Privacy Policy

Last updated: 10 November 2026

Introduction

Soon Technologies B.V. (“Soon,” “we,” “us,” or “our”) controls the personal data collected through our platform and services. Soon Technologies B.V. is registered in the Netherlands (KvK 75939401) with its registered office at Herengracht 420, 1017 BZ Amsterdam.

This Privacy Policy explains what personal data we collect, how we use it, how we share it, and what rights you have regarding your data. By using our services, you acknowledge that you have read and understood this Privacy Policy.

What Personal Data We Collect

Information you provide directly

When you create an account, use our services, or communicate with us, you may provide us with the following types of personal data:

Account creation information — your name, email address, password, and company or organization name.
Billing information — payment details processed through our payment provider. We do not store full credit card numbers on our servers.
Team setup information — team names, member roles, and invitations you send to colleagues.
User content — any content, data, or files you create, upload, or store within the Soon platform.
Calendar data — calendar events, schedules, and availability information you provide or connect through integrations.
Communications — messages, support requests, and feedback you send to us.

Information collected when using the service

When you use the Soon platform, we automatically collect certain technical and usage information:

Log data — IP address, browser type and version, operating system, referring URLs, pages visited, timestamps, and other standard server log information.
Usage data — on this website: pages visited and interactions, collected through PostHog and Google Analytics under the regional preferences described in our Cookie Statement. Google Analytics can also send measurements without cookies while storage is denied. In the Soon app: how features are used and how the app performs, linked to your account and team, recorded with PostHog in the EU. These analytics don’t include session recordings or the text you type. We use app usage data to run and improve Soon, based on our legitimate interest, and you can object at any time (see Your Privacy Rights).
Error data — technical error reports collected through Sentry to help us identify and resolve issues. Error reports may contain personal data depending on their content and the diagnostic information included with an error. Sentry currently processes this data in the United States.
Device information — device type, screen resolution, and browser settings.

Information from other sources

We may receive information about you from third-party sources, such as when you sign in through a third-party authentication provider, when a team administrator adds you to their organization, or when you connect third-party calendar or scheduling services.

Our Use of Cookies

We use essential cookies that are strictly necessary for the operation of our platform. Analytics and marketing storage follows the regional preferences described in our Cookie Statement. Google Analytics loads with storage denied by default and can send measurements without cookies before a choice and after refusal. PostHog and configured advertising integrations load only when their corresponding preference is enabled. For full details about the cookies we use and how to manage your preferences, please see our Cookie Statement.

How We Use Personal Data

We use the personal data we collect for the following purposes:

To provide, operate, and maintain the Soon platform and its features
To create and manage your account and authenticate your identity
To process transactions and send related billing information
To send transactional communications such as account confirmations, password resets, and service notifications
To respond to your comments, questions, and support requests
To monitor and analyze usage trends and improve the user experience (on this website, via PostHog and Google Analytics under the preferences and regional policy described in our Cookie Statement; in the app, as described under Usage data)
To detect, investigate, and prevent fraudulent or unauthorized activity
To monitor and resolve technical errors and performance issues (via Sentry)
To comply with legal obligations and enforce our Terms of Service
To communicate changes to our services, policies, or terms

Google Limited Use Disclosure

Soon’s use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

Specifically, we limit our use of Google user data to providing or improving user-facing features that are prominent in our application’s user interface. We do not use Google user data for serving advertisements, and we do not allow humans to read Google user data unless we have your affirmative agreement, it is necessary for security purposes, it is necessary to comply with applicable law, or our use is limited to internal operations and the data has been aggregated and anonymized.

Sharing with Third Parties

We do not sell your personal data to third parties. We may share your data in the following limited circumstances:

Platform sub-processors. The providers below are those we use for our own purposes, on this website and in the app. The sub-processors that handle the workforce data our customers enter in the Soon platform are listed in Annex III of our Data Processing Agreement.

Service providers — We share data with trusted third-party providers who assist us in operating the platform, including PostHog (analytics, EU-hosted: on this website enabled by the Analytics preference, and for product usage in the app), Google Analytics (analytics, including measurements without cookies while storage is denied), Sentry (error monitoring, US region), Resend (transactional email from this website), and marketing platforms enabled by the Marketing preference (Google Ads, LinkedIn, Meta) for advertising measurement.
Team members — Information you share within your team or organization on the platform is visible to other members of that team as determined by team settings.
Legal requirements — We may disclose your data if required by law, regulation, legal process, or governmental request.
Business transfers — In the event of a merger, acquisition, or sale of assets, your data may be transferred as part of that transaction. We will notify you of any such change.
With your consent — We may share data for other purposes with your explicit consent.

Where Data Is Processed

Our primary platform database is hosted in Ireland, and its backups in the EU (Ireland and Frankfurt). Intercom, used for in-product support and messaging, and Sentry, used for application error monitoring, currently process data in the United States. We plan to migrate these services to EU hosting, but no migration date is committed. The current platform sub-processors and the terms governing international transfers are described in our Data Processing Agreement.

How We Protect Your Data

We implement appropriate technical and organizational security measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction. These measures include encryption of data in transit and at rest, regular security assessments, access controls, and employee training on data protection practices.

While we strive to protect your personal data, no method of transmission over the Internet or method of electronic storage is completely secure. We cannot guarantee absolute security, but we are committed to maintaining industry-standard protections.

Your Privacy Rights

Under the General Data Protection Regulation (GDPR) and other applicable data protection laws, you have the following rights regarding your personal data:

Right of access — You can request a copy of the personal data we hold about you.
Right to rectification — You can ask us to correct inaccurate or incomplete personal data.
Right to erasure — You can request that we delete your personal data under certain conditions.
Right to data portability — You can request your data in a structured, commonly used, machine-readable format.
Right to restrict processing — You can ask us to limit how we use your data.
Right to object — You can object to our processing of your data based on legitimate interests, including app usage analytics.
Right to withdraw consent — Where processing is based on consent, you may withdraw it at any time without affecting the lawfulness of processing based on consent before its withdrawal.
Right to opt out of analytics — You can decline or withdraw consent for analytics and marketing on this website at any time through Cookie settings in the footer, or with the Global Privacy Control signal. Google Analytics then continues in denied mode and can send measurements without cookies, as the Cookie Statement explains.

To exercise any of these rights, please contact us at hello@soon.works. We will respond to your request within 30 days. You also have the right to lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens) or your local supervisory authority.

Links to Other Websites

Our platform may contain links to third-party websites or services that are not operated by us. We have no control over, and assume no responsibility for, the content, privacy policies, or practices of any third-party websites or services. We encourage you to review the privacy policies of any third-party websites you visit.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of any material changes by posting the updated policy on our website and updating the “Last updated” date. We encourage you to review this Privacy Policy periodically. Your continued use of the platform after changes are posted constitutes your acceptance of the revised policy.

Contact Us

If you have questions about this Privacy Policy or wish to exercise your data rights, please contact us:

Soon Technologies B.V.
Herengracht 420
1017 BZ Amsterdam
The Netherlands
KvK: 75939401
Email: hello@soon.works