Privacy Policy

1. Overview

Sofia Holdings LLC ("Sofia," "we," "us," or "our") operates the Sofia property accounting platform accessible at app.hiresofia.ai and hiresofia.ai. This Privacy Policy explains how we collect, use, disclose, and protect your information when you use our services. By using Sofia, you agree to the practices described in this policy.

2. Information We Collect

We collect the following categories of information:

• Account information: Name, email address, and profile data provided during registration and authentication.
• Financial data: Bank account information and transaction history you connect through Plaid, as well as manually entered transactions, properties, and accounting records.
• Documents and receipts: Files you upload to the platform, including receipts and bank statements.
• Usage data: Information about how you interact with the platform, including pages visited and features used.
• Public website chat: Messages you send to the public Sofia product assistant and non-content events such as whether the chat was opened, answered, cleared, or reached a demo handoff. These events do not include message or response text, names, email addresses, phone numbers, financial data, or account data.
• Demo requests: First name, last name, email address, and phone number submitted through our demo form or public website chat.

3. How We Use Your Information

We use your information to:

• Provide and operate the Sofia platform and its accounting features.
• Import and categorize your financial transactions.
• Generate financial reports, including Profit & Loss statements and Schedule E summaries.
• Power AI-assisted features such as transaction categorization and natural language financial queries.
• Process public website chat messages through an AI service provider to answer product questions.
• Respond to demo requests, help schedule demos, and submit the contact details you provide to HubSpot Forms and HubSpot Contacts.
• Measure the public-chat funnel using non-content, first-party analytics events.
• Improve and debug the platform.

4. Plaid Integration

Sofia uses Plaid Technologies, Inc. to enable secure bank account connectivity. When you connect a bank account, you interact directly with Plaid's interface and agree to Plaid's End User Privacy Policy. Sofia receives read-only access to your account balances and transaction history. We do not store your bank credentials. Plaid data is used solely to provide the accounting features of the Sofia platform and is never sold to third parties.

5. Data Sharing and Disclosure

We do not sell your personal information. We may share your data with:

• Clerk: Authentication and user management is handled by Clerk (clerk.com). Your name, email address, and sign-in credentials are processed by Clerk under their Privacy Policy.
• Plaid: For bank account connectivity (see Section 4).
• Meta: With your prior permission, our public marketing website at hiresofia.ai uses Meta Pixel to measure page visits and bounded marketing conversion actions such as selecting a software plan or starting signup. The Pixel is not loaded before you opt in or in the signed-in product at app.hiresofia.ai, and Sofia does not send identity, contact, payment, financial, accounting, account, transaction, demo-form, or public-chat data to Meta.
• AI service provider: Transaction and financial data is processed for authenticated AI-powered features. Public website chat messages are processed transiently to answer product questions. V1 public website chat transcripts are not retained by Sofia after the browser session, and prompt or response bodies are not placed in Sofia-controlled analytics or application logs. Data is processed under the provider's data usage policies and is not used to train the provider's AI models.
• HubSpot: First name, last name, email address, and phone number submitted through our demo form are sent to HubSpot Forms and synchronized to HubSpot Contacts so we can respond and help schedule a demo. Optional HubSpot website tracking is a separate opt-in and receives only approved public page paths. Public-chat transcripts and qualification answers are not sent to HubSpot.
• Cloud infrastructure provider: Our platform is hosted on a managed cloud infrastructure provider.
• Legal obligations: We may disclose information if required by law or to protect our rights and users.

6. Data Security

We implement reasonable technical and organizational measures to protect your data. All data is transmitted over encrypted connections using industry-standard protocols. Your financial data is stored in an encrypted database hosted on our cloud infrastructure provider's managed infrastructure. Authentication is handled by our authentication provider, which provides industry-standard security including secure session management and optional multi-factor authentication. Access to production systems is restricted to authorized personnel only.

7. Data Retention

We retain your account data for as long as your account is active. After an account deletion request, account, financial, and uploaded-document data is soft-deleted and permanently purged after 90 days. V1 public website chat transcripts are not retained by Sofia after the browser session; selecting “Clear conversation” removes browser-held chat state immediately. Demo request fields submitted through the form or chat are retained for two years as business records. You may request deletion or correction of account, demo-request, or HubSpot contact data at any time by contacting us at support@hiresofia.ai.

8. Your Rights

You have the right to:

• Access the personal information we hold about you.
• Request correction of inaccurate data.
• Request deletion of your account and data.
• Disconnect your bank accounts from Plaid at any time.
• Opt out of AI-powered features.

To exercise these rights, contact us at support@hiresofia.ai.

9. Cookies, Analytics, and Session Tokens

Sofia uses a third-party authentication provider, which sets secure session tokens and cookies to keep you signed in. These are strictly necessary for the service to function. The public website chat keeps a bounded conversation and temporary demo prefill in browser session storage and clears it when the session ends, you select “Clear conversation,” or the chat is idle for 30 minutes. Sofia collects non-content first-party chat funnel events without message text, response text, contact details, or financial or account data. On the public marketing website, Meta Pixel and HubSpot website tracking are separate optional trackers enabled only after you grant the corresponding consent through “Privacy choices.” Rejection persists in this browser; both are kept off when your browser sends a Global Privacy Control signal, and neither is loaded in the signed-in Sofia product. Meta events are withheld, without changing your browser URL, when the current address includes query parameters or a fragment; Meta automatic configuration is disabled. HubSpot website pageviews use only a validated public pathname, even if the browser URL includes a query or fragment. Limited campaign labels, first landing path, and an external referrer's origin may be stored in first-party browser storage for first-visit attribution; full URLs and arbitrary query parameters are not stored. Submitting the demo form separately sends the contact details you enter to HubSpot Forms. Public-chat events, identity, contact details, and payment details are never sent to Meta.

10. Public Website Chat Safety

Do not submit bank details, account numbers, tax identification numbers, passwords, credentials, documents, transaction data, or other sensitive financial or account information through the public website chat. The public chat is not connected to your Sofia account and does not accept file uploads.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by posting the new policy on this page with an updated date. Continued use of Sofia after changes constitutes your acceptance of the revised policy.

12. Contact Us

If you have questions or concerns about this Privacy Policy, please contact us at:

Sofia Holdings LLC
Email: support@hiresofia.ai
Website: hiresofia.ai