI receptionist on your booking page or Link in Bio, what visitors write in its chat is sent to Anthropic to answer them, together with what you already publish there (your business name, your meeting types with their prices and free times, and your links) and the notes you wrote for it. We don't store the conversation: it stays in the visitor's browser while the page is open, and we keep only usage counts to apply the limits. If a visitor chooses to leave their name, email, phone or a message, those are saved in your contacts and you get a notification. The receptionist can't book, charge or send anything: visitors confirm a time on your normal booking page. If you are the visitor, what you write in that chat is handled the same way, and the details you leave go to that business.

When you use the AI assistant in the app, what you write is sent to Anthropic together with what the assistant needs to do it: today's date, your time zone and language, your business name and currency, how you write to clients, and the SoloWOS data it looks up for you through the same tools as the Claude and ChatGPT connector (for example a client's name and email, an invoice or a booking). The conversation is saved in your workspace so you can come back to it, and only you can see it. The assistant can create drafts, short links, meeting links and tasks for you, but anything that reaches a client (sending an invoice, a proposal or an email) waits until you confirm it. As with other AI features, Anthropic doesn't use this data to train their models, and we keep usage counts to apply the monthly limit.

When you link your WhatsApp number in Settings, the messages you send to the SoloWOS number on WhatsApp go through WhatsApp, a Meta service, and are handled like requests to the AI assistant: the text is sent to Anthropic, a receipt photo is read like Read receipt in Expenses, and a voice note goes to our transcription provider to turn it into text. Our replies, including the preview of anything waiting for your confirmation, go back to you through WhatsApp. We keep your number, when you linked it and the ID of each message for 30 days (so a message is never handled twice); what you ask is saved in your assistant conversation as in the app. A receipt photo is kept only if you press Save expense. Meta handles these messages under its own terms and privacy policy. You can unlink your number in Settings at any time.

AI assistants you connect to SoloWOS, such as Claude or ChatGPT, can access your workspace data only with your authorization, and you can revoke it at any time in Settings > Connected apps.

Offer emails

If you leave your email on the offer card on our website, we store it with the tool you picked, the page and the time, send you that one offer email and use it to apply the discount if you create an account within the hour, with no newsletter. If you don't create an account, we delete it after 30 days; if you do, it stays with your account's billing record. A cookie that lasts one hour remembers the offer on that browser.

Tips during your trial

During your trial we email you a tip every two or three days about a SoloWOS tool. To know which tips help, each email has an invisible image and a counted button: we record when it's opened and clicked, and whether you used that tool afterwards. Some email apps load images on their own or block them, so opens are approximate. We use this only to improve these emails. You can stop them from the link at the bottom of any of them or in Settings; account emails keep coming.

Abuse reports and link safety

Anyone can report a harmful link on our report page. We store the address reported, what's wrong with it, any details given and, if the person chooses to give it, their email, which we use only to tell them what we did. To limit repeated reports we keep a fingerprint of their IP address made with a secret key, never the address itself, and we never tell the account owner who reported them.

To protect visitors from phishing and malware, we check the addresses short links point to with Google Web Risk when a link is saved, and again regularly while it's on. Google receives only the address.

How we use data

To provide and secure the service, send transactional emails (e.g. signature invitations, booking confirmations), bill subscriptions, and measure aggregate product usage. We do not sell personal information.

Retention, export and deletion

You can export your workspace at any time (Settings → Data & privacy) and delete it permanently. Signed-document evidence is retained with the document for as long as you keep it.

Sub-processors

Hosting and storage providers, Anthropic (AI drafts, receipt reading, document and recording summaries, meeting briefs, the AI receptionist on public pages, the AI assistant and the support chat, only when you use an AI feature, turn on the receptionist or write to support), Lemon Squeezy (subscription billing, as our reseller), Stripe (card payments on invoices), Mercado Pago (invoice payments in pesos, only if you connect your account), WhatsApp, from Meta (the SoloWOS assistant on WhatsApp, only if you link your number), a transcription provider, Deepgram or OpenAI (turns voice notes into text, only when you record one, and the recordings you choose to transcribe; voice note audio isn't stored), an email delivery provider, Plausible Analytics (cookie-free website statistics), a timestamp authority and, where enabled, a NOM-151 certification provider for signed documents (both receive only a document's fingerprint, a hash, never its content), Google Web Risk (receives only the addresses short links point to, to detect phishing and malware), and Google and Microsoft (only if you sign in with them or connect a Google or Outlook calendar, with the minimum scopes required).

Google and Microsoft calendar data

When you connect a Google or Outlook calendar, SoloWOS uses it for three things only: it reads your busy times so clients can't book over them, lists your calendars so you can pick which ones to check and where new bookings go, and creates, updates or deletes the event for each booking made through SoloWOS. If a meeting type uses Google Meet or Microsoft Teams, that event is created with a video call link, and we keep the link to show it to you and your client. We don't read event titles, descriptions or attendees to store them, and we keep only the access tokens (encrypted), the names and IDs of your calendars, and the IDs of the events we created. You can disconnect a calendar at any time in Scheduling > Availability & calendars, which revokes and deletes the tokens; you can also revoke access from your Google or Microsoft account.

SoloWOS's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. We don't use calendar data for advertising, don't sell it, don't use it to train AI models, and no person at SoloWOS reads it unless you ask us to for support, it's needed for security, or the law requires it.

Contact

[email protected]