Privacy Policy

Last updated: 20 March 2026

Overview

Soak provides LLM-assisted qualitative analysis tools for researchers. This policy explains how we handle data when you use our service.

What We Process

Research Data (Your Customers' Data)

When you upload research transcripts or documents for analysis, you remain the data controller. We act as a data processor on your behalf. Your data is stored on OVHcloud infrastructure in France; OVHcloud acts as a sub-processor under GDPR.

  • Qualitative transcripts and documents you upload
  • Embeddings generated from your documents
  • Analysis results (themes, codes, quotes)

Account Data

Information we collect to provide the service:

  • Email address and name
  • Organisation/institution (if provided)
  • Usage data (runs created, features used)
  • Payment information (processed by Stripe)
  • Credit balance and transaction history

How We Process Data

LLM Processing

Your research documents are sent to LLM providers for analysis. By default, we use Azure OpenAI in EU regions.

  • Your data is not used to train models
  • Processing region is controller-configurable
  • BYOK (Bring Your Own Key) arrangements are available by custom agreement -- those users control their own API provider

Embeddings

We generate vector embeddings from your documents to enable semantic search and comparison features. These are stored alongside your analysis results.

Data Retention

  • Analysis results: Retained while your account is active and you have a credit balance, or until you delete them
  • Account data: Retained while your account is active
  • Credit and payment records: Retained for accounting and legal purposes as required by law

Your Rights

You have the right to:

  • Access your data
  • View your analysis results
  • Delete your data and account

To exercise these rights use the account settings in your dashboard or contact us at data@soakresearch.com.

Subprocessors

We use third-party services to provide Soak. See our subprocessor list for details.

International Transfers

By default, data is stored and processed in the EU (OVHcloud, France). If you have a BYOK arrangement with a US-based provider, data may be transferred to the US under Standard Contractual Clauses. Payment processing is handled by Stripe, which may process data in accordance with its own privacy policy.

Security

We implement technical and organisational measures to protect your data. See our security overview for details.

We use Sentry (EU data residency) for error monitoring to maintain service reliability. Sentry receives technical error data only -- not your research documents or analysis results.

Contact

For privacy-related questions:
Data Protection Officer: Ben Whalley, data@soakresearch.com
Soak Research Ltd

Changes

We may update this policy. Significant changes will be communicated via email or dashboard notification.